Preparing for Fall 2024

Overview

This page contains links to guidance and resources to assist departments as they prepare for Fall.

Looking for Summer 2024 guidance? The Preparing for Summer 2024 page is still available.

Faculty and Graduate Student Worker Employment Date Changes

To improve the faculty and graduate student employee experience, University leadership approved a new set of academic appointment dates to align academic appointments with the academic calendar. Starting in Fall 2024, faculty and graduate student employee appointments will begin August 16. For more information, including links to a growing list of resources, continue reading Faculty and Graduate Student Worker Appointment Date Changes in the askUS knowledge base.

 Highlighted Date Change Resources

• Transitioning AGS and Fellows from Summer to Fall Jobs
• FAQs about new Student Employment Dates

Mass Processes for Fall

Mass Process Resources

• Reminder: CSU Approvals via DocuSign are Required for Mass Processes
• Mass Process Report Reference – Provides an annotated list of reports you can use to prepare for semester start mass processing.

Professional-Track Faculty (PTF) Mass Transaction Processing

Professional-Track Faculty (PTF) Mass Transaction Processing will assist offices that manage Professional-Track 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 15, to Friday, July 26, at 5 p.m.

Performance Appraisal Mass Transaction Processing

The Performance Appraisal Mass Transaction Processing allows CSUs that do not use Workday's performance appraisal functionality to upload Performance Ratings and Completion Dates into Workday. The submission window will run from Monday, June 24, to Friday, July 12, at 5 p.m.

Mass Extension Process

The Mass End Employment Date Extension Process will run from Monday, July 15 to Wednesday, September 4 at noon for Hourly and Salaried Student positions. In addition to extending the end employment date, changes to Scheduled Weekly Hours, Compensation, Business Title, and Position Title can also be made through this process.

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 Professional-Track Faculty Inactive 3-Years Mass End Additional Job/Termination Process runs in mid-October for all Professional-Track Faculty jobs that have been in the F-INA job profile for three or more years as of August 16, 2024.

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 Student (AGS) employees, remember to extend any continuing AGS employees before the CSU processing deadlines for the Fall AGS Mass Term Processes. For more information, continue reading Reminder to Extend AGS Employees Before the AGS Mass Termination Process. NOTE: There will be two AGS Mass terms in August for the Fall semester.

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 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.

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

Job Costing

Job Costing Tool and Example Files

• Job Costing Tool (JCT) (FY 24-25 and forward)
• Example – JCT Faculty Release from Instructional Budget – Percentage Basis
• Example – JCT Hourly Employee including Longevity Pay – Dollar Basis

Visit the Job Costing training page for additional guidance, resources, and JCT versions for previous years.

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.

• Human Resources I-9 and E-Verify Resources
• Human Resources I-9 Document Matrix
• Form I-9 Acceptable Documents (USCIS.gov)
• Auditing I-9s in Workday - Workday Process Overview (WPO)

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

askUS Training

• Self-Paced Learning allows users to engage in training lessons and exercises at their own pace and convenience. (No registration is required to begin learning.)
• Instructor Led-Training (ILT) Workday ILT courses are offered via Zoom for both new and experienced users. (Register via UTLearn unless otherwise noted.)

Check the Upcoming Instructor-Led Training (ILT) event list to view available ILT opportunities as they are posted.

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

• Workday Reporting Resources
• Workday Financial Transaction Guidance
• Financial Reports

To find more information, visit the Reporting Resources page.

Fiscal Year-End

The askUS Knowledge Base provides resources to help ensure a smooth transition from Fiscal Year 2023-24 to 2024-25. Available FYE resources include:

• Fiscal Year-End Resources – Links to commonly used FYE resources in the askUS Knowledge Base.
• Processing Deadlines for Fiscal Year-End 2023-24 – A collection of FYE deadlines covering voucher processing, purchasing, scholarship processing, inventory, payroll deadlines, and more.
• Tips for the New Fiscal Year 2024-2025 – A collection of tips to help *DEFINE users move from FY 2023-24 to 2024-25.
• Encumbrance Availability Update for 2024-25 – Workday will post salary and fringe information for 2024-2025 to DEFINE on September 6.
• Introduction to the Fiscal Year-End Process (pptx) – Presentation for members of the UT community who are new to the FYE process.

Important Dates

Additional Calendar Resources

• Workday Mass Processing Dates
• Paydays & Payroll Deadlines (Payroll Services)
• Financial Calendar (Accounting & Financial Management, AFM)
• University Academic Calendars (Office of the Registrar)