In This Issue:
- Important Dates and Deadlines
- Opt Out of Receiving Paper Tax Forms for 2020
- Preparing for Spring 2021
- Allocation Details Enhancements Now Available
- Send Back Notifications Now Available in Workday
- New REIMB field coming to VP2 and VPE in December
- Half-Month Salary Proration for Teaching Assistants and Assistant Instructors
- Answers to Common Questions Recently Received by askUS Support
- UT Directory to Require UT EID Login Starting December 14
- Submit Your EOM Questions by December 7
- Training Opportunities – Self-Paced or Instructor-Led
- askUS Release Notes
Important Dates and Deadlines
Wednesday, December 2, 2020, @ 3 p.m. – Time will advance to Timekeepers as part of the Semi-Monthly Mass Advance of Hourly Time process for the 11/15/20 - 11/30/20 time period.
Friday, December 4, 2020, @ noon – CSU Transaction Processing Deadline for the November Monthly Mass End Additional Job / Termination Process.
Monday, December 7, 2020 – November 2020 Close (Accounting).
Tuesday, December 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 November 30, 2020.
Thursday, December 11, 2020, @ 1 p.m. – September 2020 Mass Advance of unsubmitted and in-progress time to Timekeepers for review/approval.
Friday, December 11, 2020, at 5 p.m. – Deadline for CSUs to submit NTT Faculty Mass Transaction Process spreadsheets to APS.
Thursday, December 17, 2020, @ 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.
Opt Out of Receiving Paper Tax Forms for 2020
Electronic copies of Form W-2 and Form 1095-C will be available in Workday. Unless you opt out, UT will also mail paper forms to your home address. Due to the ongoing pandemic, UT is encouraging all employees to opt out of receiving paper tax forms. If you have not done so already, please log into Workday and 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.
Preparing for Spring 2021
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.
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. Thank you to everyone across campus who worked with the eBITS Allocation Details team to identify enhancement recommendations based on real-world business and data requirements. Updated documentation for using the Allocation Details tool is now available on the Allocation Details Training Resources webpage. Other enhancements include information for hourly workers, salary spread, earnings/allowances, and appointment history as far back as 1993. For a complete list of enhancements included in this update, continue reading Allocation Details Enhancements Now Available.
Send Back Notifications Now Available in Workday
Workday initiators now receive notifications when certain business processes are sent back to the initiation step for additional action using the Send Back feature. These enhancements aim to reduce delays and processing time by sending a notification to the initiator when additional action is required to move a business process forward. For more information and a list of business processes included in the Send Back notification update, continue reading Send Back Notifications Now Available in Workday.
New REIMB field coming to VP2 and VPE in December
On December 14, 2020, a new field called REIMB? will be added to VP2 and VPE payment documents in DEFINE. This required field is updatable by the 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 reimbursement for out of pocket expenses to an employee or UT student. When the new field goes live in DEFINE, document creators looking for help will be able to refer to the askUS Knowledge Base and PF6 command level help on VP2 and VPE screens.
Half-Month Salary Proration for Teaching Assistants and Assistant Instructors
Employment for TAs and AIs follows 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 be paid exactly half of the month’s salary instead of the standard days-worked proration. Graduate Research Assistant positions are not subject to the same half-month proration rule and are paid according to the days-worked proration.
Answers to Common Questions Recently Received by askUS Support
I manage an hourly worker who also has a salary position, and I do not see holiday time on their timesheet. Is this a problem?
When a worker has both a salary and an hourly position, the salary position is the worker’s primary position. You are not seeing the holiday time because only the supervisor of the primary position (salary) sees the worker’s holiday time by default. For more information, continue reading Entering Holiday Pay for Multiple Jobs in the askUS Knowledge Base.
Does askUS provide support for ProCard users?
The askUS Knowledge Base contains answers for common ProCard questions, such as the billing address to use with your ProCard and guidance on what can be purchased with a ProCard. ProCard holders who require more in-depth information should refer to the Procurement Card Program section of the Handbook of Business Procedures (HBP). You can also reach out to the ProCard Administrator if you require further assistance.
How do I fix a “Longevity and/or Hazardous Duty Pay should not be manually added, removed, or changed” error in Workday?
An automated process in Workday manages longevity and Hazardous Duty allowances. However, in certain situations during hire or transfer, Workday will add or remove allowances. When that happens, submitting the transaction will result in this error. To learn how to clear this error, continue reading Addition or Removal of Longevity or Hazardous Duty Allowances. To learn more about the administration of Longevity Pay in Workday, continue reading Understanding Longevity Pay in Workday.
End of Year 2020 Payment Processing Deadlines
The Accounting and Financial Management Office will be closed during the holidays from Wednesday, Dec. 23, 2020, through Friday, Jan. 1, 2020. Normal business hours will resume on Monday, Jan. 4, 2020. No payments will be issued or distributed during the holiday break. For payment processing deadlines for 2020, continue reading End of Year 2020 Payment Processing Deadlines in the askUS Knowledge Base.
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!
UT Directory to Require UT EID Login Starting December 14
On December 14, the UT Directory, also known as the University White Pages Directory, will require users to log in with UT EID and password and Duo for multifactor authentication and will only be accessible to members of the university community. The purpose of this change is to increase security and privacy and combat aggressive data mining from outside organizations to fuel socially engineered phishing and vishing scams that target members of the university community. Look for an email from the Information Security Office (ISO) in your inbox or visit the ITS project page for more information.
Submit Your EOM Questions by December 7
Please submit your Electronic Office Management (EOM) questions to fin.training@austin.utexas.edu by 5 p.m. on December 7 for the Electronic Office Management (EOM) – Q&A Session on December 9 (11 a.m.-noon). For more information, visit Financial Systems Training Sessions.
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.)
- December 9 (11 a.m.-noon) – Electronic Office Management (EOM) Q&A
- 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.