UW Research

May 8, 2023

Staff Assignments New Process for Seattle Children’s Research Institute

Our process for incoming staff assignments with SCRI has changed. With UWFT, each staff assignment will need to be set up individually in Workday Finance and will require cost reimbursable billing.

Current SCRI Staff Assignments

With respect to existing SCRI Staff Assignment Agreement (SAA) budgets, which have a two year current period spanning 7/1/2021 to 6/30/2023, there will not be retroactive adjustments to the billing procedures currently in place. These awards will be converted into Workday.

The GCA Complex Grants and Research & Cash Accounting Teams will continue to work with UW campus units to ensure:

  • Cash received from SCRI for these SAAs is applied to the appropriate budgets
  • All relevant expenditures are posted
  • All necessary closeout activities are completed

Future State

Action Items for Campus Units

As you prepare your staff assignments that begin 7/01/2023, you need to submit an eGC1 for each individual staff assignment.

Need an Advance Budget ahead of cutover for an anticipated SAA that would begin 7/01/2023 and do not yet have an SAA?

  • Submit a new eGC1 by 5/31 for each individual and:
    • Name of the individual who will be assigned at Children’s
    • Set out line item and totals in the eGC1 budget for the reimbursement anticipated for the upcoming period

After the eGC1 has been approved, you can request an Advance Budget until 6/13. Note that GCA will not be able to process Advance Budget requests between 6/14-7/06.

Once you have the SAA, initiate an Award Set-Up Request after UWFT Go-Live.

If you already have a signed SAA for an individual, for a period beginning 7/01/2023:

Note: Funding Actions will not be processed between 6/09-7/06. Please submit as soon as possible to ensure timely processing.

Review the updated SCRI Staff Assignment guidance

This message was emailed on 5/05/2023 to the SAGE eGC1 administrative contacts listed for current biennium SCRI staff assignment UW budgets with an end date of 6/30/2023.

Updated 5/19 – adjusted eGC1 budget instructions