askUS Newsletter - January 21, 2021

January 20, 2021

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In This Issue:

  • Important Dates and Deadlines
  • Spring 2021 Mass Transaction Processing Successfully Completed
  • Reminder – Launch Onboarding for Transitioning Students 
  • Watch Your Inbox – Spring 2021 Projects Survey
  • Answers to Common Questions Recently Received by askUS Support
  • Training Opportunities – Self-Paced or Instructor-Led
  • askUS Release Notes


Important Dates and Deadlines

Friday, January 22, 2021, @ 1 p.m. – Prior Period Mass Advance of Time for October 2020.

Sunday, January 31, 2021, at 10 p.m. – Prior Period Time Entry Lock October 2020.

Tuesday, February 2, 2021, at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for the 1/15/21 - 1/31/21 time period.

Wednesday, February 3, 2021, at noon – CSU Transaction Processing Deadline for the February Monthly Mass End Additional Job / Termination Process.

Friday, February 5, 2021, by noon – Monthly Mass End Additional Job / Termination Process runs for February.

Friday, February 5, 2021 – January 2021 Close (Accounting).

Spring 2021 Mass Transaction Processing Successfully Completed

Recently, eBITS completed work for the spring 2021 mass transaction processes. We offer mass transaction processing to Colleges, Schools, and Units (CSUs) with the goals of reducing the administrative burden on offices across campus and reduce the risk inherent in tasks that require repetitive data entry.

Non-Tenure Track (NTT) Faculty Mass Transactions

The spring 2021 NTT mass transaction processed over 600 transactions, including renewing contracts and inactivating or reactivate jobs for offices that manage NTT Faculty. In addition to processing CSU submissions each semester, we also perform a service that ends any contracts with a Contract End Date in the ending semester or earlier. For more information, continue reading Non-Tenure Track Faculty Transactions.

Student Mass End Employment Date Extension Process

The spring 2021 mass extend processed over 3000 transactions for Hourly and Salaried Student positions on behalf of CSUs. In addition to extending the end employment date, changes to Scheduled Weekly Hours, Business Title, and Position Title were also completed through this process. For more information, continue reading Student Mass End Employment Date Extension Process.


Reminder – Launch Onboarding for Transitioning Students

When students transition from a non-employee to paid employee positions via the Add Job business process, the hiring department will need to contact the Human Resources Service Center ( to request initiation of the “Launch Onboarding” task. You should request this service on the workers’ first day of employment.


Watch Your Inbox – Spring 2021 Projects Survey

In early February, we will be inviting representative frontline users of UT’s HR/Payroll and Financial systems from offices across the university to take part in a feedback survey on major projects and enhancements being considered by eBITS for Spring 2021. Survey responses will help us identify which projects are most important and provide the greatest positive impact for the UT Community.


Answers to Common Questions Recently Received by askUS Support

What’s the relationship between a Unit in *DEFINE and a Supervisory Organization in Workday?

Organizational levels for University units are consistent in structure across *DEFINE, the Department System, and Workday. The same unit may exist as a *DEFINE unit, a Department System department, and a Workday supervisory organization depending on each organization's specific structure. To learn more, view the Relationship Between Financial and HR Organizations: Units, Departments, and Supervisory Organizations by askUS Training.

How do I correct a misspelled new hire’s name in Workday?

If caught before adding the EID to the pre-hire record, contact Operational Support ( to request that they delete the pre-hire record, then you can re-create it with the correct name. If caught after adding the EID, the employee can correct their name during the Onboarding process while completing the Personal Information task. For more information, check out Troubleshooting a Pre-Hire in the askUS Knowledge Base or the Onboarding Workday Process Overview (WPO).

Why am I getting an error while trying to pay out a separated employee’s vacation balance?

 Double-check that you are selecting the correct time type when paying out vacation hours. Instead of choosing the normal a. Vacation time type, be sure to choose the x. Payout at Separation – Vacation time type. For more information, see step 11 of the Payouts at Termination Workday Instructional Guide (WIG).

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!


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. Current offerings include Workday Fundamentals and Workday for Security Partners.

Virtual Instructor-Led Training (ILT) courses are held via Zoom and require registration via UTLearn.


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.