Flexible Work Arrangement (FWA) Mass Process

Overview

The Flexible Work Arrangement (FWA) Mass Process will be used to upload FWA data for staff positions only. This process will add a new FWA via the Request Flexible Work Arrangement business process or end an FWA that is currently active via the End Flexible Work Arrangement business process. 

Note that the process cannot be used to update an FWA. If an FWA needs to be updated, it will need to be ended, and a new FWA will need to be added. Both actions can be included in the same process.

The Mass Flexible Work Arrangement process does not include document upload functionality. If you want to upload FWA-related documents to Workday for employees included in the mass process, add the documents via their Worker Profile > Personal > Documents section. Select the Flexible Work Documents category type from the Document Category drop-down menu. 

This process should be used to enter current FWA data only. Do not use this process to enter past FWAs into Workday.   

CSUs must submit 10 or more Flexible Work Arrangements to take advantage of the mass process. 

Preparing the Spreadsheet for Processing

Run the Mass Flexible Work Arrangement Template - RPT1150 report in Workday to review current Flexible Work Arrangement details for all staff positions in the supported supervisory organization(s).  

• Use today’s date for the Effective as of Date.
• The Active Flexible Work Arrangement Details section will be populated if the worker has an active FWA for their position. Review the details to confirm they are still correct. Note: Do not edit or add new FWA data in this section. Any new data entered into this section will not be loaded.   
• Use the End Flexible Work Arrangement Details for EIB section to indicate if an active FWA needs to be ended. This section should not be populated if the employee’s position does not have an active FWA. See additional information about input details below. 
• Use the Request Flexible Work Arrangement Details for EIB section to indicate if a new FWA needs to be added. See additional information about input details below.
• Both the End Flexible Work Arrangement Details for EIB section and the Request Flexible Work Arrangement Details for EIB section should be populated if the active FWA details need to be updated. 

Export the report to Excel (using the Excel icon next to the report title). 

• Remove rows for positions that do not need to be included in the process. 
• Do not remove, reorder, or add to columns that are included in the report. 
• Do not remove or edit any existing data or report fields for positions that will be submitted in the upload. 
• Review the worker’s active Flexible Work Arrangement details to confirm you are not requesting a duplicate entry. 
• Populate the EIB template using the guidance for accepted values below. Note: All fields that include “(EIB)” are used in the mass upload process and must be populated with specific values. Please review inputs carefully to ensure there are no typos or errors. Any typos or errors will cause the load to fail and affected FWAs will then need to be processed manually by the CSU. 
• If a worker needs two FWAs (ex. they are a hybrid worker with a flextime schedule), insert an additional row below their original row to add the second FWA. Copy and paste the worker’s details into the new row, confirming that their EID (EIB) and Position ID (EIB) details are populated and correct. 

To End a Flexible Work Arrangement

To Add a Flexible Work Arrangement

* Note: Days per Week/Days of Week: At least one of these values is required for Hybrid Work and Flextime FWAs, but not both. If you want to specify both values, the Days per Week value must match the quantity of the Days of Week entered. These fields should not be used for 100% On-Site and Remote Work FWAs. 

Submitting for Processing

Save the completed spreadsheet using the following file name format: <CSU><DATE>_ Mass Flexible Work Arrangement Template - RPT1150.xlsx

• Example: ENGR_20240819_ Mass Flexible Work Arrangement Template - RPT1150.xlsx

Completed spreadsheets should be uploaded to your CSU Mass Processes - <CSU Name> - Flexible Work Arrangement (FWA) folder in UT Box by an HR Executive. If you have questions about UTBOX folder access, contact askUS@austin.utexas.edu.  

After uploading the spreadsheet to UT Box, initiate the approval process via DocuSign by accessing the DocuSign PowerForm Signer Information screen.

Note: The DocuSign form does not require a second approver and should be initiated and submitted by an HR Executive.

We will notify the CSU submitter once the FWAs are uploaded into Workday and move the submission file and a results file to the CSU Mass Processes Archive folder.

CSU Approvals Required via DocuSign

Please refer to the article, Reminder: CSU Approvals via DocuSign are Required for Mass Processes, for general guidance on submitting approvals via DocuSign. CSU-initiated mass processes now require the submission of an approval form via DocuSign. We require this additional step to improve our compliance with internal audit findings regarding the approval of mass processing requests. For more information, continue reading Reminder: CSU Approvals via DocuSign are Required for Mass Processes.

Important: The spreadsheet uploaded to UT Box must match the spreadsheet attached to the related DocuSign request. If changes are made to the processing request spreadsheet after submitting the DocuSign approval, then you must initiate a new DocuSign form.

Policy Information

For information on Flexible Work Arrangement policy, refer to the Flexible Work Arrangements (FWA) page of the UT Human Resources website. If you have policy-related questions, contact the Human Resources Service Center (HRSC) team at hrsc@austin.utexas.edu or 512-471-4772 (HRSC).