News from askUS – August 4, 2021

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In This Issue:

  • Important Dates and Deadlines
  • Resources to Help Prepare for Fall 2021
  • Fiscal Year-End Resources in the askUS Knowledge Base
  • NEW – Financial Fundamentals Self-Paced Learning
  • Answers to Common Questions Recently Received by askUS Support
  • Website Update Improves Tuition Payment Experience
  • ICYMI – Avoid potential issues by using Change Job to extend positions
  • Training Opportunities – Self-Paced or Instructor-Led
  • askUS Release Notes

Important Dates and Deadlines

Wednesday, August 4, 2021, at noon – CSU Transaction Processing Deadline for the Monthly Mass End Additional Job / Termination Process.

Friday, August 6, 2021 – Monthly Mass End Additional Job / Termination Process runs for August.

Friday, August 6, 2021 – Submit tag data to Inventory Services for updating records with barcode information.

Monday, August 9, 2021 – CSUs are authorized to begin FY 21-22 Encumbrances for Goods and Services.

Friday, August 13, 2021 – Deadline for submitting certification forms to Inventory Services.

Friday, August 13, 2021 – Deadline for submitting transfer forms to Inventory Services for inclusion in FY 20-21.

Friday, August 13, 2021, at 5 p.m. – Performance Appraisal Mass Transaction Process submission window closes.

Monday, August 16, 2021 – askUS Support extended hours begin for FYE and Fall start-up

Wednesday, August 18, 2021, at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for 8/1/21 - 8/15/21.

Thursday, August 19, 2021, at 5 p.m. – Routing deadline for Workday Business Processes for Monthly employees. (9/1 payday)

Friday, August 20, 2021, at noon – Deadline for submitting Inventory Removal Request (IRR) forms to Inventory Services for inclusion in FY 20-21.

Monday, August 23 at 5 p.m. – Outgoing Wires and Foreign Drafts Deadline

Monday, August 23 at 5 p.m. – Routing deadline for One Time Payments for Monthly employees. (9/1 payday)

Monday, August 23 at 5 p.m. – Final approval deadline for all HCM transactions for Monthly employees. (9/1 payday)

Tuesday, August 24, 2021, at 1 p.m. – Prior Period Mass Advance of Time for May 2021.

Tuesday, August 24, 2021, at 5 p.m. – Final approval deadline for all payment vouchers (VP documents)This is the last day a VP document can be created/final approved for FY 20-21 and included in your August Statement of Account.

Tuesday, August 24, 2021, at 5 p.m. – Deadline for submitting reimbursement for petty cash funds (processed on VP2s), including supporting documentation to OA Document Processing.

Thursday, August 26, 2021 – August ProCard transactions not approved by this date will be posted in the new fiscal year.

Thursday, August 26, 2021, at 5 p.m. ­– Approval deadline for all scholarship vouchers (SS1 documents).

Friday, August 27, 2021 – Submission deadline for UT Market (PBU documents) over $15,000 in value.

Tuesday, August 31, 2021 ­– Submission deadline for Prime Source (UT Market and Point Plus) PBO & PBU documents less than $15,000 in value.

Tuesday, August 31, 2021, at noon – Deadline for costing allocation changes in Workday for FY 20-21.

Tuesday, August 31, 2021, at 4:30 p.m. – Bursar's Office deadline for cash receipts (VC documents).

Tuesday, August 31, 2021, at 5 p.m. – Routing deadline for Workday Business Processes for Hourly employees. (9/7 payday)

Tuesday, August 31, 2021, at 5 p.m. – The Inventory system in *DEFINE closes to updates for FY 20-21.

Tuesday, August 31, 2021, at 10 p.m. – Prior Period Time Entry Lock for May 2021.

View Processing Deadlines for Fiscal Year-End 2020-21 for a complete list of available FYE dates.


Resources to Help Prepare for Fall 2021 

The Preparing for Fall 2021 webpage contains important dates, links to guidance, training, and other resources to help processing offices prepare for fall hiring and employment changes. 

