askUS Newsletter - November 11, 2020

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In This Issue:

  • Important Dates and Deadlines
  • New Workday Work Authorization and I-9 Completion Status Alerts
  • Mass Processing Submission Windows Announced for Spring 2021
  • Send Back Feature to Receive Notification Enhancement
  • Answers to Common Questions Recently Received by askUS Support
  • ICYMI – New Allocation Details Updates Coming Soon!
  • Reminder – Electronic Office Management (EOM) Q&A Session #2
  • Training Opportunities – Self-Paced or Instructor-Led
  • askUS Release Notes

 


Important Dates and Deadlines

Wednesday, November 11, 2020 @ 1 p.m. – August 2020 Mass Advance of unsubmitted and in-progress time to Timekeepers for review/approval.

Tuesday, November 17, 2020 @ 3 p.m. – Time will advance to Timekeepers as part of the Semi-Monthly Mass Advance of Hourly Time process for the 11/1/20 - 11/15/20 time period.

Monday, November 30, 2020 – Submission window opens for the Student Mass End Employment Date Extension Process for hourly and salaried student positions.

Monday, November 30, 2020 – Submission window opens for the Non-Tenure Track Faculty Mass Transaction Process.

Monday, November 30, 2020 @ 10 p.m. – Prior Period Time Entry Lock will occur for August 2020.

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 11/1/20 - 11/15/20 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.

 


New Workday Work Authorization and I-9 Completion Status Alerts

On Monday, a suite of enhancements aimed at improving work authorization and Form I-9 compliance were implemented in Workday. These enhancements included a suite of alert notifications sent to I-9 Partners and affected employees, new Work Authorization and I-9 Process Audit reports for I-9 Partners, along with additional Form I-9 guidance in the form of a new Auditing I-9s in Workday WPO and I-9 Document Matrix. Last Friday, I-9 Partners received an email announcing the enhancements along with more detailed information. If you have questions about Work Authorizations or Form I-9 status, please contact the Human Resource Service Center at 512-471-4772.


Mass Processing Submission Windows Announced for Spring 2021

Student Mass End Employment Date Extension Process

The Student Mass End Employment End Date Extension process will run from Monday, November 30, 2020-Friday, January 15, 2021, at noon for hourly and salaried student positions with a current end employment date between December 1, 2020, and January 15, 2021. To prepare, CSUs should run the Student Mass Extend Template RPT0900 report in Workday and follow the Student Mass End Employment Date Extension Process guidance.

Non-Tenure Track Mass Transaction Process

Non-Tenure Track (NTT) Faculty Mass Process assists offices that manage NTT Faculty contracts by centrally processing Renew, Inactivate, and Reactivate transactions before the spring semester begins. The submission window runs from Monday, November 30, 2020-Friday, December 11, at 5 p.m. For more information, refer to the Non-Tenure Track Faculty Mass Transaction guidance.

 


 Send Back Feature to Receive Notification Enhancement

Workday initiators will soon receive notifications when frequently returned business processes are sent back for additional action through the Send Back feature. This enhancement is the result of feedback from users across the UT Community. These enhancements aim to reduce delays and processing time by sending a notification to the initiator when an action is required to move a business process forward. We will share more information about the notifications and the business processes affected as the enhancements go into effect.

 


Answers to Common Questions Recently Received by askUS Support

How do I move a vacant position to another Supervisory Organization?

As with other organizational services, the Operational Support team assists offices with moving vacant positions between Supervisory Organizations. To request this service, submit a Move Workers into a Different Supervisory Organization Request Form to askUS@austin.utexas.edu. When completing the form, we recommend using the View All Positions report in Workday to confirm the position ID of the vacant position to be moved.

I’m unable to process a Payout at Termination. What should I do?

The most common issue preventing payouts from moving forward is entering the wrong Balances as of date. Make sure to use the actual termination date or the date the worker loses benefits eligibility when initiating a payout. For more tips to prevent payout issues, continue reading Common Issues to Avoid when Processing a Payout at Termination.

Why can't I change the voucher date on a *DEFINE VPE?

The Voucher Date field on a VPE can only be updated to the current date or a previous date within an open month. The voucher date cannot be changed to a date that falls in a closed month. To learn more, continue reading Voucher Date on a *DEFINE VPE

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!

 


ICYMI – New Allocation Details Updates Coming Soon!

As part of a continuous improvement process begun with the new financial tool's release in December 2019, Allocation Details will receive a significant update before the end of 2020. The eBITS Allocation Details team worked with members of the UT community from CSUs across campus to implement requested enhancements and expand the information available to those who depend on the report. Improvements include information for hourly workers, salary spread, earnings/allowances, and appointment history as far back as 1993. We will share more details and links to updated documentation with the release of the update.

 


Reminder – Electronic Office Management (EOM) Q&A Session #2

Please submit your EOM-related questions to fin.training@austin.utexas.edu by 5 p.m. on December 7 for theElectronic Office Management (EOM) – Q&A Session on December 9 (11 a.m.-noon). This session is open to all experience levels. Attendees are encouraged to submit questions in advance for our experts to answers during the session. Time permitting, we will take live questions as well. 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.)

Virtual ILT Schedule

 


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.