Preparing for Spring 2025

Overview

This page contains links to guidance and resources to assist departments preparing for Spring 2025.

Mass Processes for Spring

Mass Process Resources

• Reminder: CSU Approvals via DocuSign are Required for Mass Processes
• Mass Process Report Reference – Provides an annotated list of reports you can use to prepare for semester start mass processing.

Professional-Track Faculty (PTF) Mass Transactions

Professional-Track Faculty (PTF) Mass Process will assist offices that manage Professional-Track Faculty contracts by centrally processing Renew, Inactivate, and Reactivate transactions before the start of the spring semester. The submission window from Monday, November 4 to Friday, November 15, 2024, at 5 p.m.

Mass Extension Process

The Mass End Employment Date Extension Process will run from Monday, November 18, 2024 – Wednesday, January 8, 2025, at noon. In addition to extending the end employment date, changes to Scheduled Weekly Hours, Compensation, Business Title, and Position Title can also be made through this process.

Monthly Mass End Additional Job / Termination Process

The Monthly Mass End Additional Job/Termination process runs for all fixed-term employees and non-employee 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 the End Employment Date for 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

Visit the Academic Employment training page for additional guidance and resources.

Student Employment

Mass Transaction Submission System (MTSS)

The Mass Transaction Submission System (MTSS) streamlines performing student Hires and Add Additional Jobs in Workday. MTSS 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.

Reminder: Extend AGS Employees Before the AGS Mass Termination Process

If your office manages Academic Graduate Student (AGS) employees, remember to check the dates below for the AGS Mass Termination Process runs for the spring semester. For more information, continue reading Reminder to Extend AGS Employees Before the AGS Mass Termination Process.

Reminder: Use Change Job to Extend Positions

Use Change Job to complete any necessary extensions for positions ending on or before January 12, 2024. Extending positions expected to continue into the next semester early helps workers avoid any adverse effects and the potential need 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.

Job Costing

Job Costing Tool

• Job Costing Tool - All-in-One (FY 24-25 and forward)
• What's New in the All-in-One JCT?
• Tour the All-in-One JCT (video) 

Visit the Job Costing documentation page for additional resources.

Onboarding and Completing the Form I-9

All new employees are required to complete Onboarding within Workday. To learn which onboarding tasks can be performed before the employee’s first day and which must wait until the first day, refer to the Onboarding - Workday Process Overview (WPO).

Onboarding includes completing the Form I-9. Refer to the resources below for assistance.

• Human Resources I-9 and E-Verify Resources
• Form I-9 Acceptable Documents (USCIS.gov)
• Auditing I-9s in Workday - Workday Process Overview (WPO)

askUS Training

• 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 Semester Start provides an annotated list of reports that may be helpful for offices preparing for summer semester employment transactions.

Report of Reports Now Available in Workday – Workday users can now use UT Custom Reports Search - RPT0961 to search for custom reports accessible based on the roles they hold in Workday.

Additional Reporting Resources

• Workday Reporting Resources
• Workday Financial Transaction Guidance
• Financial Reports

For more information, visit the Reporting Resources page.

Important Dates

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)