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In This Issue:
- Important Dates and Deadlines
- Workday Fall Update Set for Saturday, September 12
- New Cybersecurity Training Requirements for Contactors
- Answers to Common Questions Recently Received by askUS Support
- Fall Mass Processing Success and Follow-up
- Training Opportunities – Self-Paced or Instructor-Led
- askUS Release Notes
Important Dates and Deadlines
Wednesday, September 2, 2020 @ noon – Complete costing allocation changes for FY19-20 in Workday by noon.
Wednesday, September 2, 2020 @ 3 p.m. – Time will advance to Timekeepers for the Semi-Monthly Mass Advance of Hourly Time process for the 8/16/20 - 8/31/20 time period.
Thursday, September 3, 2020 @ noon – All IDT vouchers (VT5, VT6, VT7) for FY 19-20 must be routed to the Office of Accounting and Financial Management by noon with an August 2020 voucher date to be included in your August Statement of Account.
Friday, September 4, 2020 @ noon – CSU Transaction Processing Deadline for the August Monthly Mass End Additional Job / Termination Process.
Friday, September 4, 2020 @ 2 p.m. – All VTAs and VTCs applicable to FY 19-20 must be routed to the Office of Accounting and Financial Management by 2 p.m. with an August 2020 voucher date to be included in your August Statement of Account.
Tuesday, September 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 August 31, 2020.
Wednesday, September 9, 2020 – Salary and fringe encumbrance information from Workday for FY 20-21 available in DEFINE.
Wednesday, September 9, 2020 – Allocation Details for salaried employees available for FY 20-21 (after payroll encumbrances run).
Saturday, September 12, 2020 Midnight-Noon – Planned Downtime for the Workday Fall Update.
Wednesday, September 17, 2020 @ 3 p.m. – Time will advance to Timekeepers for the Semi-Monthly Mass Advance of Hourly Time process for the 9/1/20 - 9/15/20 time period.
Workday Fall Update Set for Saturday, September 12
Twice a year, Workday, Inc. issues major updates ensuring UT Austin will always be on the latest Workday version. The Workday Fall Update will go into effect on Saturday, September 12, 2020. This update will include changes to Staffing/Onboarding, Recruiting, Time and Absence, Payroll, and general user experience updates. For more information about each change, including screenshots, continue reading What’s New in Workday?
The maintenance window may last up to twelve hours, from midnight to noon on September 12, withWorkday being unavailable during some or all of this time. We encourage users to delay accessing Workday until the update is complete, and the system returns to normal operation. For more information, continue reading Planned Downtime for Workday Fall Update on September 12.
New Cybersecurity Training Requirements for Contactors
University contractors who have access to controlled or confidential information and data are now required by HB 3834 to complete a cybersecurity training program. Colleges, schools, and units (CSUs) who hire contractors are also required to certify that these individuals have completed the required training.
For more information on training options, the certification process, and how to get help, continue reading Contractors with access to controlled or confidential data.
Answers to Common Questions Recently Received by askUS Support
How do I resolve a Hire Date error when converting a Contingent Worker to an Employee?
When converting a Contingent Worker to an Employee, some users report receiving the error, “Select a Hire Date that is after the Contract End Date.” To avoid/resolve this issue, update the Contract End Date field in the End Contract Details section to be one day prior to the hire date. Note that this date is not the end employment date of the nonemployee job, but the date that the employee will no longer be considered a contingent worker. For additional information, view the Convert Contingent Worker to Employee Workday Instructional Guide (WIG).
How can remote workers prevent their home address from showing up in UT Directory?
Some remote workers are reporting their home address appearing as their Office Address in the UT Directory. This happens when workers enter their home address in the Alternate Work Location field of their contact information in Workday. Workers can remove their home address from the UT Directory by updating their Contact Information to remove their home address from the Alternate Work Location field. The Office Address will default to the location that was input during hire or conversion. Note: The default Office Address for remote workers is the address of the State Capitol of their home state. For more information on updating information in the UT Directory, please see the entry Change Information in the University Directory in the askUS knowledge base.
Why does our new hire not have access to the Pay worklet in Workday?
While new hires can begin their onboarding tasks before their first day of work, several tasks such as Payment and Withholding Elections, found in the Pay worklet, only become available on the new hire’s first day of work. For more information on which tasks are available to new hires before their first day of work, review the Onboarding Workday Process Overview (WPO).
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!
Fall Mass Processing Success and Follow-up
Recently, we successfully completed work for the Fall 2020 Student Mass End Employment Date Extensionand Non-Tenure Track (NTT) Transactions mass processes. We offered these mass processes as part of our ongoing effort to reduce the workload of offices across the University during peak processing times. At this time, we encourage CSUs who took advantage of these services to run the report Filled Position Details - RPT0245 with an effective date of 9/1/20 to check the following updated information and confirm the expected results for each affected position in their supervisory organizations:
- Student Mass Extension Process – Updated end employment date and rate
- Non-Tenure Track Process – Employee Contract End Date and Job Profile
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 is intended for those assigned the Security Partner role in Workday. More information
- 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. More information
Virtual Instructor-Led Training (ILT) courses are held via Zoom video conferencing to support the Workday users’ continued learning needs. (Requires registration via UTLearn.)
Currently Scheduled Virtual Classroom Courses
- September 8, 9:00-11:00 a.m. – Workday Advanced Costing ILT
- September 9, 9:00-10:00 a.m. – Job Costing Tool
- September 9, 10:15-11:45 a.m. – Workday Costing Approvals ILT
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.