News from askUS - July 21, 2021

July 20, 2021

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In This Issue:

  • Important Dates and Deadlines
  • The Preparing for Fall 2021 Webpage is Live
  • Avoid potential issues by using Change Job to extend positions
  • ICYMI – Processing Deadlines for Fiscal Year-End 2020-21
  • Recent Updates Improve I-9 and Onboarding Processes
  • Answers to Common Questions Recently Received by askUS Support
  • Training Opportunities – Self-Paced or Instructor-Led
  • askUS Release Notes

Important Dates and Deadlines

Friday, July 23, 2021, at 1 p.m. – Prior Period Mass Advance of Time for April 2021.

Friday, July 30, 2021, at 5 p.m. – Submission deadline for the NTT Faculty Mass Process for fall 2021.

Saturday, July 31, 2021, at 10 p.m. – Prior Period Time Entry Lock for April 2021.

Monday, August 2, 2021 – Submission window opens for the Fall 2021 Mass Extension Process

Tuesday, August 3, 2021, at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for 7/16/21 - 7/31/21.

Wednesday, August 4, 2021, at noon – CSU Transaction Processing Deadline for the Monthly Mass End Additional Job / Termination Process.Friday, August 6, 2021 – Monthly Mass End Additional Job / Termination Process runs for August.

Friday, August 6, 2021 – Submit tag data to Inventory Services for updating records with barcode information.

Monday, August 9, 2021 – CSUs are authorized to begin FY 21-22 Encumbrances for Goods and Services.

View Processing Deadlines for Fiscal Year-End 2020-21 for a complete list of available FYE dates.

The Preparing for Fall 2021 Webpage is Live

The Preparing for Fall 2021 webpage contains important dates, links to guidance, training, and other resources to help processing offices prepare for fall hiring and employment changes. 


Non-Tenure Track (NTT) Faculty Mass Process assists offices that manage NTT Faculty contracts by centrally processing Renew, Inactivate, and Reactivate transactions prior to the start of the fall semester. The submission window closes Friday, July 30 at 5 p.m. 

The Mass End Employment Date Extension Process will run from Monday, August 2 through Wednesday, September 8 at noonFor Fall 2021, the Mass Extension Process will include nonemployees. In addition to extending the end employment date, this process can also update Scheduled Weekly Hours, Business Title, and Position Title.

Reporting resources include the Helpful Reports List for Fall, which provides an annotated list of reports that may be helpful for offices preparing for fall semester startup employment transactions or needing to review after the start of the Fall semester.

Instructor-Led Training (ILT) Schedule for Fall 2021 – View the complete ILT course schedule for fall on the Upcoming Instructor-Led Training (ILT) events list.

Avoid potential issues by using Change Job to extend positions

While preparing for the Fall semester, remember to use Change Job to complete any necessary extensions for positions ending on or before August 31, 2021. Extending positions expected to continue into the next semester helps workers avoid the adverse effects of a gap in employment, including pay or benefit impacts or disruption in access to university resources. To learn more, continue reading Avoid potential issues by using Change Job to extend positions.

ICYMI – Processing Deadlines for Fiscal Year-End 2020-21

Fiscal Year-End 2020-21 Voucher Processing Deadlines are now available in the askUS Knowledge Base. For more Fiscal Year-End processing deadlines, view Processing Deadlines for Fiscal Year-End 2020-21 in the askUS Knowledge Base. To learn more about Fiscal Year End at UT, check out these Fiscal Year-End Resources.

August 3 (10-11 a.m.) – Fiscal Year-End Processing Information Session provides an informational overview of the fiscal year-end financial process and available resources. The session introduces fiscal year-end processing to anyone new to UT while acting as a review session for experienced attendees.

Recent Updates Improve I-9 and Onboarding Processes

Process improvements are now available in Workday to help streamline Social Security Number (SSN) processing by reducing the need to enter SSNs by hand. To learn more, continue reading Temporary SSN Process Improvements Now Available.

Onboarding Setup and Onboarding now launch automatically when required for a Change Job or Add Job process. This update eliminates the need to contact HR Records directly to launch Onboarding for certain populations. To learn more, continue reading Onboarding improvements remove need to contact HR Records.

Answers to Common Questions Recently Received by askUS Support

I need to update costing allocations for a worker. How do I know what Costing Allocation Level to use?

The correct level depends on if the update is for the worker’s base pay, additional compensation, or budgetary funding. To learn more, refer to Using the Correct Costing Allocation Level in the askUS Knowledge Base or continue reading, Tips for Troubleshooting Common Costing Allocation Issues.

How does a *DEFINE account number get added to Workday as a Cost Center?

As with adding an incidental account to Workday, it depends on whether the account you need to add is a 26 account or not. To learn how to add either a 26 or non-26 account to Workday, continue reading Add a *DEFINE Account Number to Workday as a Cost Center.

How can I find an electronic office’s name?

Visit the Electronic Office Management page in UTDirect and use the Search for Offices selector and search box in the top right corner to search by unit, routing view, or other options to find an electronic office. To learn more, visit Electronic Office Management in the askUS Knowledge Base.

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 Fundamentals and Workday for Security Partners.

Virtual Instructor-Led Training (ILT) courses are held via Zoom and require registration via UTLearn.

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 guidePlease subscribe to Release Notes using only your UT email address. 

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