Engineering Shared Environment (ESE) – Guide to forms
The following forms provide a direct connection to the Engineering Shared Environment (ESE) via the UW Connect Finance Portal. Please use the search terms provided.
Please note – there are several opt-in services identified that the ESE performs. If unsure about whether these opt-in services apply to you and your department, please check with your department administrator and/or departmental fiscal staff.
Administrative
General Help – Request additional help that cannot be fulfilled by any other transaction-specific request forms for UW Academy.
Search: General Finance Help Request
Delegate Workday Inbox – Request to delegate your inbox while you are away from the office. Requests must be submitted in advance of departure. Please include the name of the individual you would like to manage your inbox and the types of approvals you would like them to manage.
Search: General Finance Help Request
Remove/Assign Security Roles in Workday – Requests to remove or assign security roles in Workday. Requests cannot be retroactive. The “Mirror” function is not recommended.
Search: Provision security roles for UW Academy/Enterprise Finance Security Access
Spend Authorizations – Spend authorizations are not required currently.
Reimbursement
(Opt-In Services) Non-Travel Reimbursement – Reimbursement for items or meals for UW employees at or near their duty station.
Search: Non-Travel Reimbursement Request
(Opt-In Services) Travel Reimbursement – Reimbursement of all travel-related expenditures by UW employees while on travel status.
Search: Travel Spend Authorization & Reimbursement Request
(Opt-In Services) Miscellaneous Payments to non-UW employees – Miscellaneous Payments are a way of making a one-time payment to non-UW employees who are US Citizens, Resident/Nonresident Aliens. This includes travel and non-travel payments. For a complete list of payment types visit UW Miscellaneous Payments.
Search: Non-Employee Payment Request
Procurement
Add a new supplier to Workday – Request set up and update existing suppliers in Workday.
Search: Supplier Request Form
(Opt-In Services) Purchase Items – Submit details of items you would like to buy, and we will order, track, and follow up as your point of contact. If you have more than 10 items for a single supplier, you may attach the ESE Order Form for your convenience.
Search: Purchase Request
Purchase Order Changes – Change and existing (non sub-award PO) or close/cancel any PO.
Search: Purchase Order – Change or Close
Cancel an Invoice – Cancel a Supplier Invoice.
Search: Cancel Supplier Invoice
(Opt-In Services) Request Payment of A Supplier Invoice (Non-PO) – Requests to submit a supplier invoice request in Workday. These are for non-po invoices. Please include approval to pay and worktag/s to be charged.
Search: General Finance Help Request
Invoice Match Exceptions – Requests to adjust invoice payments between PO lines items, pay invoices stalled by unexpected or high charges not stated in the original PO.
- approval for other charges over $100
- approval for freight over $1,000
- invoice line mismatches
Search: Department Match Exceptions
ProCard
ProCard Requests – Apply for new ProCards and CTA Cards, Request limit increase and request Merchant Category Code restriction lift.
Search: Credit Card Services
Finance
Request an Expense Transfer – Request to initiate a journal entry for a non-payroll expense transfer. If you have more than one transaction to change, please use this form and attach it to the request.
Search: UW Academy Accounting Journal Entry Request
Request an Accounting and/or Worktag Adjustment – Request to initiate an adjustment to a procurement transaction. If you have more than one transaction to change, please use this form and attach it to the request.
Search: Procurement Accounting/Worktag Adjustment Request
Request a Funding Transfer – Request to transfer funds from one worktag to another.
These are not done via UW Connect Finance. Please email Scott Koziol witth the COE Dean’s Office at skoziol@uw.edu
Request General Help – Any general help questions you may have related to finance.
Search: General Finance Help Request
Request to Set up Workday Customers and Invoicing – Request assistance with accounts receivables – invoicing customers in Workday.
Search: General Finance Help Request
Research Accounting
Request General Help – Any general help questions you may have related to research accounting ie: Effort reporting, subawards and invoicing, and award close out.
Search: General Finance Help Request
Requests to Change Subaward PO’s – These are not done via UW Connect Finance. Please email ospsubs@uw.edu.