In This Issue:
- Important Dates and Deadlines
- Fiscal Year-End Resources
- Prep for Fall 2025 Resources
- Reporting Resources
- Recent Financial Systems Enhancements
- Archiving Departmental and Accounting Transactions
- UT Market: Planned Maintenance Scheduled
- You asked US! – Answers to Common Questions
- Training Opportunities – Self-Paced or Instructor-Led
- askUS Release Notes
Important Dates and Deadlines
Monday, August 4 at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for July 16-31.
Wednesday, August 6 at noon – CSU Transaction Processing Deadline for the Monthly Mass EAJ/Term Process, which runs Friday, August 8.
Tuesday, August 19 at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for August 1-15.
Tuesday, August 19, at 5 p.m. – Workday — Monthly Employees — Business Process Routing Deadline for the September 1 payday.
Wednesday, August 20, at 5 p.m. – Scholarship Voucher (SS1) processing deadline.
Thursday, August 21, at 5 p.m. – VOUCHER PROCESSING DEADLINE FOR ALL VP DOCUMENTS.
Thursday, August 21, at 5 p.m. – Workday — Monthly Employees — One-Time Payment Routing and HCM Final Approval Deadline for the September 1 payday.
Friday, August 22 at 1 p.m. – Prior Period Mass Advance of Time for the May 2025 time-entry lock on August 31.
Wednesday, August 27 at noon – CSU Transaction Processing Deadline for the August AGS Mass Termination Process, which runs on August 29.
Thursday, August 28, at 5 p.m. – Workday — Hourly Employees — Business Process Routing Deadline for the September 6 payday.
Thursday, August 28 – Submission deadline for UT Market orders (PBUs) over $15k
Friday, August 29 – Submission deadline for Prime Source (PBUs, PBOs) under $15k.
Tuesday, September 3, at noon – Workday – Hourly Employees – One-Time Payment Routing and HCM Final Approval Deadline for the September 6 payday.
Tuesday, September 2 at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for August 16-31.
Wednesday, September 3 at noon – Deadline for completion of Costing Allocation Changes for FY 24-25.
Wednesday, September 3 at noon – CSU Transaction Processing Deadline for the Monthly Mass EAJ/Term Process, which runs Friday, September 5.
Wednesday, September 3 at noon – The Mass End Employment Date Extension Process submission window closes for fall 2025.
All mass processing dates are available via list view or calendar view.
Fiscal Year-End Resources
The askUS Knowledge Base provides resources to help ensure a smooth transition from Fiscal Year 2024-25 to 2025-26. Available FYE resources include:
- Fiscal Year-End Resources – Links to commonly used FYE resources in the askUS Knowledge Base.
- Processing Deadlines for Fiscal Year-End 2024-25 – A collection of FYE deadlines covering voucher processing, purchasing, scholarship processing, inventory, payroll deadlines, and more.
- Tips for the New Fiscal Year 2025-2026 – A collection of tips to help *DEFINE users move from FY 2024-25 to 2025-26.
- Encumbrance Availability Update for 2025-26 – Workday will post salary and fringe information for 2025-2026 to DEFINE on September 5.
- Introduction to the Fiscal Year-End Process (pptx) – Presentation for members of the UT community who are new to the FYE process.
Prep for Fall 2025 Resources
The Preparing for Fall 2025 webpage contains important dates and resources to assist departments preparing for HR processing ahead of the upcoming fall semester.
Mass Processes for Fall 2025
- Mass End Employment Date Extension Process – Monday, July 14 until Wednesday, September 3, at noon.
- CSU Transaction Processing Deadline for the August AGS Mass Termination Process – Wednesday, August 27, 2025, at noon. The process will run on Friday, August 29, for applicable positions with an end employment date of August 15 or earlier.
Additional Resources and Reminders
- Transitioning AGS and Fellows from Summer to Fall Jobs
- Student Employment FAQs
- Avoid potential issues by using Change Job to extend positions
- Reminder to Extend AGS Employees Before the AGS Mass Termination Process
- Transfer Current Workers for a Smooth Transition
Reporting Resources
- Find a Specific Workday Report – Workday users can use UT Custom Reports Search - RPT0961 to search for custom reports accessible based on the roles they hold in Workday.
- Helpful Reports List for Semester Start – An annotated list of reports to help offices prepare for semester startup employment processing and information review.
- Financial Reports Landing Page – Links to Salary and Payroll reports, such as Allocation Details and General Accounting Reports, including the Detailed Account Balances (GB2) report.
- Financial Transaction Guidance – Links to financial reports guidance documentation.
- Workday Reporting Resources – Additional reporting resources, including data visualizations and ERP Reports.
Recent Financial Systems Enhancements
- Multiple-recipient SS1s in FRMS – FRMS now allows the creation of multiple-recipient SS1 documents to create more streamlined scholarship processing workflow.
- eDocs Enhancements – Additional eDocs features are now available when approving DEFINE documents on the web.
- Financial Navbar Update – The DEFINE Inbox icon in the Financial Navbar now displays a numeric indicator showing how many documents require action in your Electronic Document Inbox.
Archiving Departmental and Accounting Transactions
Maintenance performed on financial systems in early July included the archiving of departmental and accounting transactions for years prior to fiscal year 2015-16. To learn more about the reasons for and impacts of this effort, continue reading Archiving Departmental and Accounting Transactions.
UT Market: Planned Maintenance Scheduled
UT Market will undergo standard infrastructure maintenance over the last weekend of August 2025. The maintenance window will run from Friday, August 29 at 6 p.m. through Monday, September 1, at 10 p.m. UT Market will be unavailable during the maintenance window and users will receive an error when attempting to access the site.
You asked US! – Answers to Common Questions
Why can't my new employee log in to Workday and begin onboarding?
The Hire process must be final approved, and Onboarding launched before a new employee can log into Workday to begin onboarding. Once they can access Workday, the Onboarding Workday Process Overview (WPO) will help you and your new employee know which tasks they can perform before their first day of work. For more information, continue reading Onboarding Gotchas that can Trip up Future-dated Hires.
Who can copy a department's code scheme into the next fiscal year?
Only an electronic office manager or delegate can copy code schemes. For more information on performing this task, continue reading Copying Department Code Schemes.
We hired a worker for a position, but they ended up not starting. What do I do?
You can take action to resolve this situation by following the No Call/Never Worked Workday Instructional Guide (WIG). For more information, continue reading Using "No Call/Never Worked" Reason for Termination.
How do I use DEFINE across the fiscal year?
If you move back and forth between the old and new fiscal year, pay attention to the year shown in the DEFINE command line. You can switch between fiscal years by changing the year in the command line. If you have trouble viewing information or performing a particular task, double-check the fiscal year to ensure you use the correct one. To learn more about using DEFINE during the fiscal year change-over, continue reading Tips for the New Fiscal Year 2025-2026.
Find answers to many more frequently asked questions in the askUS Knowledge Base.
Training Opportunities – Self-Paced or Instructor-Led
askUS Self-Paced Learning allows users to access training at their own pace and convenience.
Virtual Instructor-Led Training (ILT) courses are held via Zoom and require registration through UTLearn.
- August 5-6 – Workday Hire and Onboarding
- August 12-13 – Workday Multiple Jobs/Additional Work
- September 9-10 – Workday Hire and Onboarding
- September 16-17 – Workday Recruiting
- September 23-24 – Workday Changes During Employment
- Sept 30-Oct 1 – Workday Costing (Basics)
Visit the Upcoming Instructor-Led Training (ILT) events list for a complete schedule of available ILT courses.
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.