In This Issue:
- Important Dates and Deadlines
- Prep for Fall 2020 and Fiscal Year-End Resources
- Log in Faster to Workday Mobile with Biometric and PIN Features
- Answers to Common Questions Recently Received by askUS Support
- Reminder – MTSS Can Help Speed Student Hiring
- Now Available – Workday for Security Partners Self-Paced Learning
- Training Opportunities – Self-Paced or Instructor-Led
- askUS Release Notes
Important Dates and Deadlines
Thursday, August 6, 2020 @ noon – CSU Transaction Processing Deadline for the July Monthly Mass End Additional Job / Termination Process.
Friday, August 7, 2020 – Submission window closes for the Non-Tenure Track (NTT) Mass Transaction Process.
Friday, August 7, 2020 – Submission deadline for Informal Bidding and Exclusive Acquisition & Existing Contracts. See the Procurement – FY20 Year-End Schedule for more information.
Monday, August 10, 2020 – Expanded askUS Support hours begin. To assist campus during Fiscal Year-End and Fall start-up, askUS Support will be open from 7:30 a.m. – 5:30 p.m., Monday-Friday.
Monday, August 10, 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 July 31, 2020.
Tuesday, August 18, 2020 @ 3 p.m. – Time will advance to Timekeepers for the Semi-Monthly Mass Advance of Hourly Time process for the 8/1/20 - 8/15/20 time period.
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 – 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.
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 @ 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.
Prep for Fall 2020 and Fiscal Year-End Resources
Preparing for Fall Resources
The Preparing for Fall 2020 webpage contains important dates and resources to assist departments as they prepare for the upcoming fall semester. Resources include Self-paced Learning, Onboarding, Job Costing, as well as Academic and Student employment.
Just Added — An updated Student Business Process Matrix is now available to help you determine which business process to use for students.
Fiscal Year-End Resources
For those looking for Fiscal Year-End resources, we have created a new Fiscal Year-End Resources entry in the askUS knowledge base. The entry includes links to other commonly accessed Fiscal Year-End entries, including processing deadlines, tips for DEFINE users, and other FYE related information.
Log in Faster to Workday Mobile with Biometric and PIN Features
You might already be using a PIN, your fingerprint, or Face ID to access mobile apps on your iOS or Android phone quickly, and starting Thursday, August 6, you will be able to use those same features to access the Workday Mobile App as well quickly. When enabled, the new Biometric and PIN login features will only require logging in using DUO once every thirty days. The rest of the time, you will be able to log in using the method of your choice: PIN, fingerprint, or Face ID.
Check out the Workday Login or Employee help page on Thursday, August 6, for links to step-by-step instructions to guide you through setting up this new feature on your phone to get you into the Workday Mobile App faster than ever.
Answers to Common Questions Recently Received by askUS Support
Where can I see all of the employees being paid on an account as well as the allocation amounts for each employee?
When viewed by account (using the Show For selector), the Allocation Details website will display all of the employees paid on the provided account as well as the allocation amounts for each employee. Along with active, future, and expired allocations, you can also include no pay and canceled allocations by adding them via the Include Status dropdown menu. To get more out of Allocation Details, be sure to check out the Allocation Details Training Resources page.
Why am I receiving a funding period error?
In Workday, when the dates of a costing segment for a given cost center fall outside the funding period date range, a validation will catch this issue and display the error Costing Allocation Dates not valid for Funding Period Dates. When this occurs, you can refer to this entry in the askUS knowledge base for help. However, this is not the only situation where you might see this error. Continue reading Funding Period Errors Explained.
What are some best practices for DEFINE during Fiscal Year-End processing?
With the new fiscal year fast approaching, everyone knows this is one of the busiest times of the year for Accounting. To prepare for 20-21, be sure to check out Tips for the New Fiscal Year 2020-2021 and Processing Deadlines for Fiscal Year-End 2019-20 in the askUS knowledge base.
Starting Monday, August 10, askUS Support will be open from 7:30 a.m. – 5:30 p.m., Monday-Friday to assist campus with Fiscal Year-End and Fall start-up.
Reminder – MTSS Can Help Speed Student Hiring
The Mass Transaction Submission System (MTSS) has already helped CSUs across campus perform nearly 1000 Hires and Add Jobs! The new service streamlines performing student Hires and Add Additional Jobs in Workday by allowing HR Partners and HR Executives to upload, gain approval, and submit their student hires directly without needing to submit spreadsheets to eBITS. For more information, visit the MTSS help page.
Now Available – Workday for Security Partners Self-Paced Learning
Workday for Security Partners is the next release in the askUS Self-Pace Learning series and replaces the in-person Security Partner Instructor-Led Training (ILT). This course was designed for those who have been newly assigned the Security Partner role in Workday. It comprises topic-based Security related lessons that provide a holistic view of the role and associated responsibilities, including Role Assignment & Inheritance, Delegations, Reports & Dashboards, and more. Existing Security Partners are highly encouraged to take this course as a refresher.
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
- August 11, 9:00-11:00 a.m. – Workday Costing Basics ILT
- August 11, 1:00-2:00 p.m. – Workday Job Costing Tool ILT
- August 12-13, 9:00-11:00 a.m. – Workday Multiple Jobs/Additional Work ILT (2-part class)
- September 8, 9:00-11:00 a.m. – Workday Advanced Costing ILT
- September 9, 9:00-10:00 a.m. – Job Costing Tool
- September 9, 10:15-11:45 a.m. – Workday Costing Approvals ILT
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.