November 2025 - Fall's well that ends well

Note: This page has been archived as of November 19, 2025, and links may no longer work. Please fill out our General Inquiry form if you have any questions. 

November 2025 Newsletter Content Overview

• General
  • Welcoming new team members!
• Accounting and Grants
  • Time period definitions for Workday reports
  • Grants: Effort reporting cycle update
• Payments and Procurement
  • We have several Pay/Pro form updates which are live!
  • FAA and cancelled flights: how to manage a refund
• HR/Payroll
  • 2025 Overpayment/Underpayment Deadlines
  • Time entry audit for 12/15 terminations
  • Winter break I-9 closure and updates to quarterly drop-in hour process
• Foreign National Services
  • H-1B petition filings resume

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GENERAL

Welcoming new team members!

We are excited to introduce new members on our team:

• Alice Quezada joined the team in September as a Shared Services Analyst, and supports the Onboarding and Documentation process of the HR/Payroll team.
• Ashley Klein and Kylie Mattes also joined the HR/Payroll team in October as Shared Services Specialists.
• Andrew Wise is our newest team member, and has started on the Payments and Procurement team earlier this month as a Shared Services Specialist.

Please join us in warmly welcoming Alice, Ashley, Kylie, and Andrew!

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ACCOUNTING AND GRANTS

Time period definitions for Workday reports

Have you ever tried running a Workday report but didn't know which time periods to use? Look no further! We've put together a new "What are the time period definitions for Workday reports?" FAQ that clarifies and recommends common time period terms to help with all your reporting needs.

Grants: Effort reporting cycle update

Effort certification for the June 2025 period should have been completed by October 31, 2025. The next cycle will kick off soon, so if you still have some remaining certifications from previous periods, please prioritize this task. 

Here is the status of effort and project reporting as of November 18, 2025:

	Effort	Project
Pre Review	68	314
With PI for Certification	8	21
Certified – great job!	147	665
Total	223	1000

Need help?

• For ECC access, visit the ECC System Access page to get started.
• For questions regarding this process, please use our Grants Inquiry form to contact our Accounting and Grants team.

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PAYMENTS AND PROCUREMENT

We have several Pay/Pro form updates which are live!

AST is constantly working on our intake forms to improve user experience and capture all the information our team needs to process your requests. We’ve added more help text to improve clarity on the following Pay/Pro forms:

• Accounts Payable and Purchasing
• Guest Payments and Reimbursements (including non-UW employee Reimbursements and Travel)
• UW Employee Reimbursements
• UW Travel and Field Advances
• UW Travel Reimbursements

Stay tuned—updates to the ‘Accounts Receivable – Invoices’ form and ‘Pay Research Subjects/Guest (Bulk Upload)’ option are coming soon!

If you have any questions or feedback, please share them with us via our General Inquiry Form or by emailing teamcas@uw.edu.

FAA and cancelled flights: how to manage a refund

Cancelled flights can occur at any time; however, with the FAA staff shortages, flight cancellations have become even more commonplace. If the cancelled trip is not rebooked and you have already been reimbursed for the flight, then the funds will need to be returned to the university.

When you receive the refund, please complete the following steps:

1. Complete the Cash Remittance Form, and be sure to include ER# and the refund notification from the airline. This lets UW Travel know the check is coming and where to apply the funds. Make a note of the REF# that you are issued once you submit the form.
2. Complete the Bank of America Lockbox Coversheet, and include both the Cash Remittance Form’s REF# and the related ER#.
3. Mail the check and coversheet to the following address:

University of Washington

P.O. Box 744675

Los Angeles, CA 90074-4675

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HR/PAYROLL

2025 Overpayment/Underpayment Deadlines

The deadline for 2025 Overpayment Requests to be received by the Payroll Office is December 10 at 4:00 p.m. (See AST’s October 2025 newsletter for in-depth information about submitting year-end overpayment requests). Units using AST’s services for HR/Payroll transactions must have overpayment requests sent to us no later than December 3, otherwise we cannot guarantee they will be submitted to the Payroll Office on time.

Additionally, the deadline for submitting On-Demand Check Requests for underpayments is December 26 at 12:00 p.m. Units using AST’s services for HR/Payroll transactions must have underpayment requests sent to us no later than December 19 to ensure that we can submit them to the Payroll Office on time.

Keep in mind that any Workday actions (e.g., FTE changes, timesheet adjustments, etc.) necessitating these requests must be completed in Workday before the overpayment/underpayment request can be submitted. See the Employee Workday Help’s Year End Payroll and Tax Deadlines webpage for additional information.

Time entry audit for 12/15 terminations

Before entering terminations in Workday for employees with 12/15 end dates, make sure to run the Time Entry Summary by Date Range R0521 report. This report captures summarized details on ‘not submitted’, ‘submitted – not approved’ and ‘approved’ time entry statuses by date range within organizational units. Identifying and correcting time entry discrepancies before submitting a termination request will help minimize the need to submit underpayment requests.

Winter break I-9 closure and updates to quarterly drop-in process

Due to winter break closure, AST will not be available for in-person appointments between December 22, 2025, through January 1, 2026. We will still be online to answer questions during this period.

AST is also making changes to our I-9 drop-in process. Starting in 2026, we will be moving to appointment-only availability during the first full week of winter and spring quarter. Please note that we will still host autumn quarter I-9 drop-in hours and orientation sessions, as this is our busiest hiring season.

With that said, we will be offering increased I-9 appointment availability for winter quarter between January 5-9, 2026. Please encourage your incoming hires to schedule an I-9 appointment and see us before winter break or once winter quarter begins.

Please contact teamcas-i9@uw.edu if you have any questions regarding these updates.

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FOREIGN NATIONAL SERVICES

H-1B petition filings resume

As of November 10, 2025, the UW has lifted the pause on H-1B filings in accordance with the most recent guidance from USCIS. Please review the new detailed guidance posted by the International Scholars Operations (ISO), which goes over:

• which cases are subject to the proposed new fees;
• what visa options are available as alternatives to the H-1B; and
• the process established for payment of the fee.

The Foreign National Services team will be in touch regarding any current cases that have been affected by these policy changes. Please reach out to us at teamcas@uw.edu with any questions or concerns you may have on current or future cases.

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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