May 2026 - Building your summer to-do list, one brick at a time

Note: This page has been archived as of May 19, 2026, and links may no longer work. Please fill out our General Inquiry form if you have any questions. 

May 2026 Newsletter Content Overview

• Payments and Procurement
  • UW Travel Form Update—Multiple Destination Details
• Personnel Services
  • Automatic Promotion and Tenure Clock Waivers
• HR/Payroll
  • Work Study Costing Allocations
  • Job Posting Text Template
  • New HR/Payroll Workflows
  • Reminder: Summer 2026 Roster Reports due—May 22
• Foreign National Services
  • New visa processing fees coming July 1
  • Payments and Reimbursements to Foreign Nationals
• Looking Ahead
  • Accounting fiscal year end close deadlines
  • Payroll Accounting Adjustment (PAA) Submission Deadline—July 1
  • Pay/Pro fiscal year end close deadlines checklist

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PAYMENTS AND PROCUREMENT

UW Travel Form Update—Multiple Destination Details

The UW Travel Reimbursements form now allows a requestor to enter additional details for a UW business trip with multiple destinations. This update will help us identify appropriate meal per diem rates per request while reducing back-and-forth.

Contact AST if you have any questions regarding this update.

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PERSONNEL SERVICES

Automatic Promotion and Tenure Clock Waivers

On March 23, AST sent a special edition newsletter outlining the process for communicating automatic promotion and tenure clock waivers due to federal policy changes, as outlined on the Academic Personnel and Faculty website.

This is a reminder that these actions need to be initiated in Workday by June 30, and all units serviced by AST’s HR/Payroll team need to have this information delivered to us no later than May 29.

Please review the information outlined in the special edition newsletter and submit “Update Academic Appointment” tickets to AST as soon as possible so that we can process these items prior to the June 30 deadline. 

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HR/PAYROLL

Work Study Costing Allocations

The Employee Workday Help office recently sent a reminder that May 31 is the last day Work Study funds can be earned for an academic year.

AST has identified all Work Study students in units serviced by our HR/Payroll group and is managing the process of updated these individuals’ costing allocations in Workday. We will reach out to individual units if we run into issues while updating Work Study costing.

Job Posting Text Template

When submitting job requisitions or creating new positions, please use UWHR’s Job Posting Text Template to create the job description. AST has received send-backs from UWHR on requisitions that are not using the exact language in the above-linked text template.

In the next few weeks, AST will be linking to this template from the “Create Job Requisition” and “Create New Position” form to help ensure that the required structure for job descriptions is being followed. Please reach out to Jim Ballew (jballew@uw.edu) with any questions.

New HR/Payroll Workflows

In case you didn’t know, AST maintains a catalog of workflows to help illustrate which individual or office is responsible for completing related tasks, decisions, or approvals during the course of a specific business process. We are constantly building resources for your units, and have published the following new HR/Payroll workflows:

• Compensation and Payroll Request Workflow
• Create or Change Sup Org Request Workflow
• Leave of Absence (LOA) Without Pay Workflow

Check out our workflow catalog and reach out if you have any questions or concerns.

Reminder: Summer 2026 Roster Reports due—May 22

Reminder that the Summer 2026 Roster Reports (including the Chair/Director edition for all CAS units) are due to AST by Friday, May 22, at 5:00 p.m.

Contact Jim Ballew (jballew@uw.edu) with any questions.

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FOREIGN NATIONAL SERVICES

New visa processing fees coming July 1

International Scholars Operations (ISO) has announced new visa processing fees, to take effect on July 1, 2026. Major updates include:

• For J-1 visas, a flat fee will replace the current per-person, per-year billing structure.
• For H-1B visas, the new fee will increase significantly to more accurately reflect the staff work required for these cases.

Consult the ISO announcement for the full breakdown of all new fees taking place this summer and additional details. Please also contact Jack Hamrick (hamrickj@uw.edu) with any questions regarding the impact of this change on any current or future cases.

Payments and Reimbursements to Foreign Nationals

Wondering what payments and reimbursements you can and can’t make to foreign nationals? Consult the Foreign National & Reimbursement Reference Guide! This resource is designed to be a quick reference for payments to students, scholars, and employees on a variety of visas.

To comply with federal rules, arrangements often need to be made before the activity takes place, so encourage your faculty to contact AST with questions before formal offers or invitations are extended. This guide is housed on our website under the H-1B FAQs, the J-1 FAQs, the Reimbursements FAQs, and the Payments FAQs pages.

