In This Issue:
- University FTE No Longer Available on Some Reports starting August 1
- Important Dates and Deadlines
- Fiscal Year-End Resources
- Preparing for Fall 2024 Resources
- Reporting Resources
- Transfer Current Workers for a Smooth Transition
- You asked US! – Answers to Common Questions
- Training Opportunities – Self-Paced or Instructor-Led
- askUS Release Notes
University FTE No Longer Available on Some Reports Starting August 1
On August 1, the University FTE field and data will be removed from the Allocation Details website and the Employee Base Compensation – D0003 visualization. To learn more about accessing University FTE information, continue reading University FTE No Longer Available on Some Reports Starting August 1.
Important Dates and Deadlines
Friday, August 2 at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for July 16-31.
Wednesday, August 7 at noon – CSU Transaction Processing Deadline for the Monthly Mass EAJ/Term Process, which runs Friday, August 9.
Wednesday, August 14 – CSU Transaction Processing Deadline for the 1st Fall AGS Mass Termination Process, which runs on Friday, August 16.
Monday, August 19 at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for August 1-15.
Tuesday, August 20, at 5 p.m. – Workday — Monthly Employees — Business Process Routing Deadline for the September 1 payday.
Wednesday, August 21, at 5 p.m. – Scholarship Voucher (SS1) processing deadline.
Thursday, August 22, at 5 p.m. – VOUCHER PROCESSING DEADLINE FOR ALL VP DOCUMENTS.
Thursday, August 22, at 5 p.m. – Workday — Monthly Employees — One-Time Payment Routing and HCM Final Approval Deadline for the September 1 payday.
Friday, August 23 at 1 p.m. – Prior Period Mass Advance of Time for the May 2024 time-entry lock on August 31.
Wednesday, August 28 – CSU Transaction Processing Deadline for the 2nd Fall AGS Mass Termination Process, which runs on Friday, August 30.
Thursday, August 29 – Submission deadline for UT Market orders (PBUs) over $15k
Thursday, August 29, at 5 p.m. – Workday — Hourly Employees — Business Process Routing Deadline for the September 6 payday.
Friday, August 30 – Submission deadline for Prime Source (PBUs, PBOs) under $15k.
Tuesday, September 3 at noon – Deadline for completion of Costing Allocation Changes for FY 23-24.
Tuesday, September 3 at 3 p.m. – Semi-Monthly Mass Advance of Hourly Time for August 16-31.
Tuesday, September 3, at 5 p.m. – Workday – Hourly Employees – One-Time Payment Routing and HCM Final Approval Deadline for the September 6 payday.
Wednesday, September 4 at noon – Mass End Employment Date Extension Process submission window closes.
Wednesday, September 4 at noon – CSU Transaction Processing Deadline for the Monthly Mass EAJ/Term Process, which runs Friday, September 6.
View All Processing Deadlines for Fiscal Year-End 2023-24
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 2023-24 to 2024-25. 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 2023-24 – A collection of FYE deadlines covering voucher processing, purchasing, scholarship processing, inventory, payroll deadlines, and more.
- Tips for the New Fiscal Year 2024-2025 – A collection of tips to help *DEFINE users move from FY 2023-24 to 2024-25.
- Encumbrance Availability Update for 2024-25 – Workday will post salary and fringe information for 2024-2025 to DEFINE on September 6.
- Introduction to the Fiscal Year-End Process (pptx) – Presentation for members of the UT community who are new to the FYE process.
Preparing for Fall 2024 Resources
The Preparing for Fall 2024 webpage contains important dates and resources to assist departments involved in HR processing for fall. Topics covered include mass processes, academic and student employment, onboarding, reporting, and training.
The Mass End Employment Date Extension Process is available until Wednesday, September 4 at noon for Hourly and Salaried Student positions. In addition to extending the end employment date, offices can make changes to Scheduled Weekly Hours, Compensation, Business Title, and Position Title through this process.
Highlighted Resources and Reminders
- Transitioning AGS and Fellows from Summer to Fall Jobs
- FAQs about new Student Employment Dates
- Faculty and Graduate Student Worker Appointment Date Changes
- Avoid potential issues by using Change Job to extend positions
- Reminder to Extend AGS Employees Before the AGS Mass Termination Process
Reporting Resources
- The Workday Report of Reports – 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.
Transfer Current Workers for a Smooth Transition
In Workday, when a current worker will finish a job one day and then begin a new job the following day, for example, when a worker's current job ends on 10/31, and their new job begins on 11/1, using the Job Change Transfer process is the best option for a smooth transition between jobs. To learn more, continue reading Transfer Current Workers for a Smooth Transition.
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 2024-2025.
You can 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 6-7 – Workday Hire and Onboarding
- August 13-14 – Workday Multiple Jobs/Additional Work
- September 3-4 – Workday Hire and Onboarding
- September 10-11 – Workday Recruiting
- September 17-18 – Workday Changes During Employment
- September 24-25 – 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.