Preparing for Summer 2022

Overview

This page contains links to guidance and resources to assist departments as they prepare for Summer 2022. We will update this page as new information and materials become available.

Mass Processes for Summer

Student Mass Extension Process

The Student Mass End Employment Date Extension Process will run from Monday, May 2, 2022, to Wednesday, June 8, 2022, at noon for Hourly and Salaried Student positions. In addition to extending the end employment date, changes to Scheduled Weekly Hours, Business Title, and Position Title can also be made through this process. See guidance for information about creating anchor jobs.

Monthly Mass End Additional Job / Termination Process

The Monthly Mass End Additional Job/Termination process runs for all fixed-term employee 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 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.

Student Employment

Summer Guidance

The 2022 Summer Semester Guidance for Student Employment document assists offices with the transition between the 2022 Spring Semester and the 2022 Summer Semester student assignments.

Summer Insurance Guidance

For summer insurance information see the Academic Graduate Students and Graduate Student Fellows pages by Human Resources.

Reminder: Extend AGS Employees Before the AGS Mass Termination Process

If your office manages Academic Graduate Students (AGS) employees, remember that the AGS Mass Termination Process for summer will run on June 1, 2022. Be sure to extend any continuing AGS employees before the CSU processing deadline of noon on Friday, May 27. 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 May 31, 2022. Extending positions expected to continue into the next semester early helps workers avoid any adverse effects and the potential to 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.

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.

Visit the Student Employment documentation page for additional guidance and resources.

Academic Employment

Faculty Summer Jobs Guidance

• For faculty who choose to expend effort on any sponsored projects during the summer months of June, July, and/or August, review the Guidelines for Charging Faculty Summer Salary to Sponsored Projects.
• Refer to the Summer Guidance section of the Academic Employment documentation page for information about faculty summer jobs.

Job Costing

Faculty Summer Costing

• Faculty Summer Job Costing Tool
• Faculty Summer Job Costing Tool Overview provides guidance and examples for working with the Faculty Summer Job Costing Tool.

The 2022-23 update to the Job Costing Tool (JCT) will be available by the end of June.

Visit the Job Costing documentation 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 Workday Process Overview
• 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

Visit the Onboarding & I-9 documentation page for additional guidance and resources.

Reporting Resources

• Helpful Reports List for Semester Start
• Searchable Campus Reports List
• Workday Financial Transaction Guidance
• Financial Reports

Find more information, visit the the Reporting Resources page.

askUS Training

Instructor-Led Training (ILT) courses are held via Zoom and require registration through UTLearn. View full schedule of upcoming courses.

askUS Self-Paced Learning allows users to engage in training lessons and exercises at their own pace and convenience.

Important Dates