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LOOKING AHEAD

Accounting fiscal year end close deadlines

All correcting entries submitted by end of day on June 16, 2026, will be processed in FY2026. We will accept requests after that time; however, there is no guarantee the corrections will be processed in FY2026.

What can you do to ensure a smooth sailing fiscal year end close for your unit?

1. Run the Actuals with Encumbrance Balance R1300.5 report in Workday to identify any needed corrections and submit them to AST as soon as possible. Prior to submitting the request, review your open requests to AST and with your teammates to ensure the corrections are not duplicate requests.
2. If you have a large EIB cleanup project in the works, we recommend submitting these to us by June 5, 2026. While we can still process any EIB submitted by the June 16 correcting entries deadline, submitting them early will go far in spreading out the workload, and the Accounting team will appreciate you even more than we do now.

Lastly, please note that ISDs for June billing are not available for review in Workday until June 30. If a June 2026 ISD entry needs to be corrected, please submit a correcting entry request no later than end of day on July 2, 2026.

Payroll Accounting Adjustment (PAA) Submission Deadline—July 1

The deadline to submit all Payroll Accounting Adjustments (PAAs) for fiscal year 2026 to AST is Wednesday, July 1, 2026, by 5:00 p.m. Requests submitted after this deadline are not guaranteed to post in FY2026.

Pay/Pro fiscal year end close deadlines checklist

Here is a quick and easy checklist of upcoming Payments and Procurement deadlines for FY2026. These dates reflect when AST needs to receive requests to guarantee our team has enough time to process them, gather any additional information, and approve transactions before central Procurement’s year end close deadlines.

To increase our ability to quickly enter transactions, please keep the following in mind when submitting requests:

• Documentation is complete and legible
• Information is complete and accurate

AST Deadlines	Upcoming Payments and Procurement Deadlines (for transactions to post in FY2026)
May 22 at 5:00 p.m.	Guest Payments for domestic payees (honoraria) (Procurement deadline: June 16) This allows for Procurement Services to receive, process, and send required documents to the IRS. This timeline allows for resolving any issues that may arise. Supplier Invoice Requests (e.g., SQs, paying an invoice to a company) (Procurement deadline: June 16) Note: Supplier must be registered prior to placing an order. Catalog Purchase Orders (Procurement deadline: June 5) To ensure expenditures are charged to the expiring fiscal year, requisitions for catalog orders need to be fully approved by June 5. Travel and Purchase reimbursements for Guests (MPs) (Procurement deadline: June 16) Note: This AST deadline gives us time to work through large ticket volume. Travel and Purchase reimbursements for UW employees (ERs) (Procurement deadline: June 16) Note: This AST deadline gives us time to work through large ticket volume.
June 5 at 5:00 p.m.	Invoices/Credit Memos for Purchase Orders (Procurement deadline: June 12) All invoices/credits must be approved in Workday by June 12. This includes resolving receiving and match exceptions. These need to be sent to GHX by June 5 at 5:00 p.m. Note: Please monitor for possible match exceptions. Match Exceptions Non-Receiving (Procurement deadline: June 12) Exceptions that are not a result of a missing receipt. For example, the invoice exceeds the PO amount. Note: This AST deadline gives us time to help get exceptions cleared. Field Advance Spend Downs (Reconciling Spend Authorizations) (Procurement deadline: June 19)
June 8 at 5:00 p.m.	CTA Verification – Department Travel Card (Procurement deadline: June 16) Note: AST only approves on behalf of submitters.
June 18 at 5:00 p.m.	Invoice Match Exceptions Receiving (Procurement deadline: June 30) If goods have been physically received, a receipt needs to be created in Workday. This includes Tango cards or goods line items. Note: This AST deadline gives us time to help get exceptions cleared. ProCard Verifications – Department credit card (Procurement deadline: June 30) To ensure transactions are posted to the June cycle in the expiring fiscal year, we recommend ProCard transactions are fully verified by June 30. To ensure that requirement is inventoried correctly, the deadline for equipment verification of ProCard transactions is June 30.
June 19 at 5:00 p.m.	Revolving Fund (Procurement deadline: June 19) To ensure expenditures are charged to the expiring fiscal year, submit revolving fund replenishment request via UW Connect form by June 19.

Please let us know if you have any questions regarding any of these deadlines.

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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