Mass End Employment Date Extension Process


Next Submission Window – November 29, 2021 – January 14, 2022

The Mass End Employment End Date Extension process will run from November 29, 2021, to noon on January 14, 2022. To prepare, CSUs should run the Mass Extend Template RPT0900 report in Workday.

Overview

This process is to be used to extend the end employment date for workers in the populations noted below only. This process will include the following business processes.

  • Change Job – Used to extend the worker’s end employment date, modify scheduled weekly hours, business title, and position title.
  • Request Compensation Change – For salaried positions, used to extend the compensation end date to match the new end employment date. Update compensation amounts for graduate academic anchor jobs transitioning from summer to the fall semester.
  • Assign Costing Allocation – When applicable, used to extend the costing allocation based on the new end employment date. (See Costing Allocation Section)
Population & Data Accepted Values
Undergraduate/Graduate Students – hourly*

*excludes Work-Study students.

Tutor, Undergraduate Assistant, Undergraduate Research Assistant, Academic Assistant, Graduate Assistant, Student Assistant, Student Associate, Senior Student Associate, Student Technician, Student Camp Worker, Camp Resident Assistant, Non-UT Student Titles
Graduate Students – Salaried Teaching Assistants, Assistant Instructors, Graduate Research Assistants
Nonemployees Nonemployee Titles, Nonemployee Research Titles, Nonemployee Stipend.

This includes all nonemployee job profiles with the exception of A021 - International Affiliate.

Current End Employment Date

The current end employment date must be on or between the dates listed below.

  • Fall Semester: 8/1 and 8/31
  • Spring Semester: 12/1 and 1/15
  • Summer: 5/1 and 5/31
Proposed End Employment Date

The proposed end employment date must be on or after the date listed below.

  • Fall Semester: 9/1
  • Spring Semester: 1/16
  • Summer: 6/1
Proposed Scheduled Weekly Hours Optional. If entered, the proposed scheduled weekly hours must be greater than or equal to 0 and less than or equal to 40. If creating a summer TA/AI anchor job, enter 0 hours.
Proposed Business Title (directory) Optional.
Proposed Position Title (timesheets) Optional.
Proposed Monthly Amount (NOT Prorated by FTE) for Anchor Jobs returning to Paid Status Used to transition a summer anchor job to the fall semester.  Enter the non-prorated amount for fall. Workday will automatically prorate the amount when the mass extension process runs. Please note that since only TA/AIs have anchor jobs, the amount entered here will always be a non-prorated MONTHLY amount.

This processing is available for groups of 10 or more fixed-term workers to extend in either JM or PM Supervisory Organizations.  

Submitted position extensions must be loaded to UTBOX to the applicable CSU Mass Processes folder by the Chief Business Officer or HR Executive of the College, School, or Unit (CSU).

Reasons Why Extensions Won’t Be Processed

If the mass process cannot be run, an error report will be uploaded to UTBOX and a notification will be sent to the person who submitted the spreadsheet.

  • Incorrect Data on Submitted Spreadsheet – Any positions that do not follow the data input rules will cause an error in processing (See Overview).  Also, if columns are removed or if the order of columns is changed, the process cannot be run on the spreadsheet.
  • In Progress Transaction(s) – Any positions that have in-progress staffing transactions (Switch Primary, Add Job, End Additional Job, Change Job, Termination). 
  • Conflicting Transaction(s) – Any positions that have been transferred or terminated since the template was created will create an error in processing.

What to do BEFORE submitting the Mass Extension spreadsheet for processing

  • Run the Mass Extend Template RPT0900 report for the applicable supervisory organization(s) with the Effective as of Date set to today’s date.
    • Use the checkboxes to specify which population(s) to include in the report results
  • Export the report to Excel (using the excel icon next to the report title)
    • Remove the position rows of those that do not need to be extended.
    • Do not remove columns that are included in the report.
    • Do not change the order of the columns that are included in the report.
    • Confirm the positions you are extending have open-ended costing allocations.
    • Enter Proposed Extended End Employment Dates
    • Optional Fields:
      • Proposed Scheduled Weekly Hours
      • Proposed Business Title (Directory)
      • Proposed Position Title (Timesheets)
    • Required for TA/AI Anchor jobs returning to paid status:
      • Proposed Monthly Amount (NOT Prorated by FTE) for Anchor Jobs returning to Paid Status
  • Please check your email inbox or Box notifications for the link to the specific folder for your CSU.
  • Save the completed spreadsheet in the designated CSU UT Box folder.
    • Use the following file name format: <CSU><DATE>_MassExtend Template RPT0900<anything additional>.xlsx
      Example: ENGR_20200501_Mass Extend Template RPT0900_TAs.xlsx

Note:  Submitted position changes must be requested and approved by the Chief Business Officer or HR Executive of the College, School or Unit (CSU). 

