Professional-Track Faculty (PTF) Mass Transactions

Overview

NOTE: We have started the Transition from Non-Tenure Track to Professional-Track Faculty Terminology. Until this process is complete, the terms NTT and PTF may be used interchangeably. 

Before each long semester, this process allows mass processing for the following transactions for Professional-Track Faculty (PTF) in Workday:

• Renew: extends the end date of short-term and fixed contracts that are expiring prior to the start of the semester or for rolling contracts that have an end date in the future with no change to scheduled weekly hours (SWH).
• Inactivate: updates the faculty member’s job profile to Faculty Inactive (F-INA) with zero SWH and a no-pay salary plan to discontinue compensation with a break in service.
• Reactivate: returns the faculty member to their active job profile and assigns designated SWH and a compensation plan when returning from a break in service.
• Privileges: Applies only to 9-mo faculty and is necessary when the academic semester start date is before the effective date of the job. Provides network and library access for faculty members who are being reactivated prior to the effective date of their reactivation for purposes of course planning. 

The following transaction types are not included in the mass processing and must be managed by CSUs on an ad hoc basis. Please reference the Academic Employment Resources section at the bottom of this page for more information and guidance. 

• Renewals that require a change to SWH
• Terminations
• Renewals, Inactivations, or Reactivations for Retired Faculty (CSUs must remove retirees from spreadsheets prior to submission)

To prepare for mass processing, Colleges, Schools, and Units (CSU) download reports from Workday as Excel spreadsheets and enter data to route/upload for approvals.  

There are 2 spreadsheet formats: one for Renew and Inactivate and a second for Reactivate. It is important to strictly follow the spreadsheet formats and meet the deadlines established by eBITS and Academic Personnel Services (APS) for each mass transaction.

CSU Approval via DocuSign

CSUs are required to submit a Renew/Inactivate or Reactivate/Privileges DocuSign form for each type of submission file. CSUs must also upload the final version of the spreadsheet submission to UT Box and attach the same version of the spreadsheet to the DocuSign approval form.

Why upload and attach the spreadsheet?

Uploading submission files to UT Box and attaching them to the DocuSign approval form links the two together to create an audit trail for this process. Instructions for completing the approval steps are included on each DocuSign form.

Important Reminders

• Each spreadsheet submission must be accompanied by a Renew/Inactivate or Reactivate/Privileges DocuSign approval form, depending on the submission type.
• Minimum processing requirements:
  • Renew/Inactivate spreadsheets must contain a minimum of 10 combined renewals and inactivations.
  • Reactivate spreadsheets must contain a minimum of 10 reactivations to be included in the mass process. Records for faculty remaining on the spreadsheet who are not being reactivated do not count toward this minimum.
• CSUs that meet the minimum number of entries per each submission file are encouraged to participate in the mass process. Only initiate standalone BPs in Workday for those transactions that fall outside the scope of processing.
• Inactive faculty do not have privileges (such as network and library access) by default. CSUs that do not meet the minimum number of entries to submit a reactivate spreadsheet should maintain privileges for faculty inactive jobs using the Change Privileges starting point of the Start Job Change process prior to the first day of classes.

Additional Guidelines Regarding Processing and Employee Contracts

• Changes to the contract type for renewals can be loaded by the mass process only if the current contract end date is before the effective date of the renewal. If changing the contract type, CSUs must include a justification in the Remarks column of the spreadsheet.
• Faculty with current contracts that end after the effective date of the upcoming renew/inactivate cycle should not be submitted for inactivation. If inactivation is needed for a faculty member meeting this criterion, consult with APS prior to processing the transaction manually in Workday.
• Rolling Contracts are only eligible for renewal in the mass process and should only be renewed when their future end date aligns with the current renewal period. For example, rolling contracts for 9-mo faculty that end on 05/15/YYYY should be included in spring submission spreadsheets for fall renewal, and rolling contracts that end on 12/31/YYYY should be included in fall submission spreadsheets for spring renewal.

For more information and guidance, refer to the Academic Employment Resources section at the bottom of this page. 

Auditing for Missing/Expired Contracts

In preparation for the mass transactions process, CSUs should audit missing and expired contracts to help ensure accuracy in reporting on the PTF Renew and Inactivate Spreadsheet.

1. Enter RPT0976 in the search box.
2. Select Faculty Positions Missing Contracts – RPT0976 and complete the prompts:

1. Click OK for the report to run.
2. Review report results to identify jobs with missing or expired contracts.

Note: For faculty with multiple positions, the report lists all positions requiring a contract. The Most Recent Contract End Date column can only show a single date, and further research is needed. Review each worker to determine which position is missing a contract.

1. For faculty members identified as having a missing or expired contract, take one of the following actions:
   • Renew the contract for the prior period.
   • Inactivate the faculty job.
   • End the faculty job or terminate the employee.

Reminder: All faculty in active positions in the following populations should have a contract in Workday:

• Professional-Track Faculty (including 0 Scheduled Weekly Hours)
• Retired faculty, including Modified Service or Phased Retirement status, regardless of tenure status at the time of retirement.

Preparing the Renew and Inactivate Spreadsheet

The steps for PTF Renew and Inactivate mass transaction processing are as follows:

1. CSUs run the Faculty Contracts Mass Process Template - RPT0240 in Workday, download to Excel and distribute as needed to reporting departments.

