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July 2025 Newsletter Content Overview
- General
- Going out of office? Make sure your unit has security role coverage!
- Payments and Procurement
- CTA Charges in Foreign Currency and How to Reconcile
- New Check Deposit Process – Bank of America Lockbox
- HR/Payroll
- Autumn 2025 Roster Report
- Merit Blackout Reminders
- Relocation Incentives and Moving Expenses
- New 7/1 ASE salary rates are live
- Foreign National Services
- Reminder: J-1 minimum funding change effective July 1, 2025
- F, M, and J visa appointment scheduling resumes
- Addendum
- 7/25/2025: Clarification on 'new check deposit process' article
GENERAL
Going out of office? Make sure your unit has security role coverage!
Summer is a popular time for folks to take some well-deserved time off away from their emails and Workday. But just like how you’ll need to cover up from the sun’s powerful UV rays, you will also need to ensure there is adequate backup coverage for Workday transaction approvals.
So, before you slather on sunscreen and go out of office, take a moment to do the following:
- Identify who in your unit will serve as backup for your approvals.
- Run the Role Assignments for Worker Position report in Workday to confirm if your colleague has the necessary finance or HCM security roles to provide coverage (e.g., Cost Center Manager, I-9 Coordinator, Time and Absence Approver, etc.).
- If needed, submit a security role assignment or delegation request to AST.
If you do not have anyone in your unit who can provide backup approval coverage, please either submit a general inquiry to AST or email teamcas@uw.edu and we can assist.
PAYMENTS AND PROCUREMENT
CTA Charges in Foreign Currency and How to Reconcile
Occasionally, when purchasing airfare or lodging with a Central Travel Account (CTA) card, the charge will show one amount on the receipt (converted to USD) and a different USD amount in Workday. This is due to the currency conversion process and exchange fees within JPMorgan Chase itself. The ProCard Office is aware of this discrepancy and has accounted for it. Conversion rates are constantly in flux and, depending upon the timing of the charge, this issue can arise.
When reconciliating your CTA charges in Workday, the ProCard Office recommends adding a note in the memo field of the transaction line that the difference is due to the currency conversion and to process as normal.
New Check Deposit Process – Bank of America Lockbox
Effective July 1, 2025, all checks received by campus departments—whether related to Workday invoices or not—must be mailed to the Bank of America lockbox. Schmitz Hall and other cashier offices on campus will no longer process non-Workday check deposits.
Checks must have a coversheet and should be mailed in the week received by the campus department. For access to the coversheet and instructions on how to fill it out, see Bank and Accounting Operations procedures. The checks with the coversheet should be mailed to:
Post Office Remittance Address:
University of Washington
PO Box 744675
Los Angeles, CA 90074-4675
Overnight Courier Mail Only:
Bank of America Lockbox Services
University of Washington (LBX 744675)
2706 Media Center Drive
Los Angeles, CA 90065-1733
Please contact bankrec@uw.edu if you have any questions regarding this process.
HR/PAYROLL
Autumn 2025 Roster Report
The Autumn 2025 Roster Report was emailed on Friday, July 18, to departments using AST HR/Payroll services. The completed report is due to AST by August 15.
IMPORTANT: Please take special care to determine if employees’ costing allocations and FTE percentages need to be updated for the start of autumn quarter, as many employees’ entries in Workday are changed during summer quarter. Confirming autumn quarter costing and FTE will help avoid potential errors when processing updates.
Also, please note that employees with a summer hiatus end date of 9/15/2025 will be returned from leave by central payroll offices and do not require requests to return from leave.
Merit Blackout Reminders
The Workday Restricted Entry Period will take place from August 1 through September 11. During this Restricted Entry Period, a number of transactions are prohibited, including:
- Compensation Changes (e.g., Base Pay Changes, etc.)
- Change Jobs (e.g., Promotion, Lateral Move, etc.)
- Change Job Data Change (e.g., FTE Change, Reappointment, etc.)
See UWHR Compensation’s FY26 Merit Process Guide for complete information about the merit process.
