Mass End Employment Date Extension Process


Next Submission Window – August 1 – September 7, 2022

The Mass End Employment End Date Extension process will run from Monday, August 1 to noon on Wednesday, September 7, 2022. To prepare, CSUs should run the Mass Extend Template RPT0900 report in Workday.

Reminder to Extend AGS Employees Before the AGS Mass Termination Process

If your office manages Academic Graduate Students (AGS) employees, remember that the AGS Mass Termination Process for summer will run on Thursday, September 1, 2022. Be sure to extend any continuing AGS employees before the CSU processing deadline of noon on Tuesday, August 30For more information, continue reading Reminder to Extend AGS Employees Before the AGS Mass Termination Process.

Approval Process Moving via DocuSign

Beginning with the Fall 2022 Mass Extend process, CSUs will be asked to submit an approval form with each submission via DocuSign. Using DocuSign for approvals is a change from the Summer process, which involved downloading, completing, and uploading a PDF approval form. We are making this change to improve our compliance with audit findings regarding the approval of mass processing requests. The submission process will now involve uploading a submission spreadsheet to UT Box and submitting an approval form via DocuSign for each Mass Extend processing request. The DocuSign process includes attaching the submission spreadsheet separately. The purpose of both uploading and attaching the spreadsheet to the DocuSign approval is to link the two together to create an audit trail for the process. Follow the guidance on this page for more information. Instructions for completing the approval steps are included on the DocuSign form. For more information about approvals for mass processes, continue reading Mass Process Approvals via DocuSign for Fall 2022.

Overview

The Mass Extension process extends the end employment date for workers in the populations noted below only. 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, used to extend the compensation end date to match the new end employment date. Update compensation amounts for graduate academic anchor jobs transitioning from summer to the fall semester.
  • Assign Costing Allocation – When applicable, used to extend the costing allocation based on the new end employment date. (See Costing Allocation Section)

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

Population & Data Accepted Values
Undergraduate/Graduate Students – hourly*
*excludes Work-Study students.
Tutor, Undergraduate Assistant, Undergraduate Research Assistant, Academic Assistant, Graduate Assistant, Student Assistant, Student Associate, Senior Student Associate, Student Technician, Student Camp Worker, Camp Resident Assistant, Non-UT Student Titles
Graduate Students – Salaried Teaching Assistants, Assistant Instructors, Graduate Research Assistants
Nonemployees (including Contingent Workers) Nonemployee Titles, Nonemployee Research Titles, Nonemployee Stipend.

This includes all nonemployee job profiles with the exception of A021 - International Affiliate.

UTemps
(for use by Human Resources only)
Workers in the UTemps pool (Job Profile: 9989 – UTemp) who are at zero-hours and zero-pay.
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
Proposed End Employment Date The proposed end employment date must be on or after the date listed below and must not be more than one year out from the effective date.
  • Fall Semester: 9/1
  • Spring Semester: 1/16
  • Summer: 6/1
Effective Date The process will use the Effective Date that matches the start date of the semester.
  • Fall Semester: 9/1
  • Spring Semester: 1/16
  • Summer: 6/1
Proposed Scheduled Weekly Hours Optional. If entered, the proposed scheduled weekly hours must be greater than or equal to 0 and less than or equal to 40. If creating a summer TA/AI anchor job, enter 0 hours.
Proposed Business Title (directory) Optional.
Proposed Position Title (timesheets) Optional.
Proposed Monthly Amount (NOT Prorated by FTE) for Anchor Jobs returning to Paid Status Used to transition a summer anchor job to the fall semester.  Enter the non-prorated amount for fall. Workday will automatically prorate the amount when the mass extension process runs. Please note that since only TA/AIs have anchor jobs, the amount entered here will always be a non-prorated MONTHLY amount.

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).  Please consolidate submissions down 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.

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 that have 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.

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 that do not need to be extended.
    • Do not remove columns that are included in the report.
    • Do not change the order of the columns that are included in the report.
    • Confirm the positions you are extending have open-ended costing allocations.
    • Enter Proposed Extended End Employment Dates
    • Optional Fields:
      • Proposed Scheduled Weekly Hours
      • Proposed Business Title (Directory)
      • Proposed Position Title (Timesheets)
    • Required for TA/AI Anchor jobs returning to paid status:
      • Proposed Monthly Amount (NOT Prorated by FTE) for Anchor Jobs returning to Paid Status
  • 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 and/or Terminate workers if the primary job is ending.
  • Important Note: Please prioritize submissions for Academic Graduate Student position extensions to be submitted by noon, Tuesday, August 30, 2022, to ensure these positions are not ended by the Thursday, September 1, Mass End Job/Term process run for this population.

What Happens During the Mass Extension Window

  • Chief Business Officer or HR Executive of the College, School or Unit (CSU) uploads spreadsheets with at least 10 or more to their folder in UT Box
  • eBITS team will tag the file with Pending HR review in UT Box
  • Once HR has approved the file for upload, eBITS will change the tag to HR approved
  • Every Monday* during the Mass Extension Window, eBITS will process files marked as HR approved
    • 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

*due to the volume of files eBITS may extend the processing prior to or beyond Monday.

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 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.

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

Tag File Location Explanation
<no tag> CSU folder New file, not yet on our radar
Pending HR Review CSU folder File is on our radar and awaiting review & approval by HR.  You may be contacted if there are questions on data in the file
HR Approved CSU folder HR has approved this file and it is in queue to be loaded to Workday.  It will be loaded the Monday following approval
HR Approved and Loaded CSU Processed file eBITS has loaded the file to Workday and the submitter has been notified of the results
Cannot load CSU folder The file cannot be loaded via the Mass Extension process.  See Reasons Why Extensions Won’t Be Processed

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

Positions/Accounts with… Process will…
Costing Allocation has an end date(s) that are already open-ended (no end date) Leave the Costing Allocation as it is currently 
Costing Allocation has an end date(s) after the proposed end employment date Leave the Costing Allocation as it is currently 
Costing Allocation has an end date(s) prior to the proposed end employment date* Make the Costing Allocation end date match the proposed end employment date
Costing Allocation has an end date(s) that matches the current end employment date* Make the Costing Allocation end date match the proposed end employment date

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

Non-Grant (26) Accounts

Positions/Accounts with… Then eBITS will…
Costing Allocation has an end date(s) that are already open-ended (no end date) Leave the Costing Allocation as it is currently 
Costing Allocation has an end date(s) after the proposed extend end employment date Make the Costing Allocation open-ended (no end date)
Costing Allocation has an end date(s) prior to the proposed extend end employment date Make the Costing Allocation open-ended (no end date) 
Costing Allocation has an end date(s) that matches the current extended end employment date Make the Costing Allocation open-ended (no end date)

Schedule and Important Dates

Semester First Class Day 1st Semi-Monthly Payroll Deadline Monthly Payroll Deadline Submission Window Start Submission Window End Error Reports and Notifications provided to CSUs
Fall 2022 August 22 TBD 2022 TBD, 2022 August 1, 2022 September 7, 2022 @ Noon Upon completion of the data load to Workday