NOTE: For those Colleges, Schools, and Units (CSUs) that have both fixed and rolling contracts, RPT0240 will be run twice, once for the short-term and fixed faculty contracts and once for the rolling faculty contracts. The CSU must combine the two separate reports into one before submitting to APS. See the instructions below for both types.

1. Enter RPT0240 in the search box
2. Select Faculty Contracts Mass Process Template - RPT0240 and complete the prompts:

1. Click OK to run the report.
2. Manually delete retired faculty from the Excel download
   1. Set a filter on the column titles row “Employee is Retired?” column
   2. Select “Yes” for the value
   3. Make note of all workers in this population (retired faculty are managed individually in Workday)
   4. Manually delete rows for all retired faculty.
   5. Reselect the filter dropdown menu for the “Employee is Retired?” column
   6. Select “No” for the value (ensure that this is the only value listed)
3. Enter information into the four empty data-entry columns of the spreadsheet using the following guidance:

NOTE: Do not edit any of the existing report fields, add data to the spreadsheet outside of the four data-entry columns, or adjust the formatting of the spreadsheet.

1. Complete In Progress and Future Dated transactions:
   1. Review the “Staffing BPs In Progress or Completed with Future Effective Date” and “Future Effective In Progress & Completed Contract Events” columns. Before submitting to APS, complete or cancel any business processes with a status of In Progress, as these may cause errors during the upload. Review completed processes with future effective date for impact to the position or contract.
2. Submit the completed spreadsheet for next level review by uploading to your CSU Mass Processes folder.
   1. Only *one* spreadsheet for Renew and Inactivate per college may be submitted to Academic Personnel Services (APS) by the Chief Business Officer or Academic HR Executive of the College, School, or Unit.
   2. A minimum of 10 records is required for the submission to be included in the mass process.
   3. Each spreadsheet submission must be accompanied by an approval form submitted via DocuSign.
   4. APS will review spreadsheets and, once approved, submit finalized versions to the eBITS team.
   5. The eBITS team will then make necessary formatting updates and upload data to Workday.
   6. Any resulting errors are managed between eBITS, APS, and the applicable Academic HR Executive, as needed. Some errors may require individual processing in Workday by the CSU.

Preparing the Reactivate Spreadsheet

The steps for PTF Reactivate mass transaction processing are as follows:

1. CSUs run the Faculty - Not Active Jobs - RPT0813 in Workday, download to Excel and distribute as needed to reporting departments.
   1. Enter RPT0813 in the search box
   2. Select Faculty - Not Active Jobs - RPT0813 and complete the prompts:

1. Click the OK button for the report to run
2. Review the report for required terminations: Identify faculty that will not be returning to active status at the university and end their jobs effective the last day of the prior semester (08/15/20YY or 12/31/20YY) using either the Termination or End Additional Job standalone business processes.
3. Manually delete retired faculty from the Excel download:
   1. Set a filter on the column titles row > filter “Employee is Retired?” column
   2. Select “Yes” for the value
   3. Make note of all workers in this population (retired faculty are managed individually in Workday)
   4. Manually delete rows for all retired faculty
   5. Reselect the filter dropdown menu for “Employee is Retired?” column
   6. Select “No” for the value (ensure that this is the only value listed).
4. Delete all faculty from the spreadsheet who are not being reactivated. Only faculty who are being reactivated should remain on the submission file.
5. Using the following guidance, enter information in the blank data-entry columns for the faculty remaining on the spreadsheet to be reactivated:

NOTE: Do not edit any of the existing report fields, add data to the spreadsheet outside of the eight blank columns, or adjust the formatting of the spreadsheet.

1. Complete in-progress and Future Dated transactions:
   1. Review the “Staffing BPs In Progress or Completed with Future Effective Date” and “Future Effective In Progress & Completed Contract Events” columns. Before submitting to APS, complete or cancel any business processes with a status of In Progress, as these may cause errors during the upload. Review completed processes with future effective dates for impact to the position or contract.
2. Submit the completed spreadsheet for next-level review by uploading it to your CSU Mass Processes folder.
   1. Only one (1) spreadsheet for Reactivate per CSU may be submitted to Academic Personnel Services (APS) by the Chief Business Officer or Academic HR Executive of the CSU.​
   2. A minimum of 10 records is required for the submission to be included in the mass process.
   3. Each spreadsheet submission must be accompanied by an approval form submitted via DocuSign.
   4. APS will review spreadsheets and, once approved, submit finalized versions to the eBITS team.
   5. The eBITS team will then make necessary formatting updates and upload data to Workday.
   6. Any resulting errors are managed between sustainment, APS, and the applicable Academic HR Executive, as needed. Some errors may require individual processing in Workday by the CSU.

Academic Employment Resources

Refer to the following training documentation found on the Academic Employment page for individual processing instructions for Professional-Track Faculty jobs and contracts:

• Manage Professional-Track Faculty – Workday Process Overview
• Renew Professional-Track Faculty – Workday Instructional Guide
• Inactivate Professional-Track Faculty – Workday Instructional Guide
• Reactivate Professional-Track Faculty – Workday Instructional Guide
• Maintain Professional-Track Contract – Workday Instructional Guide
• Termination – Workday Instructional Guide

For questions, contact Academic Personnel Services.