News from askUS – January 6, 2021

January 5, 2021

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In This Issue:

  • Important Dates and Deadlines
  • There’s Still Time to Go Paperless!
  • Resources to Help You Prepare for Spring 2021
  • New EOM Basics Session Coming February 17 
  • Answers to Common Questions Recently Received by askUS Support
  • Recent Updates You Might Have Missed
  • Training Opportunities – Self-Paced or Instructor-Led
  • askUS Release Notes


Important Dates and Deadlines

Wednesday, January 6-13, 2021 – NTT Faculty Mass Process transactions loaded into Workday.

Wednesday, January 6, 2021, at noon – CSU Transaction Processing Deadline for the November Monthly Mass End Additional Job / Termination Process.

Friday, January 8, 2021, by noon – Monthly Mass End Additional Job / Termination Process runs for all fixed-term employees and non-employees positions with an End Employment Date on or before December 31, 2020.

Friday, January 8, 2021 – December 2020 Close (Accounting).

Friday, January 15, 2021, at noon – Submission window closes for the Student Mass End Employment Date Extension Process for hourly and salaried student positions.

Tuesday, January 19, 2021, at 3 p.m. – Time will advance to Timekeepers as part of the Semi-Monthly Mass Advance of Hourly Time process for the 1/1/21 - 1/15/21 time period.

Friday, January 22, 2021, @ 1 p.m. – October 2020 Mass Advance of unsubmitted and in-progress time to Timekeepers for review/approval.


There’s Still Time to Go Paperless!

Due to the ongoing pandemic, UT encourages all employees to opt-out of receiving paper tax forms. Electronic copies of Form W-2 and Form 1095-C will be available securely via Workday. You can change your printing elections for both W-2 and 1095-C forms to electronic only by following these instructions on the Workday@UT website. Remember – You only need to opt-out once. Your 2020 printing election will be remembered for 2021 and beyond!


Resources to Help You Prepare for Spring 2021

askUS Support Extended Hours

From January 4-29, 2021, askUS Support will be available via phone or email from 7:30 a.m. - 5:30 p.m. to ensure that departments receive the support they need during the busy period at the start of the spring semester.

Helpful HR/Payroll Reports for Spring 2021

The Helpful HR/Payroll Reports for Spring 2021 contains 20 reports broken down into key areas and includes report definitions, roles authorized to run each report, and useful tips when available. Areas covered include HR-related processes, Compensation and Costing, Timekeeping, and Onboarding. Looking for financial reports? Check out the Financial Reports portal.

For more information and resources, visit the Preparing for Spring 2021 webpage.


New EOM Basics Session Coming February 17

askUS Training will host Electronic Office Management (EOM) Basics on Wednesday, February 17, 2021, from 9-11 a.m. to kick off the Spring 2021 training schedule. This session will review select UT accounting concepts and cover the basic terms and concepts of the EOM system, including how the EOM is used to authorize access to *DEFINE and FRMS. Participants must hold the EOM Manager or Delegate role before registering for this course. Last offered in March 2020, all new EOM managers and delegates are encouraged to attend. For more information, visit the Financial Systems Training Sessions webpage.


Answers to Common Questions Recently Received by askUS Support

What do I do if a student employee is changing from a Work-Study job profile?

When moving a student employee from one manager to another (changing supervisory organizations), you may use the Change Job business process to move the worker to/from a Work-Study job profile. For more information, including how to changes within a supervisory organization, continue reading Converting to or from a Work-Study Job Profile. For related student employment topics, check out these entries in the askUS Knowledge Base:

How do I assist a worker who can’t access their tax forms in Workday?

Depending on the form, they will need to contact either HRSC (Form 1095-C) or Payroll Services (Form W-2) for assistance. While askUS Support is always ready to assist with HR/Payroll and Financial systems questions, some issues require specialized help from the Human Resource Service Center (HRSC) or Payroll Services. For more information, continue reading Common Issues that Require HRSC or Payroll Services to Resolve.

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.

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!


Recent Updates You Might Have Missed

Allocation Details Enhancements Now Available – The Allocation Details website received updates in late 2020, including enhanced filtering options and updated detail views.

Half-Month Salary Proration Reminder – Affected positions that end 1/15/2021 for fall or begin 1/16/2021 for spring will receive half of the month's salary instead of the standard days-worked proration.

Send Back Notifications Now Available in Workday – Sixteen commonly used business processes now notify initiators when returned using the Send Back feature.

Using the REIMB Field on VP2 or VPE – The REIMB field on VP2 and VPE payment documents in DEFINE indicates whether or not the payment voucher is a reimbursement for out-of-pocket expenses to an employee or UT student.


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. (No registration required to begin learning.)

  • Workday for Security Partners – Training intended for those assigned the Security Partner role in Workday.
  • Workday Fundamentals – Training designed for individuals who have a Workday security role that supports workers or an analyst role with the ability to view data. 

Virtual Instructor-Led Training (ILT) courses are held via Zoom video conferencing to support the Workday users’ continued learning needs. (Requires registration via UTLearn.)


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.



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