Preparing for Summer 2023

Overview

This page contains links to guidance and resources to assist departments preparing for Summer 2023. We will update this page as new information and materials become available. Send any questions or feedback about the information shared on this page to askUS@austin.utexas.edu with Semester Start in the subject line.

Mass Processes for Summer

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.

Mass Extension Process

The Mass End Employment Date Extension Process will run from Monday, May 1, 2023, to noon on Wednesday, June 7, 2023. In addition to extending the end employment date, changes to Scheduled Weekly Hours, Business Title, and Position Title can 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 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 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 Insurance Guidance

For summer insurance information, see the following pages on the HR website:

• Academic Graduate Student Employee Insurance Options
• Student Employee Insurance & Benefits
• Insurance for Graduate Student Fellows

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.

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 Thursday, June 1. Be sure to extend any continuing AGS employees before the CSU processing deadline of noon on Tuesday, May 30. 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 1, 2023. 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.

Visit the Student Employment training 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 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.

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.

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.

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 – View the complete ILT course schedule 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 is required to begin learning.)
• Instructor Led-Training (ILT) Workday ILT courses are offered via Zoom for 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

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)