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September 2025 Newsletter Content Overview
- General
- New school year, new meeting updates
- Help Team
- A new avenue to provide feedback to AST
- AST form updates launch next week!
- Payments and Procurement
- We’re revamping our Accounts Payable and Purchasing form
- ProCard, CTA, and Ghost account verifications
- Personnel Services
- Promotion case creation deadline: September 30, 2025
- Sabbatical Process Change
- New tenure values in Workday
- DocFinity records storage – update
- HR/Payroll
- Reminder: Autumn I-9 drop-in hours start next week!
GENERAL
New school year, new meeting updates
With the new school year fast approaching, the Business Office and Research Office have announced some changes to long-standing practices. In particular, we want to highlight two important changes:
- The monthly Administrators’ meetings will be replaced with a monthly Operations meeting (mOm). These meetings will still take place every first Friday of the month from 10:00 a.m. to 12:00 p.m., but will now follow the set agenda structure: General Administration, Finance (excluding grant pre- and post-award), and HR.
- Noontime Workshops will no longer be offered. Please note that the CAS Grants Workgroup (aka Grantsters) will continue to meet weekly effective October 1, 2025, and a calendar invite with accompanying zoom link will be sent out.
Please reach out if you have any questions or concerns regarding these changes.
HELP TEAM
A new avenue to provide feedback to AST
Your feedback is incredibly valuable to AST’s ongoing process improvement efforts, and we are excited to announce a new way for you to share your insights. As some of you may have noticed already, the email you receive when a UW Connect ticket is resolved now contains a link to a two-question survey where you can “tell us how we did.”
Please note that your feedback on this survey is not anonymous. Our leadership team will review your suggestions (and kind words of praise!) and relay them to the team on a monthly basis. We look forward to hearing from you.
AST form updates launch next week!
Next Tuesday, September 23, AST will release a broad set of changes to standardize the language, look, and feel of our forms. The following notable changes include:
- All current form drafts will be removed when changes are live. If you have any form drafts that you’d like to submit, please do so by Monday, September 22 at 12:00 p.m.
- Moving forward, all drafts will be automatically deleted 180 days from their creation date.
- Required documents—which are limited by filetypes—will have dedicated file fields to ensure we can upload them in Workday as required. A wide variety of file types will still be accepted in the “Additional Information” section of the forms.
- The FDM Module will be renamed to Transaction Workday Details.
- This section will now appear on the first page so that all information is collected in one place.
- Resource worktags will not be required for Program, Grant, and Gift driver worktags, as Resource worktags are automatically populated by the driver worktag.
If you have any questions regarding these upcoming changes, please share them with us via our General Inquiry Form or by emailing teamcas@uw.edu.
PAYMENTS AND PROCUREMENT
We're revamping our Accounts Payable and Purchasing form
In addition to the form updates that are launching on September 23, AST wants to call out a revamp of our Accounts Payable and Purchasing form that will provide better guidance to users while aligning with UW purchasing policy. These changes include new questions regarding purchases $10K or above and additional help text guidance for what purchases are allowable on ProCard. As always, please send us any questions you have about these changes via our General Inquiry Form or by emailing teamcas@uw.edu.
ProCard, CTA, and Ghost account verifications
With summer coming to a close and folks returning from leaves, one task may be awaiting you: verifying transactions on your ProCard, CTA, and Ghost accounts. Please work with your department’s cardholders to ensure timely reconciliations and approvals. Transactions are recommended to be reconciled on a weekly basis but monthly at the latest.
As a reminder, the ProCard Office has been suspending any card (ProCard, CTA, and/or Ghost) that have unverified transactions more than two billing cycles past their original verification due date. Repeated suspensions for aged, unverified transactions could lead to permanent card closure.
We advise your units to run to following reports to be on top of transactions:
- R0552: For identifying all transactions in flight by a cardholder (and can only be run if you are a cardholder and only for your transactions)
- R1354: Procurement Card Transaction Lines by Department
- R1438: Run to find the transactions you need to verify by cardholder
- R1439: Run to find transactions in any status, or you can run it for a specific status (e.g., Paid, Pending, etc.)
- R1523: Run to identify where in the business process a transaction is pending (In Progress). This report is helpful if you know you have reconciled the transactions, but they are still pending approval.
PERSONNEL SERVICES
Promotion case creation deadline: September 30, 2025
The Office of Academic Personnel and Faculty (APF) will turn off the promotion case creation portal effective September 30, 2025, to allow time for updates, etc. prior to opening the portal for 2026-2027 cases. If you have any lingering promotion cases to create, be sure to do so by the end of September at the latest. As a reminder, all cases must now be created through the APF portal instead of creating them directly in Interfolio.
If you have access difficulties or have any questions. Please reach out to Susan Miller (susanh82@uw.edu) or Ivy Mason-Sharrah (ivym@uw.edu).
Sabbatical Process Change
The University has moved the sabbatical request process to an enterprise-wide Interfolio process. CAS has a head start on this, as we’ve been using Interfolio for sabbaticals for a number of years and the process itself has not been changed overly much.
The one critical change is that units will no longer create sabbatical cases directly in Interfolio. Instead, cases should be initiated via the APF Case Maintenance portal. The cases will show in Interfolio within two hours and will have a cover sheet already included in the case. At that point, the potential applicants can be notified that their case is ready.
New tenure values in Workday
To allow for better tracking of tenure values and state funded faculty salary commitments, the UW has implemented new “tenure status” values in Workday.
Now, when adding or adjusting an academic appointment, there will be six possible values for the Workday tenure-status field: tenured, pending, partial, pending – partial, A/B retention, and pending – A/B retention.
- Tenured / Pending – 100% funded by general operating funds (GOF); tenure value = 100.
- Partial / Pending – Partial – Faculty expected to cover part of their salary with external funds; must reduce responsibility or go on leave without pay if unable to do so.
- A/B Retention / Pending – A/B Retention – For faculty granted retention raises funded by non-state sources that reduced their tenure value; their FTE is adjusted in Workday if they cannot cover the B-component, but their appointment and merit expectations remain unchanged.
For more information, see the New Tenure-Status Flags and A/B Salary Guidance page.
DocFinity records storage – update
New record types are now available to use in DocFinity – including student record types! We have added the following document types for use:
- ASE Offer/Appointment Letter
- ASE Annual Review
- ASE Job Description
- ASE Teaching Observation
- ASE Disciplinary Letter
- Student Hourly Offer/Appointment Letter
- Student Hourly Annual Review
- Student Hourly Job Description
- Student Hourly Teaching Observation
- Student Hourly Disciplinary Letter
- Fellowship Salary Support
- College Council Appointment
- Disability Accommodation Approval
- FLSA Eligibility Change
Please remember that DocFinity is the personnel file storage service for the College. All staff and faculty, and now student, records should be loaded into DocFinity for storage and retention. For information on how to do this, please refer to the CAS Personnel Records Storage site.
If there are record types that you believe are missing, please reach out to Ivy Mason-Sharrah (ivym@uw.edu).
HR/PAYROLL
Reminder: Autumn I-9 drop-in hours start next week!
And just like that, autumn quarter is already upon us. As a reminder, our I-9 team will be hosting I-9 drop-in hours from September 24 through October 1 in AST’s Office, Communications Building B042 (located on the basement level).
Share the attached autumn 2025 I-9 drop-in schedule (PDF) with your incoming hires, as well as the I-9 Journey Map and AST’s I-9 Appointment Scheduling Link.
Contact teamcas-i9@uw.edu if you or your incoming hires have any questions or concerns.
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: Monday, September 22, 2025