For AST HR/Payroll supported units: Please note that any restricted business process requests we receive prior to September 5 will be sent back with instructions to resubmit on or after September 5, as our team cannot take any action during this period. Requests received between September 5-11 will be acknowledged and placed on hold until the blackout is lifted. Once these transactions are no longer prohibited starting September 12, we will prioritize processing transactions for the 9/1-9/15 pay period.
Relocation Incentives and Moving Expenses
At this time of the year, there is an increase in relocation and moving activities for new staff and faculty. It is CAS best practice to offer these funds as a relocation incentive payment rather than moving expenses. All relocation incentives and moving expenses are managed via Workday payroll transactions as a one-time payment through either a ‘Relocation Incentive,’ ‘Lump Sum Moving Allowance,’ or ‘Moving Expense Payment.’ If your unit’s HR/Payroll is supported by AST, please submit your request via our Compensation form and select ‘One-Time Payment’ to begin this process.
Please note that if the relocation incentive is for an Academic Personnel, then a completed pre-approval relocation incentive payment request form is required and must be sent to the appropriate Divisional Dean’s assistant for signature.
Additional information can be found in the following resources:
- UWHR – Employee relocation incentive
- Academic Personnel & Faculty – Relocation Incentive
New 7/1 ASE salary rates are live
Compensation changes effective 7/1 should now be entered into Workday to reflect the updated minimum salary rates for ASEs. Please ensure that the salaries for these employees are accurate. If a manual change is needed, submit a Compensation Change in Workday. For AST HR/Payroll supported units, send in a ‘Base Compensation Change’ ticket through our Compensation form.
FOREIGN NATIONAL SERVICES
Reminder: J-1 minimum funding change effective July 1, 2025
A gentle reminder that as of July 1, 2025, the minimum for J-1 funding has increased from $2,100 to $2,500 per month. This new rate will more accurately reflect the current costs of living in the Seattle area, especially for incoming scholars who will not receive UW salary and need to communicate adequate funding amounts to their home institutions. The J-2 monthly funding minimum will not change.
Please see the ISO’s original announcement regarding this funding change for additional details and the ISO’s J-1 funding page for more general information regarding the funding requirements.
F, M, and J visa appointment scheduling resumes
As of June 18, 2025, the pause on F, M, and J visa appointment scheduling has been lifted. Now that expanded screening and vetting is in place, we are likely to see longer processing times for J-1 scholars. Please keep this in mind for incoming J-1 scholars, as well as those returning from abroad who need to obtain a new visa for reentry.
Please see the State Department’s announcement for additional details and reach out to the Foreign National Services team at teamcas@uw.edu if you have a specific case you would like to discuss.
ADDENDUM
7/25/2025: Clarification on 'new check deposit process' article
AST has received some great questions regarding the 'new check deposit process' article, and want to provide additional clarification.
If you need to repay the university for a reimbursement overpayment, a check will need to be mailed to the Bank of America Lockbox for processing. Per the Banking and Accounting Operations' procedures, complete the following steps:
- Write a personal check payable to the University of Washington.
- Complete the Cash Remittance form.
- Mail the check with a completed coversheet to the Bank of America Lockbox.
Contact bankrec@uw.edu if you have any questions regarding this process.
For checks that relate to a gift transaction or checks that should be deposited to a gift fund, please continue to send these checks to UA Gift Services. This process remains with Gift Services and has not changed. Per the CAS Administrative Gateway's Gift Processing page, complete the following steps:
- Complete a Gift Transmittal form.
- Mail the gift check via interoffice mail to Gift Services (Box 359505) with the completed gift transmittal form.
- Note: Any gift checks over $5,000 must be hand-delivered (with a gift transmittal form) to the UW Tower.
Contact casadser@uw.edu if you have any gift related questions or need help with the gift transmittal form.
As always, please fill out our General Inquiry Form (preferred) or email teamcas@uw.edu if you have any questions or concerns.
Administrative Support Team
Last Updated: Friday, August 15, 2025