News from askUS - December 1, 2021

November 30, 2021

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In This Issue:

  • Important Dates and Deadlines
  • Preparing for Spring 2022
  • Opt Out of Receiving Paper Tax Forms for 2021
  • Tips for Optimizing the Mass Term Process
  • Recent Website Updates
  • Answers to Common Questions Recently Received by askUS Support
  • Half-Month Salary Proration Reminder
  • The Future of the TXShop Service
  • Training Opportunities – Self-Paced or Instructor-Led
  • askUS Release Notes

Important Dates and Deadlines

Thursday, December 2, 2021, at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for 11/16/21 - 11/30/21.

Wednesday, December 8, 2021, at noon – CSU Transaction Processing Deadline for the Monthly Mass EAJ/Term Process, which runs Friday, December 10

Friday, December 10, at 5 p.m. – Non-Tenure Track (NTT) Faculty Mass Process submission window closes.

Friday, December 17, 2021, at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for 12/1/21 - 12/15/21.

Tuesday, December 21, 2021, at 1 p.m. – Prior Period Mass Advance of Time for the August 2021 time entry lock on December 31.

Thursday, December 23, 2021, at noon – Date of last checks processed in 2020 by AFM using local funds. For more details, see the complete list of End of Year 2021 Payment Processing Deadlines.

Preparing for Spring 2022

The Preparing for Spring 2022 webpage is now available. The page contains important dates and resources to assist departments as they begin HR/Payroll processing for the upcoming spring semester. Topics covered include mass processes, reporting, training, academic and student employment, and onboarding.

Opt Out of Receiving Paper Tax Forms for 2021

Electronic copies of Form W-2 and Form 1095-C will be available in Workday. Unless you opt out, UT will also mail paper forms to your home address. If you have not done so already, please change your printing elections for forms W-2 and 1095-C to electronic only in Workday. Instructions for accessing your tax forms and opting out of printing are available online.

Tips for Optimizing the Mass Term Process

Each month, the Mass End Additional Job/Termination Process (mass term) uses automation to reduce the effort involved in ending jobs in Workday that would otherwise have to be ended manually within a short window of time. Why is this important? Jobs not ended appropriately (unsuccessful transactions) can impact employee benefits and pay, CSU budgets, and resources resulting in extra time and effort. To learn how to help prevent most unsuccessful transactions, continue reading Tips for Optimizing the Mass Term Process

Recent Website Updates

Recently, we released an updated Instructor-Led Training (ILT) webpage. The updated ILT page makes it easier for visitors to find information about individual courses, prerequisites, and registration requirements.

In Workday, the function of the Cancel option may change depending on the screen where you're working. This week's Terminology Talk – Cancel vs. Cancel will help you keep them straight when processing transactions. 

In the latest installment of askUS Answers!What date do I use on a One-Time Payment? provides the lowdown on choosing the correct scheduled payment date for your transaction.

Answers to Common Questions Recently Received by askUS Support

How do I fix the Error You cannot disencumber more than 0.00 on a VP1 Document in *DEFINE?

This error message occurs when funds are disencumbered without also removing the encumbrance transaction line. To learn how to fix this issue, continue reading *DEFINE VP1 Error: You cannot disencumber more than 0.00. If you receive this error on a VP5 document, follow the instructions included in the entry, *DEFINE VP5 Error: You cannot disencumber more than 0.00

During the Hire process, the existing Pre-Hire doesn’t come up in search. What should I do? 

First, verify that the Pre-Hire does exist in Workday. Search for the candidate's EID. Be sure to use the search category People to include terminated workers in the search. To learn more, continue reading Cannot find existing Pre-Hire.

In Electronic Office Management (EOM), how do I link a desk to a view?

If you are an Electronic Office Manager or a delegate, you can link a desk to an authorization (admin) view by following the steps listed in the entry, Link a Desk to a View in the Electronic Office Manager (EOM).

I added the wrong EID to someone in Workday. How do I fix this?

Correcting this issue will depend on whether the hire was successfully completed or if you caught the problem during the pre-hire or recruiting steps. To learn how to fix this situation, continue reading Attached the wrong EID during the Add EID step.

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.

Half-Month Salary Proration Reminder

Salary and Allowance Proration Reminders Teaching Assistants (TAs), Assistant Instructors (AIs), and Faculty (9 Month) follow the 9-month academic calendar based on semester start/end dates. Positions that end 1/15/2022 for fall or positions that begin 1/16/2022 for spring will receive half of the month's salary instead of the standard days-worked proration. To learn more about proration, continue reading Half-Month Salary Proration Reminder.

The Future of the TXShop Service

The askUS TXShop team has announced plans to phase out the TXShop service over the next four years. UT created the TXShop service over ten years ago to fill a campus need for an online payment and event registration service. In the years since more modern solutions have become available and are increasingly being adopted by groups across campus. To learn more, continue reading Announcing plans for the future phase-out of the TXShop service.

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.

Look for the announcement of new UT Financials training sessions in January 2022!

The complete schedule of courses from now through May 2022 is available on 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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