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July 2026 Newsletter Content Overview
- Help Team
- Encountering form issues? Report them to us!
- Accounting and Grants
- Grants: Project reporting cycle ending July 24
- Payments and Procurement
- 60-Day Reimbursement Policy Reminder
- Changes to requirements for Miscellaneous Payments via ACH
- New Job Aid for Food-related Spend Categories in Workday
- Adobe Licenses and UW-IT
- HR/Payroll
- Autumn 2026 Roster Report
- Merit Blackout Reminders
- New 7/1 ASE salary rates are live
HELP TEAM
Encountering form issues? Report them to us!
AST has recently received an increase in reports of form submission errors from users. This includes submissions not creating a UW Connect ticket, file attachment issues, and so forth.
If you encounter any errors or issues when submitting a form, please report them to us by selecting the ‘Intake forms’ topic in our General Inquiry Form (preferred) or by emailing teamcas@uw.edu so that our team can monitor and troubleshoot these issues.
ACCOUNTING AND GRANTS
Grants: Project reporting cycle ending July 24
The current cycle for project statements is wrapping up and due Friday, July 24. Please prioritize completing all pre-reviews and certifications this week. The next cycle for both effort and project statements pre-reviews will open on Monday, July 28. There are a small handful of effort statements from previous cycles pending completion as noted below.
Here is the status of effort and project reporting as of July 21, 2026:
| Status | Effort | Project |
|---|---|---|
|
Pre Review |
4 |
39 |
|
With PI for Certification |
7 |
52 |
|
Certified – great job! |
N/A |
355 |
|
Total |
11 |
446 |
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.
PAYMENTS AND PROCUREMENT
60-Day Reimbursement Policy Reminder
As of July 6, 2026, the UW has changed how employees (including student employees) are reimbursed for travel and non-travel purchases. If an expense reimbursement isn’t submitted within 60 days, it will be treated as taxable income.
For more information about the new policy, visit AST’s Reimbursement page or the UW Travel Office’s Taxable Reimbursements page.
Changes to requirements for Miscellaneous Payments via ACH
Effective July 1, 2026, the University has updated their policy for ACH payments to guests to comply with new industry standards. The change is meant to reduce fraud and send backs because the ACH information is inaccurate. If paying a reimbursement or payment to a university guest via ACH and the amount is over $5,000, additional steps for verification of the account are required:
- Bank routing (ABA) number
- Bank account number
- Account type (checkings or savings)
- Payee name as it appears on the bank account
This verification can be received either verbally (e.g., telephone; DocuSign is not acceptable) or by attaching a voided check.
AST is working on updating our DocuSign forms to meet this requirement, and we will continue to share more information as we receive additional guidance from Procurement.
New Job Aid for Food-related Spend Categories in Workday
If you have a ProCard or process Expense Reports, please note the Office of Finance, Planning & Budgeting has updated guidance to clarify when to use food-related spend categories in Workday. Several food categories have similar names but serve different financial reporting purposes. Selecting the correct spend category helps ensure accurate financial classification, reporting, and data quality.
For complete guidance, including examples, scenarios and additional food-related spend categories, review the Food-related Spend Categories in Workday Job Aid in UW Connect Finance Portal.
Adobe Licenses and UW-IT
We have good news to share! UW-IT has negotiated their contract with Adobe which will benefit all Adobe users as follows:
- Adobe Acrobat Pro is now available at no cost when using the UW license via UW-IT. Please note that you must still request access to it.
- Adobe Creative Cloud Suite (which already includes Adobe Acrobat Pro) is now $35 per year when using the UW-IT license.
Additional guidance will be provided in the coming weeks. In the meantime, identify any Adobe users in your unit not using the UW-IT license and guide them to UW-IT to request access for their free Adobe Acrobat Pro license.
After December 31, 2026, CAS will no longer reimburse employees for personal Adobe Acrobat Pro or Creative Cloud licenses or allow these purchases on ProCard.
HR/PAYROLL
Autumn 2026 Roster Report
The Autumn 2026 Roster Report was emailed on Friday, July 17, to departments using AST HR/Payroll services. The completed report is due to AST by August 17.
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 9/15/2026 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 FY27 Merit Process Guide for complete information about the merit process.
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.
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
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