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Services, Procedures and Workflows

The College of Arts and Sciences Administrative Support Team currently works with all College schools, department, and centers in at least one functional area.  Our mission is to allow administrators and administrative staff greater flexibility in addressing their units’ instructional, research and outreach missions by relieving workload in University-level processes. See the links below for specific resources and procedures.

Honoraria

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As per UW Procurement: "An honorarium is an amount of money paid to a professional person for which fees are not legally or traditionally required in recognition of a special service. The individual receiving the honorarium MAY NOT be an employee of the UW."  Typical activities for which honoraria may be appropriate include lectures, performances, and colloquia.  Honoraria are paid through Ariba's "Payment to Individuals (P2I)" module.  Please see the workflow linked below for details of department and CAS AST responsibilities.

Workflows

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HR/Payroll

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Payments

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"Payments" captures four transaction types that had previously been scattered across different sections on the AST homepage: honoraria, invoice payments (both non-PO and registered vendor), travel reimbursements, and purchase reimbursements.  The new section eliminates the need for departments to decide which payment portal (Ariba, PAS, check request, etc.) is best for a particular instance; CAS AST will collect the details and use the appropriate portal.  The format of the new forms included under "Payments" is identical to our other intake forms.  See attached workflows for detailed transaction procedures.

Workflows

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Purchasing

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Purchasing involves goods and services acquired on behalf of the University, including Procard purchasing, eProcurement and general purchasing.

Procedures

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Reimbursements: Prurhase

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  • Workflows under construction

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Reimbursements: Travel

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Including travel reimbursements, advances, and per diem.

Workflows

  • Workflows under construction

Additional links and templates

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Summer Quarter Budgeting

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AST interfaces on units' behalf with Continuum College's Questica (TeamBudget) budgeting platform.  The bulk of the budgeting work occurs in late Autumn Quarter.  When further adjustments are needed in the Winter and Spring, AST once again assists with demotions, updates, and promotions.  Course development, enrollment planning, and financial considerations are outside AST's purview.  Please see our workflow for details.

Procedures and Workflows