In This Issue:
- Important Dates and Deadlines
- Please Share – Opt Out of Paper Tax Forms for 2020
- Prep for Spring 2021 Resources Available Online
- Send Back Notifications Now Available for Additional Processes
- Answers to Common Questions Recently Received by askUS Support
- ICYMI – Allocation Details Enhancements Now Available
- Half-Month Salary Proration Reminder
- Training Opportunities – Self-Paced or Instructor-Led
- askUS Release Notes
Important Dates and Deadlines
Thursday, December 17, 2020, at 3 p.m. – Time will advance to Timekeepers as part of the Semi-Monthly Mass Advance of Hourly Time process for the 12/1/20 - 12/15/20 time period.
Monday, December 21, 2020, at 10 p.m. – Prior Period Time Entry Lock will occur for September 2020.
Tuesday, December 22, 2020, at noon – Date of last checks processed in 2020 by AFM using local funds. For more details, see the full list of End of Year 2020 Payment Processing Deadlines.
Tuesday, January 5, 2021, at 3 p.m. – Time will advance to Timekeepers as part of the Semi-Monthly Mass Advance of Hourly Time process for the 12/15/20 - 12/31/20 time period.
Wednesday, January 6, 2021, at noon – CSU Transaction Processing Deadline for the November Monthly Mass End Additional Job / Termination Process.
Friday, January 8, 2021, 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 December 31, 2020.
Friday, January 8, 2021 – December 2020 Close (Accounting).
Friday, January 15, 2021, at noon – Submission window closes for the Student Mass End Employment Date Extension Process for hourly and salaried student positions.
Tuesday, January 19, 2021, at 3 p.m. – Time will advance to Timekeepers as part of the Semi-Monthly Mass Advance of Hourly Time process for the 1/1/21 - 1/15/21 time period.
Please Share – Opt-Out of Paper Tax Forms for 2020
Due to the ongoing pandemic, UT encourages all employees to opt-out of receiving paper tax forms. Electronic copies of Form W-2 and Form 1095-C will be available securely via Workday. If you have not done so already, please change your printing elections for both W-2 and 1095-C forms to electronic only. You can find instructions for accessing your tax forms and opting out of printing on the Workday@UT website.
Prep for Spring 2021 Resources Available Online
The Preparing for Spring 2021 webpage is now available. The page contains important dates and resources to assist departments as they prepare for the upcoming spring semester. Topics covered include mass processes, reporting, training, academic and student employment, and onboarding.
Send Back Notifications Now Available for Additional Processes
In November, eleven business processes received the send back notification enhancement. On Monday, we added the enhancement to five more commonly used business processes. Workday initiators now receive notifications when updated business processes are sent back to the initiation step for additional action using the Send Back feature. To learn more and see a complete list of affected business processes, continue reading Send Back Notifications Now Available in Workday.
Answers to Common Questions Recently Received by askUS Support
Will askUS Support offer extended hours for Spring Start-up like they did last fall?
Yes! During January, askUS Support will offer extended hours of service for both phone and email support to ensure that departments receive the support they need during the busy period at the start of the spring semester. From January 4-29, 2021, askUS Support will be available via phone or email from 7:30 a.m. - 5:30 p.m.
How do I use the REIMB field in a VP2 or VPE document?
The REIMB field is a new addition to VP2 and VPE payment documents in DEFINE. This required field is updatable by the document creator of VP2 or VPE payment documents with a Y for Yes or N for No to indicate whether or not the payment voucher is a reimbursement for out-of-pocket expenses to an employee or UT student. To learn more, continue reading Using the REIMB Field on VP2 or VPE in the askUS Knowledge Base.
I'm not sure which Change Job starting point to use for a particular staffing transaction.
In Workday, a brief description will appear after selecting a Starting Point. To view a complete table of starting point information, including descriptions, refer to the Change Job -Workday Process Overview (WPO).
I need to process several student positions for the upcoming spring semester. How can I learn which process to use for each student worker?
Refer to the Student Business Process Matrix to determine which business process (Hire, Add Job, Change Job, MTSS, or Mass Extend) to use when processing student positions. The matrix matches up common student employment scenarios with the appropriate process to use.
ICYMI – Allocation Details Enhancements Now Available
Updates to the Allocation Details website are now available and include enhanced filtering options and updated drill-through detail views. Updated documentation for using the Allocation Details tool is now available on the Allocation Details Training Resources webpage. For a complete list of enhancements included in this update, continue reading Allocation Details Enhancements Now Available.
Half-Month Salary Proration Reminder
Salary and Allowance Proration Reminders Teaching Assistants (TAs), Assistant Instructors (AIs), and Faculty (9 Month) follow the 9-month academic calendar based on semester start/end dates. Positions that end 1/15/2021 for fall or positions that begin 1/16/2021 for spring will receive half of the month's salary instead of the standard days-worked proration. To learn more about proration, continue reading Half-Month Salary Proration Reminder.
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 – Training intended for those assigned the Security Partner role in Workday.
- Workday Fundamentals – Training designed for individuals who have a Workday security role that supports workers or an analyst role with the ability to view data.
Virtual Instructor-Led Training (ILT) courses are held via Zoom video conferencing to support the Workday users’ continued learning needs. (Requires registration via UTLearn.)
- January 12 (9-11 a.m.) – Workday Hire and Onboarding Business Processes
- February 9 (9-11 a.m.) – Workday Hire and Onboarding Business Processes
- February 16 (9-11:30 a.m.) – Workday Costing (Basics)
- February 18 (1-2 p.m.) – Workday Job Costing Tool
- February 18 (2:15-3:45 p.m.) – Workday Costing Approval
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.