Mass End Employment Date Extension Process

Reminder to Extend AGS Employees Before the AGS Mass Termination Process

If your office manages Academic Graduate Students (AGS) employees, be aware of the AGS Mass Termination Process and extend any continuing AGS employees before the CSU processing deadline. For more information, continue reading Reminder to Extend AGS Employees Before the AGS Mass Termination Process.

First Spring 2024 AGS Mass Term

• CSU Processing Deadline: January 12 at noon
• Run Date: January 16

Second Spring 2024 AGS Mass Term

• CSU Processing Deadline: January 30 at noon
• Run Date: February 1

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.

Overview

The Mass Extension process extends the end employment date for workers in the populations noted below and for employees with end dates noted below. This process will include the following business processes.

• Change Job – Used to extend the worker’s end employment date and modify scheduled weekly hours, business title, and position title.
• Request Compensation Change – For salaried positions, it is used to extend the compensation end date to match the new end employment date. Compensation amount updates are allowed only for graduate academic anchor jobs transitioning from spring to the summer semester.
• Assign Costing Allocation – When applicable, used to extend the costing allocation based on the new end employment date. (See Costing Allocation Section)

The process will use an Effective Date set to one day after the Current End Employment Date.

The current end employment date must be on or between the dates listed below.

• Fall Semester: 8/1 and 8/31
• Spring Semester: 12/1 and 1/15
• Summer: 5/1 and 5/31

Note: If a CSU has a large population of workers to extend but their End Employment Dates fall outside the ranges above, please contact askUS@austin.utexas.edu to consult if an ad-hoc request may be approved.

Mass Extension processing is available for groups of 10 or more fixed-term workers to extend in either JM or PM Supervisory Organizations.  

Overall Process

• The Chief Business Officer or HR Executive of the College, School, or Unit (CSU) uploads spreadsheets with at least ten (10) or more to their folder in UT Box
• eBITS team will lock the file in UT Box to prevent changes
• Once HR approves the DocuSign request form, eBITS will change the tag to HR approved
• eBITS will process files marked as HR approved and pending upload within five business days of receiving the approved DocuSign request form. 
• Once a file is processed, it is moved in UT Box to the CSU Processed folder.
• The tag is changed to HR approved and loaded.
• The submitter of the file will receive an email with the results of the load.

Submission Approval Requirement: Submitted position changes require submission of a signed Approval Form via DocuSign along with each spreadsheet submission uploaded to the designated CSU UT Box folder.

Submission Upload Requirement: Submitted position extensions must be uploaded to the applicable CSU Mass Processes folder to UTBOX by the Chief Business Officer or HR Executive of the College, School, or Unit (CSU). HR Execs should coordinate within their CSUs to consolidate submissions to one spreadsheet per week to ensure timely processing. Each spreadsheet takes an average of 45 minutes to load, regardless of the number of workers on the spreadsheet.

What to do BEFORE submitting the Mass Extension spreadsheet for processing

• Run the Mass Extend Template RPT0900 report for the applicable supervisory organization(s) with the Effective as of Date set to today’s date.
  • Use the checkboxes to specify which population(s) to include in the report results.
• Export the report to Excel (using the Excel icon next to the report title)
  • Remove the position rows of those not needing to be extended, including positions with End Employment Dates that fall outside accepted ranges.
    8/1 – 8/31 for the Fall Semester
    12/1 – 1/15 for the Spring Semester
    5/1 – 5/31 for the Summer Semester
  • Do not remove columns that are included in the report.
  • Do not change the order of the columns included in the report.
  • Review current costing allocation information. See Costing Allocation Handling for guidance.
  • Enter Proposed Data into Fields

• Please check your email inbox or Box notifications for the link to the specific folder for your CSU.
• Submitted position changes require submission of a signed Approval Form via DocuSign along with each spreadsheet submission uploaded to the designated CSU UT Box folder.
• Save the completed spreadsheet submission in the designated CSU UT Box folder.
  • Consolidate submissions into one spreadsheet per week
  • Use the following file name format: <CSU><DATE>_Mass Extend Template RPT0900<anything additional>.xlsx
    Example: ENGR_20200501_Mass Extend Template RPT0900_TAs.xlsx
• For workers with multiple jobs, Complete Switch Primary Job, End Additional Job, or Terminate workers if the primary job is ending.
• Important Note: Please prioritize submissions for Academic Graduate Student position extensions before the AGS Mass Term CSU deadline to ensure these positions are not ended by the AGS Mass Term Process. For more information, continue reading Reminder to Extend AGS Employees Before the AGS Mass Termination Process.

What to do if HR denies your DocuSign request

• eBITS tags the related spreadsheet in UT Box with Void
• CSU reviews the Denied comments in the DocuSign form and updates the submission spreadsheet as needed
• CSU uploads a new spreadsheet to UT Box
• CSU initiates a new DocuSign request form with the new spreadsheet attached

For additional guidance about CSU approvals via DocuSign, refer to the article Reminder: CSU Approvals via DocuSign are Required for Mass Processes.

What to do AFTER your Mass Extension file has been processed

• Review the error files on UTBox for your CSU
• Manually process any extensions that could not be done as part of the mass process.
  • If you have ten (10) or more to process and the Mass Extension window is still open, you may address the errors and resubmit a spreadsheet with the workers to be extended.
• Monitor student eligibility via the Student Eligibility Reports (SEE)
• If a transaction generated by this process needs to be rescinded, contact  askUS@austin.utexas.edu following the Rescind Transaction Guidance.

Reasons Why Extensions Won’t Be Processed

If the mass process cannot be run, an error report will be uploaded to UTBOX, and a notification will be sent to the person who submitted the spreadsheet.

• Incorrect Data on Submitted Spreadsheet – Any positions that do not follow the data input rules will cause an error in processing (See Overview). Also, if columns are removed or if the order of columns is changed, the process cannot be run on the spreadsheet.
• In Progress Transaction(s) – Any positions with in-progress staffing transactions (Switch Primary, Add Job, End Additional Job, Change Job, Termination). 
• Conflicting Transaction(s) – Any positions that have been transferred or terminated since the template was created will create an error in processing.

Box file management

• All files should be loaded to your CSU folder by the Chief Business Officer or an HR Executive.
• Files should be named with <CSU><DATE>_MassExtend Template RPT0900<anything additional>.xlsx
  Example: ENGR_20200501_Mass Extend Template RPT0900_TAs.xlsx
• Files will be moved to the CSU Processed folder by a member of eBITS after the file is loaded to Workday and the submitter has been notified. A results file will be uploaded to the Processed file for CSU review as well.

Reviewing Tags in Box

Costing Allocation Handling

The following charts outline how costing allocations will be treated when the Mass Extension is processed. This process will only impact costing at the Worker Position Level. There are two charts – one to outline the treatment for Grant (26) accounts, and the other outlines the treatment for Non-Grant (26) accounts.

Grant (26) Accounts

* No costing allocation or end employment date changes will occur if the cost center/account has an expiration date before the proposed end employment date.

Non-Grant (26) Accounts

Schedule and Important Dates

Spring 2024

First Class Day: January 16
1st Semi-Monthly Payroll Deadline: January 17
Monthly Payroll Deadline: January 23
Submission Window Start: November 27
Submission Window End: January 10
Error Reports and Notifications provided to CSUs: Upon completion of the data load to Workday