In This Issue:
- Important Dates and Deadlines
- Preparing for Spring 2023 Resources
- Report of Reports Now Available in Workday
- Candidate Reactivation in Workday
- EOM Basics and Beyond Video Series
- Financial Document ID Changes for 2023
- Reminder: Payment Processing Deadlines
- You asked US! – Answers to Common Questions
- ICYMI: Add Your Phonetic Name Pronunciation in Workday
- Opt-Out of Receiving Paper Tax Forms for 2022
- Lock and Key Services Location and Request Process Changes
- UT System Rate Increase for some Travel Transaction Fees
- Training Opportunities – Self-Paced or Instructor-Led
- askUS Release Notes
Important Dates and Deadlines
Monday, December 19 at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for 12/1/22 - 12/15/22.
Wednesday, December 21 at 1 p.m. – Prior Period Mass Advance of Time for the September 2022 time-entry lock on December 31.
Thursday, December 22 at noon – End of Year 2022 Payment Processing Deadline
Tuesday, January 3 at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for 12/16/22 - 12/31/22.
Wednesday, January 4 at noon – CSU Transaction Processing Deadline for the Monthly Mass EAJ/Term Process, which runs Friday, January 6.
Wednesday, January 11 at noon – CSU Transaction Processing Deadline for the First January AGS Monthly Mass EAJ/Term Process for the Academic Graduate Student population, which runs on Friday, January 13.
Wednesday, January 11 at noon – The submission window closes for the Mass End Employment Date Extension Process.
Tuesday, January 17 at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for 1/1/23 - 1/15/23.
Preparing for Spring 2023 Resources
The Preparing for Spring 2023 webpage contains important dates and resources to assist departments in preparing for HR processing in support of the upcoming spring semester. Topics covered include mass processes, academic and student employment, onboarding, reporting, and training.
Reminder: The Mass Extension submission window is still open!
The Mass End Employment Date Extension Process runs until Wednesday, January 11, 2023, at noon.
Report of Reports Now Available in Workday
Workday users can now use UT Custom Reports Search - RPT0961 to search the potentially hundreds of custom reports accessible to users based on the roles they hold in Workday. The new report makes finding the report you need easier by providing an interface to search by category and keyword. To learn more, continue reading Report of Reports Now Available in Workday.
Candidate Reactivation in Workday
A recent update to Workday now allows Recruiters and HR Executives to reactivate a candidate's job application if the candidate was previously declined or withdrew for any reason. This change means Recruiters and HR Executives no longer need to contact HRSC to perform this action. For more information, continue reading Recruiters and HR Executives can now Reactivate Candidates in Workday.
EOM Basics and Beyond Video Series
The EOM Basics and Beyond video series is now available to assist beginners and experienced Electronic Office Management (EOM) managers and delegates. The series covers the basic concepts surrounding setting up an electronic office before diving into some of the more complex nuances of Electronic Office Management. For a complete list of topics and to access the series, continue reading EOM Basics and Beyond Video Series.
Financial Document ID Changes for 2023
Many of you may notice that Document IDs reset and change every January. Beginning in 2023, the reset will be different than in the past. The Document ID letter/number sequence pattern will change for the calendar year 2023. This change will not affect how financial systems create documents or document IDs. To learn more, continue reading Financial Document ID Changes for 2023.
Reminder: Payment Processing Deadlines
The Accounting and Financial Management (AFM) will process the last checks in 2022 using local funds at noon on Thursday, December 22, 2022. For more information about End of Year deadlines, continue reading End of Year 2022 Payment Processing Deadlines in the askUS knowledge base.
You asked US! – Answers to Common Questions
After a holiday, why do hourly non-benefits eligible staff have unpaid holiday time on their timesheets?
Workday automatically adds Unpaid Holiday hours to timesheets to assist managers and timekeepers with noting the holiday when reviewing timesheets. If staff members worked during a holiday, they should enter hours worked as usual. For more information, continue reading Unpaid Holiday Time in the askUS Knowledge Base or refer to the Employee Resources help page for assistance with time entry.
How do I disencumber the remaining funds on a PO in POINT Plus?
In POINT Plus, when the original purchase order (PO) and final invoice do not match, any remaining funds may need to be disencumbered manually by processing a correction for the original PO. To do this, follow the steps in the askUS Knowledge Base entry Disencumber Funds on a POINT Plus PO, which covers multiple scenarios.
Why can't a new worker who starts in two weeks upload their I-9 documents?
While new workers can complete many onboarding tasks before their first day, some tasks depend on their actual start date. Be sure to communicate this to new workers with future-dated hires so they don't get tripped up by date-related issues. To learn more, continue reading Onboarding Gotchas that can Trip-up Future-dated Hires.
ICYMI: Add Your Phonetic Name Pronunciation in Workday
UT employees can now add a phonetic pronunciation key to their name in Workday using the Change My Name Pronunciation task. To learn more, continue reading New – Phonetic Name Pronunciation Feature Available in Workday.
Opt-Out of Receiving Paper Tax Forms for 2022
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 already done so, 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.
Lock and Key Services Location and Request Process Changes
The Lock and Key Services (LKS) office in the Service Building (SER) is permanently closed to make way for new construction. The LKS customer service center is now open in a temporary location until the Summer of 2023. Additionally, LKS is no longer accepting hand-carried paperwork. A new electronic process is now available for key requesters to email their requests to LKS and receive a notification when their keys are ready for pickup. More information, including a map of the new location, is available on the LKS webpage.
UT System Rate Increase for some Travel Transaction Fees
UT System recently granted the university's travel providers a one-year extension through September 30, 2023, pending a bidding process to select new providers in 2023. The one-year renewal includes a 75-cent increase on all full-service transaction fees effective December 15, 2022. The rate increase excludes online transaction fees. For more details, see the December 1, 2022- September 30, 2023 Travel Supplier Transaction Fees document. For more information, visit Travel Management Services.
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.
Virtual Instructor-Led Training (ILT) courses are held via Zoom and require registration through UTLearn.
- January 10-11 – Workday Hire and Onboarding
- January 17-18 – Workday Changes During Employment
- January 24-25 – Workday Costing (Basics)
- February 7-8 – Workday Hire and Onboarding
- February 14 – Workday Costing (Advanced)
- February 15 – Workday Job Costing Tool (JCT)
For a complete listing of ILT for Spring 2023, 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.