Preparing for Fall 2025

Overview

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

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 before the start of the fall semester. The submission window will run from Monday, July 14, through Friday, July 25 at 5 p.m. This is a firm deadline.

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 23, through Wednesday, July 16.

Mass Extension Process

The Mass End Employment Date Extension Process will run from Monday, July 14 until Wednesday, September 3, at 5 p.m. 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 employee and nonemployee 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. The process also ends any Academic Appointments associated with the included positions.

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, 2025.

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 the summer-to-fall transition will run on Friday, August 29. Be sure to extend any continuing AGS employees before the CSU processing deadline of noon on Wednesday, August 27. 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 15, 2025. Extending positions expected to continue into the next semester early helps workers avoid any adverse effects and the potential of 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.

Student Employment Forum Updates

We will share presentations from the pre-Fall SE forum meeting when they become available.

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

Job Costing

Job Costing Tool

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.

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.

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

The askUS Knowledge Base offers resources to facilitate a seamless transition from Fiscal Year 2024-25 to 2025-26.

Fiscal Year-End Resources – Links to commonly used FYE resources in the askUS Knowledge Base.
Introduction to the Fiscal Year-End Process (pptx) – Presentation for members of the UT community who are new to the FYE process.

Important Dates

Date	Description
June 23	Start of Performance Appraisal Mass Transaction submission window
July 14	Start of PTF Mass Transaction submission window
July 14	Start of Mass End Employment Date Extension submission window
July 16	End of Performance Appraisal Mass Transaction submission window
July 25 at 5 p.m.	CSU Deadline for Submitting PTF Mass Transaction Spreadsheets
August 1	Earliest effective date (Add Job, Hire, or Change Job) for all 2025 Fall Semester non-Work-Study, professional, undergraduate academic, and non-academic positions.
August 16	Earliest effective date (Add Job, Hire, or Change Job) for all 2024 Fall Semester Work-Study and Academic Graduate Student (AGS) positions.
August 22	September Monthly Payroll Deadline
August 25	First Day of Class: Fall Semester 2025
August 27 at noon	CSU Transaction Processing Deadline for August AGS Mass Termination Process
August 29	August AGS Mass End Additional Job / Termination Process Run Date
September 3	2nd August Semi-Monthly Payroll Deadline
September 3	End of Student Mass End Employment Date Extension submission window
September 3 at noon	CSU Transaction Processing Deadline for September Mass Termination Process
September 5	September Mass End Additional Job / Termination Process Run Date
TBD	Deadline for international student employees to waive the Student Health Insurance Plan (SHIP) (UT Global typically announces this date by mid-Summer.)
September 10	Fall 12th class day (official enrollment count)
TBD	September 1-15 Semi-Monthly Payroll Deadline
TBD	October Monthly Payroll Deadline
Mid-October	Non-Tenure Track Faculty Inactive 3-Years Mass End Additional Job/Termination Process

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)

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