In This Issue:
- Important Dates and Deadlines
- Resources for Fiscal Year-End and Fall Start-Up
- Financial Training Updates
- Flexible Work Arrangement (FWA) Documents in Workday
- Time Entry Locks Removed from Payroll Deadlines in Workday
- Answers to Common Questions Recently Received by askUS Support
- Database Maintenance Planned for Sunday, August 29
- Training Opportunities – Self-Paced or Instructor-Led
- askUS Release Notes
Important Dates and Deadlines
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)
Monday, August 23 at 5 p.m.
- Outgoing Wires and Foreign Drafts Deadline.
- Routing deadline for One Time Payments for Monthly employees. (9/1 payday)
- Final approval deadline for all HCM transactions for Monthly employees. (9/1 payday)
Tuesday, August 24, 2021
- 1 p.m. – Prior Period Mass Advance of Time for May 2021.
- 5 p.m. – Deadline for submitting reimbursement for petty cash funds (processed on VP2).
- 5 p.m. – Final approval deadline for all payment vouchers (VP documents).
Thursday, August 26, 2021
- August ProCard transaction approved deadline for FY 20-21.
- 5 p.m. – Approval deadline for all SS1 documents.
Friday, August 27, 2021 – Submission deadline for UT Market (PBU documents) over $15,000.
Tuesday, August 31, 2021
- Submission deadline for Prime Source (UT Market / Point Plus) PBO & PBU documents less than $15,000.
- noon – Deadline for costing allocation changes in Workday for FY 20-21.
- 4:30 p.m. – Bursar's Office deadline for cash receipts (VC documents).
- 5 p.m. – Routing deadline for Workday Business Processes for Hourly employees. (9/7 payday)
- 10 p.m. – Prior Period Time Entry Lock for May 2021.
Thursday, September 2, 2021
- 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for 8/15/21 - 8/31/21.
- 5 p.m. – Routing deadline for One Time Payments for Hourly employees. (9/7 payday)
Friday, September 3, 2021
- Noon – Deadline for routing all Interdepartmental Transfer (IDT) vouchers (VT5, VT6, VT7) applicable to FY 20-21 to AFM.
- 2 p.m. – Deadline for routing Requests for Transfers of Funds (VTA, VTC) applicable to FY 20-21 to AFM.
- 5 p.m. – Deadline for placing departmental service dates and codes on FY 20-21 transactions for the roll forward document.
- 5 p.m. – August will close after 5 p.m. Balance forward documents will be processed Sept. 4-6.
Sunday, September 5, 2021, at noon – Salary clearing accounts must be fully allocated by departments and returned to SPAA for final approval.
Tuesday, September 7, 2021 – Salary and fringe encumbrance information for 2021-22 available in *DEFINE.
Wednesday, September 8, 2021, at noon
- Submission window closes for the Mass End Employment Date Extension Process.
- CSU Transaction Processing Deadline for the Monthly Mass EAJ/Term Process, which runs September 10.
Friday, September 10, 2021, at 2 p.m. – Deadline for submitting support for all Departmental entries to AFM.
Resources for Fiscal Year-End and Fall Start-Up
The Fiscal Year-End Resources entry in the askUS Knowledge Base provides links to fiscal year-end resources, including an overview of the UT fiscal year, processing deadlines, DEFINE tips, Code Schemes, and more.
The Preparing for Fall 2021 webpage contains important dates, links to mass processing guidance, training, and other resources to help processing offices prepare for fall hiring and employment changes.
Financial Training Updates
Financial Fundamentals Self-Paced Learning
The new 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.
Fiscal Year-End Information Session Recap
If you missed the recent Fiscal Year-End info session or would like to review the content covered, the presentation and session recording are now available.
- Presentation (UT Box)
- Recording (Zoom video)
Electronic Office Management (EOM) Basics
September 28, 2021 (9-11 a.m.)
The Electronic Office Management (EOM) Basics session reviews select UT accounting concepts and covers the basic terms and concepts of the EOM system, including how the EOM is used to authorize access to *DEFINE and FRMS. Learn more.
Flexible Work Arrangement (FWA) Documents in Workday
HR roles can now upload approved FWA documents into Workday for workers they support. For instructions on uploading and viewing FWA documents in Workday, refer to Upload Flexible Work Documentation in the askUS Knowledge Base.
Time Entry Locks Removed from Payroll Deadlines in Workday
Starting with the upcoming August 17 payroll deadline for the first August Semi-Monthly Pay Period (8/1-8/15), time entry will no longer lock at 5 p.m. Previously, the time period lock prevented time entry from 5 p.m. through 7 p.m. on the following day. To learn more, continue reading Time Entry Locks Removed from Payroll Deadlines in Workday.
Answers to Common Questions Recently Received by askUS Support
How do I use DEFINE across the fiscal year?
If you are going back and forth between the old and new fiscal year, pay attention to the year shown in the DEFINE command line. You can switch between fiscal years, by changing the year in the command line. If you have trouble viewing information or performing a particular task, double-check the fiscal year to ensure you are using the correct one. To learn more about using DEFINE during the fiscal year change-over, continue reading Tips for the New Fiscal Year 2021-2022.
Why is my new employee unable to log in to Workday?
To prevent a new employee from receiving a Workday login error, ensure the Hire process is final approved and Onboarding launched before asking them to log in to Workday and begin onboarding. You can find more detailed information on the Recruiting and Onboarding & I-9 training pages. Additionally, the Onboarding Workday Process Overview (WPO) can help you and your new employee know which tasks they can perform before their first day of work.
Who can copy a department's code scheme into the next fiscal year?
Only an electronic office manager or delegate can copy code schemes. For more information on how to perform this task, continue reading Copying Department Code Schemes.
How can I find out if I have expiring comp time? The report isn't working.
Some employees are reporting receiving an error when attempting to run the Workday report, Compensatory Time Expiring for Worker - RPT0823. While the issue is being investigated, we recommend using the Time Off Results by Period report. To learn how, continue reading, Workaround for Expiring Comp Time Report Errors.
askUS Support Extended Hours
Through Friday, September 10, askUS Support will be available via phone (512-471-8802) or email (askUS@austin.utexas.edu) from 7:30 a.m. - 5:30 p.m.
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.
Database Maintenance Planned for Sunday, August 29
On Sunday, August 29, at 7:30 a.m., ITS will begin a database maintenance cycle which is scheduled to last until Monday, August 30, at 7:30 a.m. While most systems will remain available during the maintenance window, users may experience intermittent disruptions and outages while attempting to use certain services and applications. For a list of affected systems, continue reading Database Maintenance Planned for Sunday, August 29.
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 Fundamentals, Workday for Security Partners, and Financial Fundamentals.
Virtual Instructor-Led Training (ILT) courses are held via Zoom and require registration via UTLearn.
- September 7-8 – Workday Hire and Onboarding (2-part class)
- September 14-15 – Workday Costing (Basics) (2-part class)
- September 17 – Workday Nonemployee & Contingent Worker
- September 21-22 – Workday Changes During Employment (2-part class)
- September 28 – Electronic Office Management (EOM) Basics
- September 28-29 – Workday Recruiting (2-part class)
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 guide. Please subscribe to Release Notes using only your UT email address.