askUS Newsletter – May 28, 2020

May 27, 2020

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In This Issue:

  • Important Dates and Deadlines
  • UTDirect Login Transition set for May 28
  • Job Costing Dashboard in Workday Available on June 1
  • Change Job Enhancement – Simplified Change Location Process
  • Prior Period Time Entry Lock Process to Resume in June
  • Answers to Common Questions Recently Received by askUS Support
  • Training Opportunities – Self-Paced or Instructor Led
  • askUS Release Notes


Important Dates and Deadlines

Tuesday, June 2, 2020 @ 3 p.m. – Time will advance to Timekeepers for the Semi-Monthly Mass Advance of Hourly Time process for the 5/16/20 - 5/31/20 time period.

Tuesday, June 9, 2020 @ noon – CSU Transaction Processing Deadline for the May Monthly Mass End Additional Job / Termination Process Guidance process.

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. 


UTDirect Login Transition set for May 28

On Thursday, May 28UTDirect will transition to the University’s new authentication mechanism, Enterprise Authentication. This login update covers all resources and applications accessed through UTDirect, including FRMS and Electronic Office Management (EOM). The next phase of this transition will occur on Monday, June 15, when Multi-Factor Authentication (Duo) is added to all UTDirect logins. Those who access Workday regularly will recognize the new login screen, as the Workday login was updated to Enterprise Authentication on May 2. For assistance with login or multi-factor authentication, contact 512-475-9400 or


Job Costing Dashboard in Workday Available on June 1

A Job Costing dashboard created for Cost Center Managers and Financial Analysts will be available as an application to add to your Workday Home Landing page on Monday, June 1. The Job Costing dashboard consolidates job costing and 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 when it becomes available, refer to the askUS article, What are Workday Dashboards and how are they used?


Change Job Enhancement – Simplified Change Location Process

In our ongoing efforts to provide initiators across campus with improved Change Job workflows, a new Change Location enhancement will become available in Workday on Friday, May 29. All roles that can initiate a Change Job can update Location. The Change Job process for Change Location simplifies the process for changing a worker’s location by containing only the prompts specific to the location change and does not require routing for approvals. We are currently working with campus and Human Resources to implement additional Change Job enhancements over the summer that will further simplify and improve the Change Job Business Process. 

For instructions on how to initiate the Change Location process please see the Job Change – Change Location Workday Instructional Guide (WIG).


Prior Period Time Entry Lock Process to Resume in June

The Prior Period Time Entry Lock process was paused in March to allow campus to focus on the transition to social distancing and remote instruction. In June, we will resume this process with the locking of October, November, and December 2019 time entry on Tuesday, June 30, 2020. Timekeepers should be on the lookout for further communications prior to the mass advance of unapproved time which will occur on Monday, June 22, 2020.


Answers to Common Questions Recently Received by askUS Support

How can I find which employees in my department need to enter a UT work email address in Workday?

To keep from having to look up each employee, you can run the report Workers with blank work email - RPT0908 in Workday. Employees who need to enter a UT work email address can do so by following the steps in the askUS Knowledge Base entry, How do I update my work email address in Workday?

How do I view my benefits elections in Workday?

To view your benefits elections from Workday, click the Benefits icon on the Workday homepage, then select My UT Benefits – Enrollment. Because benefits elections are no longer shown in Workday, the link will take you to the new My UT Benefits portal. You can also check out the askUS knowledge base for more tips for viewing your benefits information. For more information about recent benefits updates, continue reading Your New My UT Benefits Experience on the Human Resources website. The askUS Support Team encourages all employees to log in and check their benefits elections to familiarize themselves with the new portal before annual enrollment opens!

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!


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 Fundamentals is designed for individuals who have a Workday security role that support 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

Virtual Instructor Led Training (ILT) courses are held via Zoom video conferencing to support the continued learning needs of Workday users. (Requires registration via UTLearn.)

Currently Scheduled Virtual Classroom Courses  


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.