Preparing for Fall 2021

Overview

This page contains links to guidance and resources to assist departments as they prepare for Fall 2021. We will update this page as new information and materials become available.

Mass Processes for Fall

Non-Tenure Track Faculty Mass Transactions

Non-Tenure Track (NTT) Faculty Mass Process will assist offices that manage NTT Faculty contracts by centrally processing Renew, Inactivate, and Reactivate transactions prior to the start of the fall semester. The submission window will run from Monday, July 12 to Friday, July 30 at 5 p.m. 

Performance Appraisal Mass Transactions

The Performance Appraisal Mass Transaction Process provides those CSUs that do not use the performance appraisal functionality in Workday with the ability to upload Performance Rating and Completion Dates into Workday.  The submission window will run from Monday, July 19 to Friday, August 13 at 5 p.m. Data will be loaded into Workday the week of September 17.

Mass Extension Process

The Mass End Employment Date Extension Process will run from Monday, August 2  to Wednesday, September 8 at noon. For Fall 2021, the Mass Extension Process will include nonemployees. In addition to extending the end employment date, this process can also update Scheduled Weekly Hours, Business Title, and Position Title.

Mass Transaction Submission System (MTSS)

The Mass Transaction Submission System (MTSS) streamlines performing student Hires and Add Additional Jobs in Workday. The new service allows HR Partners and HR Executives to upload, gain approval, and submit their student hires directly without needing to submit spreadsheets. For more information, visit the MTSS help page.

Monthly Mass End Additional Job / Termination Process

The Monthly Mass End Additional Job/Termination process runs for all fixed-term employees and nonemployees 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.

Semi-Monthly Mass Advance of Hourly Time

The Semi-Monthly Mass Advance of Hourly Time advances unapproved time for hourly workers to the Timekeeper to ensure that time is approved before the 5 p.m. payroll deadline.

    Academic Employment

    Academic Dashboard

    The Academic Employment dashboard assists staff supporting academic employment with processing, reporting, analysis, and other resources. Learn more

    Visit the Academic Employment training page for additional guidance and resources.

    Student Employment

    Reminder: Use Change Job to Extend Positions

    Remember to use Change Job to complete any necessary extensions for positions ending on or before August 31, 2021. Extending positions expected to continue into the next semester early helps workers avoid any adverse effects and the potential to needing to request a rescind later. For more information, continue reading Avoid potential issues by using Change Job to extend positions

    Student Business Process Matrix

    Refer to the Student Business Process Matrix to determine which business process (Hire, Add Job, Change Job, MTSS, or Mass Extend) to use for students.

    Visit the Student Employment training page for additional guidance and resources.

    Job Costing

    Salary Spread Guidance

    Guidance for Funding Changes during Long Session with Salary Spread – Guidance includes how to proactively and retroactively assign costing so that encumbrances and actuals are charged as intended. For further assistance, please contact pr.financials@austin.utexas.edu.

    Job Costing Tool and Example Files

    Visit the Job Costing training page for additional guidance and resources.

    Onboarding and Completing the Form I-9

    All new employees will be required to complete Onboarding within Workday; required processes will be available before the 1st day of employment and after the 1st day. Part of the Onboarding process will include completing certain sections of the I-9 within Workday when applicable.

    Onboarding Dashboard – An updated UT Onboarding dashboard is available in Workday. The update adds tabs for Job Family Groups, including Terminated workers. The Workday report Outstanding Onboarding Tasks - RPT0352 also includes several related updates. Learn more

    askUS Training

    Instructor-Led Training (ILT) Schedule for Fall 2021 – View the complete ILT course schedule for fall on the Upcoming Instructor-Led Training (ILT) events list.

    Reporting Resources

    Helpful Reports List for Fall Semester – The Helpful Reports List for Fall Semester is an annotated list of reports that may be helpful for offices preparing for fall semester startup employment transactions or needing to review after the start of the Fall semester.

    Fiscal Year-End

    August 3 (10-11 a.m.) – Fiscal Year-End Processing Information Session provides an informational overview of the fiscal year-end financial process and available resources. The session introduces fiscal year-end processing to anyone new to UT while acting as a review session for experienced attendees. 

    For those who also work with financial systems and processes, be sure to check the askUS Knowledge Base for updates on processing deadlines and answers to other FYE questions.

    Important Dates

    Date Description
    July 12, 2021 Start of NTT Mass Transaction submission window
    July 19, 2021 Start of Performance Appraisal Mass Transaction submission window
    July 30, 2021 CSU Deadline for Submitting NTT Mass Transaction Spreadsheets
    August 2, 2021 Start of Student Mass End Employment Date Extend submission window
    August 12, 2021 Privileges for Inactive NTT Mass Processing
    August 13, 2021, at 5 p.m. End of Performance Appraisal Mass Transaction submission window
    August 25, 2021 Fall classes begin
    September 8, 2021 End of Student Mass End Employment Date Extend submission window
    September 8, 2021, at noon CSU Transaction Processing Deadline for September Mass Termination Process
    September 8, 2021 Deadline for international student employees to waive the Student Health Insurance Plan (SHIP)
    September 10, 2021 Fall 12th class day (official enrollment count)
    September 10, 2021 September Mass End Additional Job / Termination Process Run Date
    September 17, 2021 September 1st Semi-Monthly Payroll Deadline. Semi-Monthly Mass Advance of Time occurs at 3 p.m.
    September 22, 2021 September Monthly Payroll Deadline

    Additional Calendar Resources