askUS Newsletter - August 19, 2020

Published:
August 18, 2020

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In This Issue:

  • Important Dates and Deadlines
  • Survey – Provide Feedback on Major Projects and Enhancements
  • Reports to Help You Prepare for Fall 2020
  • Answers to Common Questions Recently Received by askUS Support
  • New Streamlined Process for Department Level Organization Services 
  • Training Opportunities – Self-Paced or Instructor-Led
  • askUS Release Notes

 


Important Dates and Deadlines

Wednesday, August 19, 2020 @ 5 p.m. – Routing deadline for all Business Processes for Monthly employees that require Human Resources or Academic Personnel Services (APS) approval for the September 1 payday.

Friday, August 21, 2020 @ 1 p.m. – Mass Advance of March and April 2020 unsubmitted and in-progress time to Timekeepers for review/approval.

Friday, August 21, 2020 noon (routing), 5 p.m. (approval) – Routing deadline for all One Time Payments for Monthly employees that require Payroll approval must be routed by noon, and all other HCM transactions for Monthly employees must be final approved by 5:00 p.m. for the September 1 payday.

Monday, August 24, 2020 – Payment Voucher (VP documents) processing deadline for fiscal year 19-20.

Wednesday, August 26, 2020 @ noon – Submission window closes for the Student Mass End Employment Date Extension Process.

Wednesday, August 26, 2020 @ 5 p.m. – ProCard transaction approval deadline for Aug. 4-14. The remainder of August ProCard transactions will post in the new fiscal year.

Thursday, August 27, 2020 – Scholarship Voucher (SS1 documents) departmental approval deadline.

Thursday, August 27, 2020 – Submission deadline for UT Market orders over $15,000. See the Procurement – FY20 Year-End Schedule for more information.

Monday, August 31, 2020 – Submission deadline for Prime Source (PBO & PBU document types less than $15,000). See the Procurement – FY20 Year-End Schedule for more information.

Monday, August 31, 2020 @ 4:30 p.m. – The Bursar's Office must receive all cash receipts (VC documents)by 4:30 p.m.

Monday, August 31, 2020 @ 5 p.m. – All Business Processes for Hourly employees that require HR or APS approval must be routed by 5:00 p.m. for the September 8 payday.

Monday, August 31, 2020 @ 10 p.m. – Prior Period Time Entry Lock for March and April 2020.

Wednesday, September 2, 2020 @ noon – Complete costing allocation changes for FY19-20 in Workday by 12 p.m.

Wednesday, September 2, 2020 @ 3 p.m. – Time will advance to Timekeepers for the Semi-Monthly Mass Advance of Hourly Time process for the 8/16/20 - 8/31/20 time period.

Thursday, September 3, 2020 @ noon – All IDT vouchers (VT5, VT6, VT7) for FY 19-20 must be routed to the Office of Accounting and Financial Management by noon with an August 2020 voucher date to be included in your August Statement of Account.

Friday, September 4, 2020 @ noon – CSU Transaction Processing Deadline for the August Monthly Mass End Additional Job / Termination Process.

Friday, September 4, 2020 @ 2 p.m. – All VTAs and VTCs applicable to FY 19-20 must be routed to the Office of Accounting and Financial Management by 2 p.m. with an August 2020 voucher date to be included in your August Statement of Account.

Tuesday, September 8, 2020 by noon – Monthly Mass End Additional Job / Termination Process runs for all fixed-term employees and non-employees positions with an End Employment Date on or before August 31, 2020.

 


Survey – Provide Feedback on Major Projects and Enhancements

The Fall 2020 Feedback Survey on eBITS Major Projects and Enhancements is now open to those who would like to participate. This survey aims to get your input on major projects and enhancements under consideration for Fall 2020. Survey responses will help identify which proposed HR/Payroll and Financial systems projects are most important and provide the greatest positive impact. The survey will remain open until Friday, August 21, at 5 p.m.

 


Reports to Help You Prepare for Fall 2020

To assist departments as they prepare to transition into the new fiscal year and start the fall semester, we gathered a select list of reports that may be useful for preparing fall transactions or reviewing data after FY 20-21 has begun. The Helpful Reports List for Fall 2020 contains 20 reports broken down into key areas and includes report definitions, roles authorized to run each report, and useful tips when available. Areas covered include HR-related processes, Compensation and Costing, Timekeeping, and Onboarding. Continue reading Reports to Help You Prepare for Fall 2020.

For more Fall 2020 resources, visit the Preparing for Fall 2020 webpage.

 


Answers to Common Questions Recently Received by askUS Support

When will FY 20-21 salary and fringe information be available in *DEFINE?

Salary and fringe encumbrance information from Workday for FY 20-21 will be available in *DEFINE on Wednesday, September 9, 2020. Each year, we publish this information as the Encumbrance Availability Update in the askUS knowledge base. For more information about how Workday and *DEFINE interact, refer to the entry Workday Integration With DEFINE. If you are looking for additional FYE-related dates and resources, check out these Fiscal Year-End Resources.

Why is my new employee unable to log in to Workday?

A common question during times of high-volume hiring,  the most likely reason for which is that the Hire process is not complete. To prevent a new employee from receiving a Workday login error, make sure the Hire process is final approved and Onboarding launched before asking the employee to login to Workday and complete their Onboarding tasks. You can find more detailed hiring info on the Recruiting and Onboardingtraining webpage.

How can I get started with MTSS?

While the best way to get started using the Mass Transaction Submission System (MTSS) to perform student hires is to read and follow the guidance on the MTSS help page, we have compiled a few tips to help you avoid issues when getting started. Continue reading Tips for Getting Started with MTSS.

You can find answers to many more frequently asked questions in the askUS Knowledge Base. Need help searching? Check out these handy askUS Search Tips!

For assistance, contact askUS Support at askUS@ausitn.utexas.edu or call 512-471-8802 between 7:30 a.m. – 5:30 p.m., Monday-Friday.

 


New Streamlined Process for Department Level Organization Services

Need to request a new official unit code or new department, or make changes to an existing department-level (levels 1-7, or 9) organization? You can now submit a Signature Desk Request Form to the askUS Support team, who will update *DEFINE, the UT Department System, and Workday to keep your department information in sync across all three systems. For non-department level organizations, the request process remains the same. For sub-units or sub-departments, (Level 8, 9 non-departmental, 99) submit a Create Sup Org or Update Sup Org form.

 


Training Opportunities – Self-Paced or Instructor-Led

askUS Self-Paced Learning allows users to engage in training lessons and exercises at their own pace and convenience. (No registration required to begin learning.)

  • Workday for Security Partners is intended for those assigned the Security Partner role in Workday. More information
  • Workday Fundamentals is designed for individuals who have a Workday security role that supports workers or an analyst role with the ability to view data. More information

Virtual Instructor-Led Training (ILT) courses are held via Zoom video conferencing to support the Workday users’ continued learning needs. (Requires registration via UTLearn.)

Currently Scheduled Virtual Classroom Courses  

 


askUS Release Notes

The weekly askUS Release Notes email provides information about improvements, fixes, known issues, and guidance for UT’s HR/Payroll and Financial systems. Subscribe to receive release notes via email. Unsure how to subscribe? Check out our quick how-to guide.