News from askUS - January 5, 2022

January 4, 2022

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In This Issue:

  • Important Dates and Deadlines
  • There’s Still Time to Go Paperless!
  • New Mass Term Process Run-Dates for AGS Employees
  • Quick-Links to Remind and Review
  • Answers to Common Questions Recently Received by askUS Support
  • Training Opportunities – Self-Paced or Instructor-Led
  • askUS Release Notes

Important Dates and Deadlines

Wednesday, January 5, at noon – CSU Transaction Processing Deadline for the Monthly Mass EAJ/Term Process for all fixed-term employee and non-employee positions, which runs Friday, January 7

Friday, January 14, at noon – Mass End Employment Date Extension Process submission window closes.

Tuesday, January 18, at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for 1/1/22 - 1/15/22.

Wednesday, January 19, at noon – CSU Transaction Processing Deadline for the First January AGS Monthly Mass EAJ/Term Process for the Academic Graduate Student population, which runs Friday, January 21

Tuesday, January 25, at 1 p.m. – Prior Period Mass Advance of Time for the October 2021 time entry lock on December 31.

Friday, January 28, at noon – CSU Transaction Processing Deadline for the Second January AGS Monthly Mass EAJ/Term Process for the Academic Graduate Student population, which runs Tuesday, February 1.

There’s Still Time to Go Paperless!

Unless you opt out, UT will mail paper W-2 and 1095-C 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 in Workday and opting out of printing are available online. There’s even a short video on accessing your tax forms in Workday. (Part of the askUS Answers! series.)Remember, you only need to opt out once. Your 2021 printing election will be remembered for 2022 and beyond!

New Mass Term Process Run-Dates for AGS Employees

To reduce unintended insurance enrollment changes for Academic Graduate Student (AGS) employees, the Monthly Mass End Additional Job / Termination Process now features additional run-dates at the beginning of the spring, summer, and fall semesters. The additional run-dates will only process terminations and end additional jobs for the AGS population. For help resolving insurance enrollment changes, AGS employees can refer to the Continuing AGS Employees section of the Frequently Asked Questions on the Academic Graduate Student Employee Insurance Options page of the Human Resources website. 

For spring semester AGS run-dates, see the Important Dates and Deadlines section above, visit the mass term process documentation page, or view the full list of mass process dates.

Quick-Links to Remind and Review

To start 2022, we’re sharing a list of links to news and resources you might have missed the first time around or would like to review as we start the new year.

The Preparing for Spring 2022 webpage contains important dates and resources to assist departments in beginning their HR/Payroll processing for the upcoming spring semester. 

When preparing for the spring semester, remember to use Change Job to complete any necessary extensionsfor positions ending on or before January 15, 2022.

Unsuccessful Mass End Additional Job/Termination Process transactions can impact employee benefits and pay, CSU budgets, and resources. These Tips for Optimizing the Mass Term Process can help prevent most unsuccessful transactions, saving time and effort. 

Half-Month Salary Proration Reminder for Teaching Assistants (TAs), Assistant Instructors (AIs), and Faculty (9 Month) positions that end 1/15/2022 for fall or positions that begin 1/16/2022 for spring will receive half of a month's salary instead of the standard days-worked proration.

Review the Fall 2021 Website Enhancements Update to learn about recent updates to make it easier to find online help, documentation, training, and other resources.

We appreciate all the feedback we’ve received about the new Terminology Talk series, and to start 2022 right, here’s a deep dive into UT financial transactions.

With most videos taking only 90 seconds of your time, askUS Answers! are designed for busy people who want to learn how to get the most out of the HR/Payroll and Financial systems they use each day. 

Answers to Common Questions Recently Received by askUS Support

askUS Support Extended Hours for Spring Start-up

Through January 28, askUS Support will be available via phone or email from 7:30 a.m. - 5:30 p.m. to ensure departments receive the support they need during the busy period at the start of the spring semester. 

How do I print a PDF of a payment voucher or coversheet in DEFINE?

For detailed instructions creating a PDF via the application-based mainframe on both PC and Mac, view the askUS entry, Print DEFINE Screens to PDF. If you need to print reports or other information from DEFINE, consider using the Green Output service by ITS.

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 the worker’s 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.

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.

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.

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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