Overview
This page contains links to guidance and resources to assist departments as they prepare for Spring 2022. We will update this page as new information and materials become available.
Mass Processes for Spring
Non-Tenure Track Faculty Mass Transactions
Non-Tenure Track (NTT) Faculty Mass Process will assist offices that manage NTT Faculty contracts by centrally processing Renew, Inactivate, and Reactivate transactions prior to the start of the spring semester. The submission window will run from Monday, November 29 to Friday, December 10, at 5 p.m.
Mass Extension Process
The Mass End Employment Date Extension Process will run from Monday, November 29, 2021, to Friday, January 14, 2022, at noon. Remember, the Mass Extension Process now includes nonemployees. In addition to extending the end employment date, this process can also update Scheduled Weekly Hours, Business Title, and Position Title.
Monthly Mass End Additional Job / Termination Process
The Monthly Mass End Additional Job/Termination process runs for all fixed-term employees and nonemployees positions with an End Employment Date on or before the last day of the prior month. The effective date of the mass process will be equal to the End Employment Date on the position. In addition, if there is an Academic Appointment associated with the position, it will be ended.
Semi-Monthly Mass Advance of Hourly Time
The Semi-Monthly Mass Advance of Hourly Time advances unapproved time for hourly workers to the Timekeeper to ensure that time is approved before the 5 p.m. payroll deadline.
Academic Employment
Academic Dashboard
The Academic Employment dashboard assists staff supporting academic employment with processing, reporting, analysis, and other resources. Learn more
Visit the Academic Employment training page for additional guidance and resources.
Student Employment
Reminder: Use Change Job to Extend Positions
Use Change Job to complete any necessary extensions for positions ending on or before January 15, 2022. Extending positions expected to continue into the next semester early helps workers avoid any adverse effects and the potential to needing to request a rescind later. For more information, continue reading Avoid potential issues by using Change Job to extend positions.
Student Business Process Matrix
Refer to the Student Business Process Matrix to determine which business process (Hire, Add Job, Change Job, MTSS, or Mass Extend) to use for students.
Visit the Student Employment training page for additional guidance and resources.
Mass Transaction Submission System (MTSS)
The Mass Transaction Submission System (MTSS) streamlines performing student Hires and Add Additional Jobs in Workday. The new service allows HR Partners and HR Executives to upload, gain approval, and submit their student hires directly without needing to submit spreadsheets. For more information, visit the MTSS help page.
Job Costing
Job Costing Tool and Example Files
- Job Costing Tool
- Example – JCT Faculty Release from Instructional Budget – Percentage Basis
- Example – JCT Hourly Employee including Longevity Pay – Dollar Basis
Visit the Job Costing training page for additional guidance and resources.
Onboarding and Completing the Form I-9
All new employees will be required to complete Onboarding within Workday; required processes will be available before the 1st day of employment and after the 1st day. Part of the Onboarding process will include completing certain sections of the I-9 within Workday when applicable.
Onboarding Dashboard – An updated UT Onboarding dashboard is available in Workday. The update adds tabs for Job Family Groups, including Terminated workers. The Workday report Outstanding Onboarding Tasks - RPT0352 also includes several related updates. Learn more
- Onboarding Workday Process Overview (WPO)
- Auditing I-9s in Workday (WPO)
- Human Resources I-9 Document Matrix
- Human Resources I-9 and E-Verify Resources
- Human Resources List of Acceptable Documents for the I-9 Process
askUS Training
Instructor-Led Training (ILT) Schedule for Spring 2022 – View the complete ILT course schedule for fall on the Upcoming Instructor-Led Training (ILT) events list.
- Self-Paced Learning allows users to engage in training lessons and exercises at their own pace and convenience. (No registration required to begin learning.)
- Instructor Led-Training (ILT) Workday ILT courses are offered via Zoom for both new and experienced users. (Register via UTLearn unless otherwise noted.) For a current schedule, view the Upcoming Instructor-Led Training (ILT) events list.
Reporting Resources
Helpful Reports for the Spring Semester is an annotated list of reports that may be helpful for offices preparing for spring semester employment transactions.
Additional Reporting Resources
- Workday Reporting Resources
- Searchable Campus Reports List
- Workday Financial Transaction Guidance
- Financial Reports
Important Dates
| Date | Description |
|---|---|
| November 29, 2021 | Start of Mass End Employment Date Extend submission window |
| November 29, 2021 | Start of NTT Mass Transaction submission window |
| December 1, 2021 | Earliest effective date (Add Job, Hire, or Change Job) for all Spring 2022 Semester non-Work-Study undergraduate and non-academic positions |
| December 8, 2021, at noon | CSU Transaction Processing Deadline for December Mass Termination Process |
| December 10, 2021 | December Mass End Additional Job / Termination Process Run Date |
| December 10, 2021, at 5 p.m. | CSU Deadline for Submitting NTT Mass Transaction Spreadsheets |
| January 1, 2022 | Earliest effective date (Add Job, Hire, or Change Job) for all 2022 Spring Semester Work-Study positions |
| January 5, 2022, at noon | CSU Transaction Processing Deadline for January Mass Termination Process |
| January 5-12, 2022 | Data from NTT renew, inactivate and reactivate spreadsheets loaded into Workday. |
| January 7, 2022 | January Mass End Additional Job / Termination Process Run Date |
| January 14, 2022, at noon | End of Mass End Employment Date Extend submission window |
| January 16, 2022 | Effective date for 2022 Spring Semester Benefits-Eligible Graduate Academic positions (Add Job, Hire, Change Job). For benefits-eligible positions, Workday assignments must have an End Employment Date on or after 5/31/2022 and a Graduate Academic Student Benefits Eligible Employee Type. |
| January 18, 2022 | Spring semester first day of class |
| January 18, 2022, at 3 p.m. | January 1st Semi-Monthly Mass Advance of Time |
| January 18, 2022 | January 1st Semi-Monthly Payroll Deadline |
| January 19, 2022, at noon | CSU Transaction Processing Deadline for Frist January AGS Mass Termination Process |
| January 21, 2022 | First January AGS Mass End Additional Job / Termination Process Run Date |
| January 21, 2022 | January Monthly Payroll Deadline |
| January 21, 2022, at 5 p.m. | Tuition payment deadline for undergraduate, graduate, and law students |
| January 28, 2022, at noon | CSU Transaction Processing Deadline for Second January AGS Mass Termination Process |
| January 31, 2022, at 5 p.m. | Deadline for international student employees to waive the Student Health Insurance Plan (SHIP) |
| February 1, 2022 | Second January AGS Mass End Additional Job / Termination Process Run Date |
| February 2, 2022 | Spring 12th class day (official enrollment count) |
| February 2, 2022, at 3 p.m. | January 2nd Semi-Monthly Mass Advance of Time |
| February 2, 2022 | January 2nd Semi-Monthly Payroll Deadline |
| February 9, 2022, at noon | CSU Transaction Processing Deadline for February Mass Termination Process |
| February 11, 2022 | February Mass End Additional Job / Termination Process Run Date |
Additional Calendar Resources
- Workday Mass Processing Dates
- Paydays & Payroll Deadlines (Payroll Services)
- Financial Calendar (Accounting & Financial Management, AFM)
- University Academic Calendars (Office of the Registrar)