What Happens During the Mass Extension Window

  • Chief Business Officer or HR Executive of the College, School or Unit (CSU) uploads spreadsheets with at least 10 or more to their folder in UT Box
  • eBITS team will tag the file with Pending HR review in UT Box
  • Once HR has approved the file for upload, eBITS will change the tag to HR approved
  • Every Monday* during the Mass Extension Window, eBITS will process files marked as HR approved
    • Once a file is processed, it is moved in UT Box to the CSU Processed folder
    • The tag is changed to HR approved and loaded
    • The submitter of the file will receive an email with the results of the load

*due to the volume of files eBITS may extend the processing prior to or beyond Monday.

What to do AFTER your Mass Extension file has been processed

  • Review the error files on UTBox for your CSU
  • Manually process any extensions that could not be done as part of the mass process
    • If you have 10 or more to process and the Mass Extension window is still open you may address the errors and resubmit a spreadsheet with the workers to be extended
  • Monitor student eligibility via the Student Eligibility Reports (SEE)
  • If a transaction generated by this process needs to be rescinded, contact  askUS@austin.utexas.edu following the Rescind Transaction Guidance.

Box file management

  • All files should be loaded to your CSU folder by the Chief Business Officer or an HR Executive
  • Files should be named with <CSU><DATE>_MassExtend Template RPT0900<anything additional>.xlsx
    Example: ENGR_20200501_Mass Extend Template RPT0900_TAs.xlsx
  • Files will be moved to the CSU Processed folder by a member of eBITS after the file is loaded to Workday and the submitter has been notified.  A results file will be uploaded to the Processed file for CSU review as well.

Reviewing Tags in Box

Tag File Location Explanation
<no tag> CSU folder New file, not yet on our radar
Pending HR Review CSU folder File is on our radar and awaiting review & approval by HR.  You may be contacted if there are questions on data in the file
HR Approved CSU folder HR has approved this file and it is in queue to be loaded to Workday.  It will be loaded the Monday following approval
HR Approved and Loaded CSU Processed file eBITS has loaded the file to Workday and the submitter has been notified of the results
Cannot load CSU folder The file cannot be loaded via the Mass Extension process.  See Reasons Why Extensions Won’t Be Processed

Costing Allocation Handling

The following charts outline how costing allocations will be treated when the Mass Extension is processed.  This process will only impact costing at the Worker Position Level.  There are two charts – one to outline the treatment for Grant (26) accounts and the other outlines the treatment for Non-Grant (26) accounts.

Grant (26) Accounts

Positions/Accounts with… Process will…
Costing Allocation has an end date(s) that are already open-ended (no end date) Leave the Costing Allocation as it is currently 
Costing Allocation has an end date(s) after the proposed end employment date Leave the Costing Allocation as it is currently 
Costing Allocation has an end date(s) prior to the proposed end employment date* Make the Costing Allocation end date match the proposed end employment date
Costing Allocation has an end date(s) that matches the current end employment date* Make the Costing Allocation end date match the proposed end employment date

* No costing allocation or end employment date changes will occur if the cost center/account has an expiration date prior to the proposed end employment date.

Non-Grant (26) Accounts

Positions/Accounts with… Then eBITS will…
Costing Allocation has an end date(s) that are already open-ended (no end date) Leave the Costing Allocation as it is currently 
Costing Allocation has an end date(s) after the proposed extend end employment date Make the Costing Allocation open-ended (no end date)
Costing Allocation has an end date(s) prior to the proposed extend end employment date Make the Costing Allocation open-ended (no end date) 
Costing Allocation has an end date(s) that matches the current extended end employment date Make the Costing Allocation open-ended (no end date)

Schedule and Important Dates

Semester First Class Day 1st Semi-Monthly Payroll Deadline Monthly Payroll Deadline Submission Window Start Submission Window End Error Reports and Notifications provided to CSUs
Spring 2022 January 18 January 18, 2022 January 21, 2022 November 29, 2021 January 21, 2022 @ noon Upon completion of the data load to Workday