Prior Period Mass Advance of Time

Overview

At the end of each month, time entry for the month that is 3 months earlier will be locked. Once a period locks, only Timekeepers and Central HR will be able to enter or adjust time in the locked period. The Prior Period Mass Advance of Time to the Timekeeper runs at least one week before the last day of the month when the prior period lock happens. See the Schedule and Important Dates at the end of this article. 

Prior Period Mass Advance of Time details

  • Time that is mass advanced to the Timekeeper:
    • Unsubmitted time if time passes all critical validations (no errors)
    • Submitted, In Progress time not sitting with the Timekeeper
  • Unapproved time that is mass advanced to Successfully Completed:
    • Any time submitted by a Timekeeper
    • A Timekeeper’s own time if it passes all critical validations
  • Time that is NOT included in the mass advance:
    • Weeks with no time entered
    • Unsubmitted time that does not pass all critical validations (has errors)
    • Submitted, In Progress Time sitting with the Timekeeper
    • Time Off Requests through Absence

Prior Period Mass Advance of Time Pre & Post Guidance

What to do BEFORE the Prior Period Mass Advance of Time process runs

  • Use the following reports to monitor your College, School, or Unit (CSU) for time completion. For your convenience and to ensure that all workers with outstanding time are captured, these reports are run weekly and saved on UT Box at https://utexas.box.com/s/gutc3ax3gelzvomzozntkyzc58owoug4
Status of Time Week / Time Event  Report Name Details
No time entered / Missing No Timesheet Entered Report - RPT0153 (see Box folder below) This report returns one week at a time. All weeks for the upcoming prior period lock are saved to Box.
Unsubmitted / Created Unsubmitted Time and Time Off Report - RPT0235 (see Box folder below) This report returns six weeks at a time and all weeks for the upcoming prior period lock are saved to Box.
In Progress / Pending

Successfully Completed / Final Approved

In Progress and Approved Time Events - RPT0791 Run this report to view submitted time events.
Deleted Time Blocks Timesheet Status Detail – RPT0378 Run this report as a final check for deleted time blocks that need to be submitted. Approved time blocks that are then deleted create unsubmitted time. This scenario does not appear on the Unsubmitted Time report.
  • Reviewing the UT Box Reports
  • Link: https://utexas.box.com/s/gutc3ax3gelzvomzozntkyzc58owoug4
  • No Timesheet Entered Report - RPT0153
    • Use columns H-I to filter by your CSU and/or Supervisory Org
    • Use column M to filter by Pay Rate Type (Hourly or Salary)
  • Unsubmitted Time and Time Off Report - RPT0235
    • Use columns J-K to filter by your CSU and/or Supervisory Org
    • Use column O to filter by Pay Rate Type (Hourly or salary)
  • Fresh runs of the reports will be uploaded weekly, typically on Wednesdays
  • When these reports are run by a CSU, they may not accurately report on transferred workers or workers who terminated from a sup org that is now inactive. Please use the Box versions of these reports for accurate reporting.

What to do AFTER the Prior Period Mass Advance of Time process runs

  1. Check for any missing or unsubmitted time that did not get mass advanced.
  2. Review, correct, and approve the time.

Schedule and Important Dates

The Prior Period Mass Advance of Time process will run at least one week before the period locks.

Note: The Nov-2020 dates have been rescheduled to March, along with Dec-2020, in response to the University closure due to severe weather in mid-February.

Period 
to be Locked
Mass Advance Date Lock Date
May-Jun 2020 9/23/2020 9/30/2020
Jul-2020 10/23/2020 10/31/2020
Aug-2020 11/11/2020 11/30/2020
Sep-2020 12/11/2020 12/31/2020
Oct-2020 1/22/2021 1/31/2021
Nov-2020 3/24/2021 3/31/2021
Dec-2020 3/24/2021 3/31/2021
Jan-2021 4/23/2021 4/30/2021
Feb-2021 5/21/2021 5/31/2021
Mar-2021 6/23/2021 6/30/2021
Apr-2021 7/23/2021 7/31/2021
May-2021 8/24/2021 8/31/2021