Mass Process Guidance

Mass processes are intended to ease the administrative burden on processing offices for high-volume transactions. Mass processes fall into two categories: 

  • Automatic Mass Processes
  • User-Initiated Mass Processes – Initiated on behalf of Colleges, Schools, Units (CSUs)

CSU Approvals

CSU-initiated mass processes now require the submission of an approval form via DocuSign. We are requiring 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.

 Mass Process Resources

Mass Process Matrix

Some mass processes are ad hoc and available year-round, while most are tied to the payroll calendar, semester breaks, or are offered annually. Use the matrix below to understand when processes are available and if preparation is required before taking advantage of the service.

Mass Process Automatic or User-Initiated Ad Hoc or Cyclical Preparation Required
Monthly Mass EAJ / Term Process Automatic Monthly Yes
NTT/F-INA 3-Year Mass Term Automatic Annually Yes
Prior Period Mass Advance of Time Automatic Monthly No
Semi-Monthly Mass Advance of Hourly Time Automatic Semi-monthly No
Commuter Subsidy Program Mass Process User-Initiated Annually Yes
Mass Transaction Submission System (MTSS) User-Initiated Ad Hoc Yes
Mass End Employment Date Extension User-Initiated Semester Start Yes
NTT Faculty Mass Transactions User-Initiated Semester Start Yes
NTT Lateral Reclassification Mass Process User-Initiated Ad Hoc Yes
Performance Appraisal Mass Transaction Process User-Initiated Annually Yes

    Automatic Mass Process Guidance

    Commuter Subsidy Program Mass Process

    The Annual Commuter Subsidy provides a One-Time Payment (OTP) to eligible employees to assist with the costs of commuting to campus.For more information about the subsidy and answers to questions regarding employee eligibility, visit the Annual Commuter Subsidy FAQ webpage on the Human Resources website.

    Commuter Subsidy Program Mass Process

    Monthly Mass End Additional Job / Termination Process

    The monthly Mass End Additional Job/Termination process will run for all fixed-term employees and non-employees positions with an End Employment Date on or before the last day of the prior month. The effective date of the mass process will be equal to the End Employment Date on the position. In addition, if there is an Academic Appointment associated with the position, it will be ended. This process requires preparation for it to be fully effective.

    Monthly Mass End Additional Job / Termination Process Guidance 

    Non-Tenure Track Faculty Inactive 3-Years Mass End Additional Job/Termination Process

    The Non-Tenure Track Faculty Inactive 3 yrs. Mass End Additional Job/Termination process will run for all Non-Tenure Track Faculty jobs that have been in the F-INA job profile for 3 or more years. The reason for this process is to require onboarding when a faculty member is rehired after a significant period of inactivity. 

    Non-Tenure Track Faculty Inactive 3-Years Mass End Additional Job/Termination Process Guidance

    Prior Period Mass Advance of Time

    At the end of each month, time entry for the month that is 3 months earlier will be locked. Once a period locks, only Timekeepers and Central HR will be able to enter or adjust time in the locked period. The Prior Period Mass Advance of Time to the Timekeeper runs at least one week before the last day of the month when the prior period lock happens.

    Prior Period Mass Advance of Time Guidance 

    Semi-Monthly Mass Advance of Hourly Time

    The semi-monthly Mass Advance of Hourly Time to the Timekeeper will run at 3 p.m. on the semi-monthly payroll deadline to give Timekeepers until the 5 p.m. payroll deadline to approve. All time recorded on hourly positions within the mass advance period that is awaiting manager approval will be advanced to the Timekeeper.

    Semi-Monthly Mass Advance of Hourly Time Guidance

    User-Initiated Mass Process Guidance

    Mass Transaction Submission System (MTSS)

    The Mass Transaction Submission System (MTSS) provides the ability to perform mass Hires and Add Additional Jobs through an interface outside of Workday at any time of the year. This system is an alternative to processing student Hires and Add Jobs manually within Workday.

    Mass Transaction Submission System (MTSS) Guidance

    Mass End Employment Date Extension Process

    This cyclical mass process extends the end employment date for workers in designated populations.  The process is scheduled based on semester begin/end dates.

    Mass End Employment Date Extension Process Guidance

    Non-Tenure Track Faculty Mass Transactions

    Non-Tenure Track (NTT) Faculty Mass Process will manage NTT Faculty contracts by centrally processing Renew, Inactivate, and Reactivate transactions prior to the start of the fall semester.

    Non-Tenure Track Faculty Mass Transactions Guidance

    Non-Tenure Track Faculty Lateral Reclassification Mass Process

    The Non-Tenure Track (NTT) Faculty Lateral Reclassification Mass Process will manage updates to job profile and academic appointments for NTT faculty approved for reclassification by centrally processing Edit Job, End Academic Appointment, and Add Academic Appointment on an ad-hoc basis.

    Non-Tenure Track Faculty Lateral Reclassification Mass Process

    Performance Appraisal Mass Transaction Process

    The Performance Appraisal Mass Transaction Process uploads Performance Review Ratings and Completion Dates into Workday for those CSUs that did not complete performance appraisals in Workday. This process is available annually.

    Performance Appraisal Mass Transaction Process Guidance

     

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