GENERAL
ATTENTION: CAS has ~600 unpaid invoices in Workday, receive yours ASAP
CAS currently has a total of 596 invoices waiting to be received. They cannot be paid until they have been received in Workday. Failure to receive invoices can result in unpaid debt and reputational damage from our vendors and our community.
It is very important for Requisition Requesters to execute the receiving process in Workday. There are no Workday reminders or emails, which means after a good or service is physically received, it is up to the requisitioning office to create a receipt in Workday. Please run Invoice Match Exceptions R1166 by Cost Center to identify which invoices are ready to be received and follow the instructions on the Procurement website.
Questions? Stuck? We are here to help. Please contact us at teamcas@uw.edu and a Pay/Pro team member will assist you.
Return of Noontime Workshops!
Noontime Workshops are coming back! We are currently working to create a monthly schedule for what areas are being discussed and will provide more details when available. Be on the lookout for an updated calendar invite and zoom link in your inboxes, coming soon!
If you are interested in hosting a specific workshop, have suggestions for topics, or want to ask a question, please contact Josh Eikren in CAS AST at jeikren@uw.edu.
HELP TEAM
Need to request or update your Workday security roles? Use our form!
With the return of students and faculty to campus for autumn quarter, there has been an uptick in security role requests. Be sure to use our Security Role Management and Delegation form (NetID login required) when submitting your requests. It makes it much easier for our team to track requests, collect all the necessary information, and ensure that they get processed in a timely manner.
We’ve also created a new resource on our website to help clarify common HCM and Workday Finance security roles, including what they can allow you to see and do in Workday. Visit our new Security Roles Services page for a refresher on permissions in Workday.
Loading... More AST website updates...
Since we last wrote, AST’s website has undergone additional updates:
- As already mentioned, we now have a Security Role landing page where both our security role intake form and service page can be located.
- Our Accounting page also reflects two form updates. Please note that while our form names have changed to help users identify which form to use for their accounting requests, the terminology still exists as their respective formal names.
- ‘Accounting Adjustments’ form has been renamed to ‘Correct Entries’
- ‘Funding Transfer’ form has been renamed to ‘Move Revenue’
GRANTS AND ACCOUNTING
Cheat Sheet of Accounting Vocabulary
In the new world of Workday Finance, we’ve discovered the importance of clarifying terminologies and workflows, especially in the realm of accounting adjustments. Just in time for Halloween, we’re sharing a sweet treat in the form of a cheat sheet to help us navigate the eerily confusing vocabulary terms associated in this business area.
- Payroll Accounting Adjustments (PAA): completed when payroll actuals do not line up with payroll projections. For grants, PAAs need to be completed before effort certification closes for current reporting period.
- Accounting Adjustments (Correct Entries): the transfer of non-personnel expenses between budgets; used to correct worktag errors and/or distribution amounts on funding or award lines.
- Also known as Cost/Expense Transfers | Summary of Cost Transfer Guidelines
- GIM 15 Best Practices | Advance Spend – GIM 9 set up pre-award to help reduce accounting adjustments
- Funding Transfers (Move Revenue): occurs with budgeted line items, mostly moving revenue, and usually requires a budget revision and prior approval from the sponsor/agency if a grant. Funding transfers are also used when moving revenue on non-discretionary department funds, gifts, and trusts.
Cross-Era Accounting Adjustments
Why do we need to make these distinctions? Because we will soon be able to fix transactions posted in FAS (MyFD) via Workday through cross-era accounting adjustments! Here’s how to differentiate the correction processes:
- Transactions dated July 1, 2023, or later that are related to salary or benefits are corrected through Payroll Accounting Adjustments. These are handled by either your unit’s Payroll Accounting Adjustment specialist or by AST if our team supports your payroll.
- All other transactions with any effective date AND any salary and benefit transactions dated prior to July 1, 2023, are corrected through Accounting Adjustments, and are handled by AST.
Still not sure which process to use? We’ve created a decision tree to illustrate the options for cross-era accounting adjustments:
HR/PAYROLL
Winter Quarter 2024 Roster Reports
Winter Quarter 2024 Roster Reports for AST payroll units were sent out Friday, October 20. Please note that completed rosters need to be submitted to AST by November 15, 2023, at 5:00 p.m.
Jim Ballew and Ivy Mason-Sharrah are hosting online drop-in sessions to answer specific roster-related questions on the dates and times listed:
- Wednesday, Nov. 1 from 11:00am – 11:30am
- Thursday, Nov. 9 from 3:30pm – 4:00pm
- Monday, Nov. 13 from 10:00am – 10:30am
The online drop-in sessions will take place via the following Zoom link: https://washington.zoom.us/j/6401240600
Our autumn I-9 drop-in hours were a success!
Speaking of drop-in sessions… thank you for your assistance in spreading the word about our autumn I-9 drop-in hours to your new hires! With your help, our I-9 coordinators were able to verify over 130 Form I-9s total from both drop-in hours and department orientations – that’s over 4x the amount of I-9s that we verified during last spring’s drop-in hours!
Stay tuned for our next round I-9 drop-in hours. In the meantime, we encourage you to keep on sharing the following resources with your newly hired employees:
- I-9 Journey Map: This resource helps guide new-to-the-university employees through the process of filling out Section 1 of their Form I-9 in Workday.
- I-9 Verification Appointment Scheduler: After employees complete Section 1, please have them schedule an appointment to verify their unexpired, original document(s) with our team. we highly recommend this process be done within 3 business days of their hire date as required by the USCIS.
Please contact teamcas-i9@uw.edu if you have any questions.
FOREIGN NATIONAL SERVICES
Updates to J-1 Incident Report Guidance
The Department of State recently issued updated guidance regarding the J-1 incident reporting requirement. UW units should report any known serious incidents or controversies involving a J-1 exchange visitor to ISO as soon as possible so that we can meet our legal obligation to report them to the Department of State.
The Department of State updated its list of examples of reportable incidents to include the following:
- Serious behavioral problems or mental health concerns surrounding the exchange visitor
- Incidents involving child protective services
- Fraud (e.g., visa, immigration, or financial fraud or scam)
- Unsuitable host/work conditions (e.g., incident or allegation involving workplace bullying, harassment, discrimination, hostile work environment, or work hours and/or wage-related issues)
Historically, the Department of State has also required reporting of:
- The death, disappearance, hospitalization, or other serious injury or illness of the exchange visitor
- Incidents involving the criminal justice system or civil litigation
- Sexually-related incidents or abuse
- Negative press involving the sponsor’s exchange visitor program
- Incidents where a foreign government has become involved
- Lost or stolen immigration documents
- Theft of intellectual property
- Violation of export controls (that is, export of sensitive technology or information)
- Other situations impacting exchange visitor safety
Please contact ISO if you know of any such incidents involving a J-1 exchange visitor, or if you have questions regarding incident reporting.
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: Wednesday, December 20, 2023