Fiscal and Audit Services

Shared Services

Index


Shared Services at UW Bothell

Shared Services is a component of Fiscal and Audit Services, offering a section of services to campus.  Shared Services is an opt-in model, offering lower costs, higher productivity, increased compliance and improved customer service.  Shared Services provides campus units the following service options:

  • Costing Allocation Coordinator
  • eReimbursement
  • eTravel
  • I-9 Coordinator

The Shared Services Partnership Agreement (SPA) supports a collaborative partnership between UW Bothell Fiscal and Audit Services Shared Services and participating units. This agreement applies to all units that opt-in to Shared Services and includes the scope of services to be provided, establishes expectations for all parties, and outlines how oversight and feedback will be provided. The SPA is signed by the Fiscal and Audit Services Director and participating Unit management. 

Click here for more information on the UW Bothell Shared Services Initiative.


Signing up for Shared Services

If you are interested in opting in to Shared Services, contact Kendra Yoshimoto at kyoshi@uw.edu.

We will meet to explain the Service Partnership Agreement, service offerings, and answer questions.  See below for detailed descriptions of each service offering and next steps after opting in for each service.


Costing Allocation Coordinator Shared Service

Costing Allocation Coordinator is a role in Workday.  Costing Allocations are the means by which a worker's salary expenses/(and other) earnings, both actual charges and future-oriented payroll encumbrances, are distributed to appropriate cost centers (budgets) and, if needed, Project Cost Accounting (PCA) codes.  Each position has a default cost center, therefore a costing allocation is needed when:

  • allocating 100% of the costing to a single cost center that is different than the default listed on the position
  • splitting costing between multiple cost centers
  • allocating a cost center or cost centers for specific date ranges
  • allocating a different cost center or cost centers for a specific earnings (such as MSA) if different than the default cost center
  • attaching a Project, Option, or Task to a cost center

The Costing Allocation Coordinator Shared Service will perform these tasks on behalf of the unit.

Steps after opting-in for Costing Allocation Coordinator Shared Service

  1. Shared Services will meet with unit personnel for training.
  2. Shared Services will ensure the Workday security roles are set up - this is dependent on the ISC and could take up to 10 business days.
  3. Shared Services will add designated unit personnel to the Costing Allocation Coordinator contact list, which sends important information and meeting announcements.

eReimbursement Shared Service

eReimbursement is a module in Ariba used to reimburse UW students, faculty, staff and visitors for expenses incurred for purchases of goods.  The eReimbursement Shared Service will receive the purchase reimbursement request, enter the request into Ariba, and compliance approve the request.

Steps after opting-in for eReimbursement Shared Service

  1. Shared Services will meet with unit personnel for training.
  2. Shared Services will contact unit management to set up roles in ASTRA.  This could take up to five business days.
  3. Shared Services will add designated unit personnel to the Point Person contact list, which sends important information and meeting announcements.

eTravel Shared Service

eTravel is a module in Ariba used to reimburse UW students, faculty, staff and visitors for travel expenses.  The eTravel Shared Service will receive the travel reimbursement request, enter the request into Ariba, and compliance approve the request.

Steps after opting-in for eTravel Shared Service

  1. Shared Services will meet with unit personnel for training.
  2. Shared Services will contact unit management to set up roles in ASTRA.  This could take up to five business days.
  3. Shared Services will add designated unit personnel to the Point Person contact list, which sends important information and meeting announcements.

I-9 Coordinator Shared Service

I-9 Coordinator is a role in Workday.  Per federal law, the Form I-9 must be completed within three business days of the employee's start date (the start date is listed in Workday). 

The I-9 Coordinator Shared Service will complete Section 2 on the Form I-9 in Workday.

Steps after opting-in for I-9 Coordinator Shared Service

  1. Shared Services will meet with unit personnel for training.
  2. Shared Services will ensure the Workday security roles are set up - this is dependent on the ISC and could take up to 10 business days.
  3. Shared Services will add designated unit personnel to the I-9 Coordinator contact list, which sends important information and meeting announcements.