askUS Newsletter – June 10, 2020

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In This Issue:

• Important Dates and Deadlines
• Duo Authentication Requirements to Expand on June 15
• Financial Reports Enhancements Available June 16
• HR/Payroll and Financial Systems Roadmap Update
• Recent Time Entry Enhancements in Workday
• Answers to Common Questions Recently Received by askUS Support
• ICYMI – Job Costing Dashboard Now Available in Workday
• Workday Fundamentals – Learning on Your Schedule
• askUS Release Notes

Important Dates and Deadlines

Thursday, June 11, 2020 by noon – Monthly Mass End Additional Job / Termination Process Guidanceprocess runs for all fixed-term employees and non-employees positions with an End Employment Date on or before May 31, 2020.

 

Thursday, June 11, 2020 @ noon – Submission window closes for the Student Mass End Employment End Date Extension Process for Hourly and Salaried Student positions.

 

Monday, June 15, 2020 –  Multi-factor authentication (Duo) will be required to access most online services that require a UT EID login. 

 

Wednesday, June 17, 2020 @ 3 p.m. – Time will advance to Timekeepers for the Semi-Monthly Mass Advance of Hourly Time process for the 6/1/20 - 6/15/20 time period.

 

Monday, June 22, 2020 @ 1 p.m. – Mass Advance of October, November, and December 2019 unsubmitted and in-progress time to Timekeepers for review/approval.

 

Tuesday, June 30, 2020 @ 10 p.m. – Prior Period Time Entry Lock for October, November, and December 2019.

Duo Authentication Requirements to Expand on June 15

In an effort to increase security, multi-factor authentication (Duo) will be required to access most online services that require a UT EID login on Monday, June 15. Systems receiving the Duo update include UT Box,  the askUS Knowledge Base, and all websites and applications accessed through UT Direct.

Financial Reports Enhancements Available June 16

On Tuesday, June 16, some of the most commonly used financial reports will receive enhancements to provide those who depend on these reports with easier access to additional information and improved usability including filtering by column, downloads in Excel (.xlsx) format, additional detail views, access to additional information via popovers, and a quick-sum calculator will be available across all financial reports. The Detailed Account Balances GB2, Salary and Fringe Year-Over-Year, and Single-Year reports will provide popover information for account numbers that consistently link to Allocation Details, and the Stop Gap report which lists people who have salary expenditure transactions on a stopgap account that have NOT been transferred to another account. A new Financial Reports landing page will provide descriptions and easy access to existing reports, while updated help documentation will be available on the Financial Transaction Guidance webpage.

HR/Payroll and Financial Systems Roadmap Update

Throughout the year, we work together with central business owners and campus partners together on many initiatives, projects, and improvements to services on which the UT community depends. This ongoing work is divided into six-month roadmaps to allow for both the focus necessary to take on larger projects and the flexibility to adapt as priorities change. As part of this ongoing process, we recently released an update on projects that were part of the October 2019 – March 2020 Roadmap. A revised April – October 2020 Roadmap, which takes into account priority changes caused by COVID-19, is also now available.

Recent Time Entry Enhancements in Workday

The following enhancements to time entry are now available for employees who enter time in Workday. These changes are part of a larger time improvement project initiated in response to feedback from campus as part of the April - October 2020 Roadmap process. 

• Employees can now view time-off balances via the Enter Time screen in Workday by clicking the View Absence Balances button.
• We reordered the time entry codes in the Enter Time drop-down list, so the most common selections appear at the top for easier access.
• When a worker selects a time off type on a timesheet or absence request, the hours set will now default to zero (0) instead of pre-filling with a set number of hours. 

These updates were first reported in the June 5 edition of Release Notes.

Answers to Common Questions Recently Received by askUS Support

How does the Monthly Mass Termination Process affect timekeeping?

When you run the report Mass End Employment Date Audit - RPT0741 prior to the Mass Termination, a position may be marked as Manual Intervention Required. In this case, the position has a time block entered after the End Employment Date. While workers are not prevented from adding time blocks beyond their end date, they will receive an error message when they do, reminding them of their end date, and referring them to their Manager or HR Partner. After the Mass Termination runs, the final timesheets for workers who are successfully terminated will still be available as usual for Managers, Timekeepers, and Absence Partners to approve or correct after the termination.

 

Related Guidance:

• Monthly Mass End Additional Job / Termination Process Guidance
• Enter Time on behalf of Exempt Employee
• Enter Time on behalf of Non-Exempt Employee
• Correct Reported Time on Behalf of an Employee

 How can I verify State Service?

Workers can verify their state service in Workday via their Worker Profile or by running the report Worker State Service - RPT0411. To verify state service for your employee, you must submit a written request to HRS. For more information, continue reading How can I verify State Service?

 

Can I manage Manual Signature Authority through Electronic Office Management (EOM)?

Electronic and manual signature authority each have different levels of authorization and are managed through different methods. Only electronic signature authority can be managed through EOM. Manual signature authority changes must be performed by the Signature Desk. To learn more, continue reading Electronic vs. Manual Signature Authority.

 

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

ICYMI – Job Costing Dashboard Now Available in Workday

On June 1, 2020, the Job Costing dashboard launched and is now available to add to the Workday Home Landing page. The Job Costing dashboard provides access to job costing-related HR/Payroll financial reports and resources in one location within Workday.

 

To learn more about Workday dashboards and find instructions on how to add the new Job Costing dashboard, refer to the askUS article, What are Workday Dashboards and how are they used?

Workday Fundamentals – Learning on Your Schedule

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 Fundamentals is designed for individuals who have a Workday security role that supports workers or an analyst role with the ability to view data. The goal of this course is to teach foundational concepts to those new to the system. Experienced Workday users may find the lessons useful as a knowledge refresher. Continue to Workday Fundamentals

 

Look for more courses that focus on specific processes and topics later this summer.

askUS Release Notes

The weekly askUS Release Notes email provides information about improvements, fixes, known issues, and guidance to users of 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.