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

 

Mass Processes for Fall

Mass Process Resources

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

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

  • 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.)

NOTE: As of publication, the Fall 2024 schedule is TBD. Check the Upcoming Instructor-Led Training (ILT) event list for all new 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

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.

NOTE: Some FYE processing deadlines and other resources for FY 2023-24 are still being finalized and published. We will add links here as they become available. 

 

Important Dates

DateDescription
June 24Start of Performance Appraisal Mass Transaction submission window
July 12 at 5 p.m.End of Performance Appraisal Mass Transaction submission window
July 15Start of PTF Mass Transaction submission window
July 15Start of Mass End Employment Date Extension submission window
July 26 at 5 p.m.CSU Deadline for Submitting PTF Mass Transaction Spreadsheets
August 1Earliest effective date (Add Job, Hire, or Change Job) for all 2024 Fall Semester non-Work-Study, professional, undergraduate academic, and non-academic positions.
August 14 at noonCSU Transaction Processing Deadline for 1st Fall AGS Mass Termination Process
August 16Earliest effective date (Add Job, Hire, or Change Job) for all 2024 Fall Semester Work-Study and Academic Graduate Student (AGS) positions.
August 161st Fall AGS Mass End Additional Job / Termination Process Run Date
August 22September Monthly Payroll Deadline
August 26Fall Semester 2024, the first day of class
August 28 at noonCSU Transaction Processing Deadline for 2nd Fall AGS Mass Termination Process
August 302nd Fall AGS Mass End Additional Job / Termination Process Run Date
TBDDeadline for international student employees to waive the Student Health Insurance Plan (SHIP) 
September 32nd August Semi-Monthly Payroll Deadline
September 4 at noonEnd of Student Mass End Employment Date Extension submission window
September 4 at noonCSU Transaction Processing Deadline for September Mass Termination Process
September 6September Mass End Additional Job / Termination Process Run Date
September 11Fall 12th class day (official enrollment count)
September 17September 1-15 Semi-Monthly Payroll Deadline
September 20October Monthly Payroll Deadline
Mid-OctoberNon-Tenure Track Faculty Inactive 3-Years Mass End Additional Job/Termination Process 

 

Additional Calendar Resources

 

Need Help?

Search frequently asked questions in the askUS Knowledge Base.

Contact askUS Support

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Events and Important Dates

Event Status
Canceled
Monday June 17, 2024, 1:00 pm - Tuesday June 18, 2024, 2:30 pm
Virtual via Zoom Technology
Event Status
Scheduled
Friday June 21, 2024, All day
Event Status
Scheduled
Monday June 24, 2024 - Friday July 12, 2024, All day
Event Status
Scheduled
Wednesday July 3, 2024, 12:00 pm
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Scheduled
Friday July 5, 2024, All day
Event Status
Scheduled
Monday July 15, 2024 - Friday July 26, 2024, All day
Event Status
Scheduled
Monday July 15, 2024 - Wednesday September 4, 2024, All day
Event Status
Scheduled
Wednesday July 24, 2024, All day
Event Status
Scheduled
Wednesday August 7, 2024, 12:00 pm
Event Status
Scheduled
Friday August 9, 2024, All day
View all Events