Preparing for Fall 2023

Sections

Overview

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

Looking for summer guidance? The Preparing for Summer 2023 page is still available.

Mass Processes for Fall

Mass Process Resources

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 24 – Friday, August 4, 2023, at 5:00 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 Ratings and Completion Dates into Workday. The submission window will run from Tuesday, June 13 – Friday, July 28, 2023, at 5:00 p.m.

Mass Extension Process

The Mass End Employment Date Extension Process will run from Monday, July 31 – Wednesday, Sept. 6, 2023, for Hourly and Salaried Student positions. In addition to extending the end employment date, changes to Scheduled Weekly Hours, Business Title, and Position Title can also be made through this process. See guidance for information about creating anchor jobs.

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

    The annual Non-Tenure Track Faculty Inactive 3-Years Mass End Additional Job/Termination Process runs in mid-October for all Non-Tenure Track Faculty jobs that have been in the F-INA job profile for three or more years as of September 1, 2023.

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

    Student Employment

    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.

    Reminder: 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 Friday, September 1, 2023. Be sure to extend any continuing AGS employees before the CSU processing deadline of noon on Wednesday, August 30. For more information, continue reading Reminder to Extend AGS Employees Before the AGS Mass Termination Process.

    Reminder: Use Change Job to Extend Positions

    Use Change Job to complete any necessary extensions for positions ending on or before August 31, 2023. Extending positions expected to continue into the next semester early helps workers avoid any adverse effects and the potential to need 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.

    Student Employment Forum Update

    August 2023 Student Employment Forum Presentation (.pptx via UT Box)

    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 are required to complete Onboarding within Workday. To learn which onboarding tasks can be performed before the employee’s first day and which must wait until the first day, refer to the Onboarding - Workday Process Overview (WPO).

    Onboarding includes completing the Form I-9. Refer to the resources below for assistance.

    Visit the Onboarding & I-9 documentation page for additional guidance and resources.

    askUS Training

    Reporting Resources

    Helpful Reports for Semester Start provides an annotated list of reports that may be helpful for offices preparing for summer semester employment transactions.

    Report of Reports Now Available in Workday – Workday users can now use UT Custom Reports Search - RPT0961 to search for custom reports accessible based on the roles they hold in Workday.

    Additional Reporting Resources

    To find more information, visit the Reporting Resources page.

    Fiscal Year-End

    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
    June 13 Start of Performance Appraisal Mass Transaction submission window
    July 24 Start of NTT Mass Transaction submission window
    July 28 at 5 p.m. End of Performance Appraisal Mass Transaction submission window
    July 31 Start of Student Mass End Employment Date Extend submission window
    August 1 Earliest effective date (Add Job, Hire, or Change Job) for all 2023 Fall Semester non-Work-Study, undergraduate academic, and non-academic positions
    August 4 at 5 p.m. CSU Deadline for Submitting NTT Mass Transaction Spreadsheets
    August 15 Privileges for Inactive NTT Mass Processing
    August 16 Earliest effective date (Add Job, Hire, or Change Job) for all 2023 Fall Semester Work-Study positions
    August 21 Fall classes begin
    August 30 at noon CSU Transaction Processing Deadline for AGS Mass EAJ/Term process
    September 1 Earliest effective date (Add Job, Hire, or Change Job) for all 2023 Fall Semester Graduate and Professional student academic positions
    September 1 Mass EAJ/Term process runs for the Academic Graduate Student population
    September 1 at 5 p.m. Deadline for international student employees to waive the Student Health Insurance Plan (SHIP) 
    September 6 at noon End of Student Mass End Employment Date Extend submission window
    September 6 at noon CSU Transaction Processing Deadline for September Mass Termination Process
    September 6 Fall 12th class day (official enrollment count)
    September 8 September Mass End Additional Job / Termination Process Run Date
    September 15 September 1st Semi-Monthly Payroll Deadline. Semi-Monthly Mass Advance of Time occurs at 3 p.m.
    September 19 September Monthly Payroll Deadline
    Mid-October Non-Tenure Track Faculty Inactive 3-Years Mass End Additional Job/Termination Process 

    Additional Calendar Resources

     

     

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