Frequently Asked Questions

Where can I learn more about AST’s services? 

Our service pages offer an overview of the business process areas we support and include the associated intake forms, a timeline of common business processes, workflows, resources, checklists, user guides and FAQs.

• For more information regarding payments, reimbursements, or purchasing goods or services please refer to 'Payments and Procurement'. 
• For information about processing UW staff, faculty, and/or student employment and/or payroll transactions refer to 'HR and Payroll'. 
• For information regarding US visa applications, hiring, or hosting a foreign national refer to 'Foreign National Services'. 
• For information regarding processing manual journals and accounting adjustments refer to 'Accounting'.
• For information regarding billing customers outside of the University for goods and/or services refer to 'Accounts Receivable'.
• For more information regarding support for the Grant Awards to Close process refer to 'Grants'.
• For more information regarding security roles in Workday refer to 'Security Role Services'. 

I have questions about a business process, where can I see the workflow? 

We are in the process of creating our business process workflows but the ones that exist are located under workflows of each service page (e.g., workflows about I-9’s are located under ‘HR and Payroll’ in the ‘Hiring’ section). You can also click the magnifying glass at the top of each page to search topics through our website.

Where do I go to find more information about Workday Finance? 

Visit ‘Support for Workday Finance’ page to find the information and resources our team has developed to help with Workday Financials. This includes its own FAQ page.  

How can I better manage my Workday inbox? / How to manage Workday inbox filters? 

Check out ‘Workday Inbox Filtering’. This page includes answers to some common questions, in addition to resources and helpful tips. 

I have questions regarding ProCard management in Workday.  

Check out 'ProCard Approvals in Workday'. This page includes an overview of the ProCard approval flow, step-by-step instructions on how to set-up Workday inbox filters to locate and verify ProCard transactions, and links to the ProCard management job aid.

How do I set up Internal Sales Document (ISD) and bulk upload? / Who do I contact for ISD information?

The ISD is used exclusively for recording sales of services or supplies by service centers and auxiliary enterprises to other University of Washington entities. ISDs are managed at a local level. If you need assistance with setting up an ISD for your unit or the requirements for a bulk upload or have any ISD questions, reach out to UW Finance.

How do I look up the status of a transaction in Workday? 

Step 1: Search for the transaction (ie. MP1234567, PO1234567, etc.) 

Step 2: If you don’t see any results, be sure to select More Categories to expand your search categories. Sometimes results are hidden in these categories. 

Step 3: If your search still doesn’t turn up any results, you may not have the security roles to view that transaction. 

Note: To check your security roles, go to your profile, then open the Actions menu. Toward the bottom of the menu, hover over Security Profile, and select View Role Assignments for Worker Position.

Or simply run Role Assignments for Worker Position; once in the report you can select any of the headers to filter and/or sort based on your needs.

How long will it take for someone to respond to my ticket? 

We strive to answer tickets within 1-5 business days depending on ticket volume. Our estimated turnaround times are displayed on our homepage.

During high ticket volume AST staff follow these guidelines.

Where can I find information about a ticket I have submitted? 

You can find all your requests under the "Find Your Tickets" menu at the top of our website, or by visiting your My Requests page.

What happens if I need to follow up on a ticket that has already been resolved?

To re-open a ticket, reply within it or send us an email with the ticket number in the subject line.

Will data submitted into forms be available to us later in some system that we can query or view? 

Tickets you've submitted, and the form data associated with them, are available for you to view at any time via My Requests.

Note: Tickets automatically close 7 days after we finish acting on them. To see the list of closed tickets, you need to select the button at the top that says, "Select here to include closed records".