The Mass End Employment Date Extension Process will run through Wednesday, September 8, at noonFor Fall 2021, the Mass Extension Process will include nonemployees. In addition to extending the end employment date, this process can also update Scheduled Weekly Hours, Business Title, and Position Title.

The Performance Appraisal Mass Transaction Process provides those CSUs that do not use the performance appraisal functionality in Workday with the ability to upload Performance Rating and Completion Dates into Workday.  The submission window runs through Friday, August 13, at 5 p.m. 

The Mass Transaction Submission System (MTSS) streamlines performing student Hires and Add Additional Jobs in Workday.

Reporting resources include the Helpful Reports List for Fall, which provides an annotated list of reports that may be helpful for offices preparing to process fall semester employment transactions or needing to review after the start of the Fall semester.

Instructor-Led Training (ILT) Schedule for Fall 2021 – View the complete ILT course schedule on the Upcoming Instructor-Led Training (ILT) events list.


Fiscal Year-End Resources in the askUS Knowledge Base

The following entries are up to date for Fiscal Year-End 2020-21.


NEW – Financial Fundamentals Self-Paced Learning

The Financial Fundamentals self-paced course provides anyone new to UT financial systems with the foundational concepts necessary for performing the tasks of a document initiator, approver, or viewer of financial-related data. While lessons present information at an introductory level, experienced users may find individual lessons helpful as a knowledge refresher. To learn more, visit the Financial Fundamentals Self-Paced Learning page.


Answers to Common Questions Recently Received by askUS Support

askUS Support Extended Hours

From Monday, August 16 through Friday, September 10, askUS Support will be available via phone or email from 7:30 a.m. - 5:30 p.m. to assist you with any Fiscal Year-End and Fall start-up questions.

What is the difference between an End Employment date and a Termination date in Workday?

An End Employment Date is the expected Termination Date while the Termination Date is the actual Termination Date. For more information, continue reading End Employment Dates vs. Termination Dates.

Why can't I enter the last one or two numbers of the document ID in *DEFINE?

This problem occasionally occurs in the Windows-based QWS3270 Secure software used to access applications on the mainframe. To correct the problem, press ESC and then press CONTROL + A or follow the steps in the askUS entry, Last Byte Error.

What effective date should I use when performing a stand-alone Change Organization Assignment in Workday?

Since updating some of the fields in the stand-alone Change Org Assignment process does not directly affect the worker, it is best to go as far back in time as possible to allow other HR processes to happen unimpeded. To learn more, continue reading, Change Organization Assignment and Effective Dates.

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.


Website Update Improves Tuition Payment Experience

Recent updates to the My Tuition Bill website focused on improving the tuition payment experience for UT students by streamlining the tuition payment process. Relying on user experience (UX) research, including surveys, testing, and interviews involving UT staff, students, and parents, allowed the updated site to add new tools to assist students in managing their tuition payments while providing a simpler, mobile-friendly interface. eBITS completed the new My Tuition Bill website to support recommendations by the Tuition Payment Deadline and Funds Flow (TPFF) Working Group, which included stakeholders from across the UT community. Other items on the eBITS Roadmap, including the new Financial Responsibility Statement (FRS) and numerous changes to Student Financial Systems, were also made in support of the working group’s recommendations.


ICYMI – Avoid potential issues by using Change Job to extend positions

While preparing for the Fall semester, remember to use Change Job to complete any necessary extensions for positions ending on or before August 31, 2021. Extending positions expected to continue into the next semester helps workers avoid the adverse effects of a gap in employment, including pay or benefit impacts or disruption in access to university resources. To learn more, continue reading Avoid potential issues by using Change Job to extend positions.


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 FundamentalsWorkday for Security Partners, and Financial Fundamentals.

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

For a complete schedule of classes for Fall 2021, visit the Upcoming Instructor-Led Training (ILT) events list.


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 guidePlease subscribe to Release Notes using only your UT email address. 

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Aug. 3, 2021