Preparing for Summer 2024

Overview

This page contains links to guidance and resources to assist departments preparing for Summer 2024. 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.

 

Faculty and Graduate Student Worker Employment Date Changes

To improve the faculty and graduate student employee experience, University leadership approved a new set of academic appointment dates to align academic appointments with the academic calendar. Starting in Fall 2024, faculty and graduate student employee appointments will begin August 16. For more information, including links to a growing list of resources, continue reading Faculty and Graduate Student Worker Appointment Date Changes in the askUS knowledge base.

Highlighted ResourceFaculty and Academic Graduate Student Employees Summer 2024 Appointment Guidance

 

Mass Processes for Summer

Mass Process Resources

Mass Extension Process

The Mass End Employment Date Extension Process will run from Monday, April 29, 2024, until noon on Wednesday, June 5, 2024. 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:

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 Friday, May 31. Be sure to extend any continuing AGS employees before the CSU processing deadline of noon on Wednesday, May 29. 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, 2024. 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.

Student Employment Forum (HR)

Spring (April 2024) SE Forum Presentation (.pptx via UT Box)

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

 

Academic Employment

Faculty Summer Jobs Guidance

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 Job Costing Tool (JCT) for 2024

For more information about Job Costing, visit the Job Costing documentation page for long session JCTs and example files, JCT for previous summer sessions, 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

 

askUS Training

Instructor-Led Training (ILT) Schedule – View the complete ILT course schedule on 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

 

Important Dates

DateDescription
April 29, 2024Start of Mass End Employment Date Extension submission window
May 1, 2024Earliest effective date (Add Job, Hire, or Change Job) for all Summer 2024 Semester non-Work-Study undergraduate and non-academic positions
May 23, 2024, at 5 p.m.Tuition payment deadline for undergraduate students
May 29, 2024, at noonCSU Transaction Processing Deadline for Summer AGS Mass Termination Process
May 31, 2024Summer AGS Mass End Additional Job / Termination Process Run Date
May 31, 2024May 15-31 Semi-Monthly Payroll Deadline
June 1, 2024Earliest effective date (Add Job, Hire, or Change Job) for all 2024 Summer Semester Work-Study positions
June 1, 2024Effective date for 2024 Summer 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 5/31/2024 and a Graduate Academic Student Benefits Eligible Employee Type.
June 4, 2024, at 3 p.m.May 16-31 Semi-Monthly Mass Advance of Time
June 5, 2024, at noonClose of Mass End Employment Date Extension submission window
June 5, 2024, at noonCSU Transaction Processing Deadline for June Mass Termination Process
June 6, 2024First Day of Class for Summer 2024 first-term, nine-week and whole-session
June 7, 2024June Mass End Additional Job / Termination Process Run Date
June 11, 2024, at 5 p.m.Tuition Payment deadline for graduate and law students
June 13, 2024June 1-15 Semi-Monthly Payroll Deadline
June 17, 2024June 1-15 Semi-Monthly Mass Advance of Time
June 17, 2024June Monthly Payroll Deadline
July 3, 2024, at noonCSU Transaction Processing Deadline for July Mass Termination Process
July 5, 2024July Mass End Additional Job / Termination Process Run Date
July 15, 2024First day of class for the second summer term
August 7, 2024, at noonCSU Transaction Processing Deadline for August Mass Termination Process
August 9, 2024August Mass End Additional Job / Termination Process Run Date
August 14, 2024, at noonCSU Transaction Processing Deadline for 1st September AGS Mass Termination Process
August 16, 20241st August AGS Mass End Additional Job / Termination Process Run Date
August 26, 2024Fall Semester 2024, the first day of class
August 28, 2024, at noonCSU Transaction Processing Deadline for 2nd September AGS Mass Termination Process
August 30, 20242nd September AGS Mass End Additional Job / Termination Process Run Date
September 4, 2024, at noonCSU Transaction Processing Deadline for September Mass Termination Process
September 6, 2024September Mass End Additional Job / Termination Process Run Date

 

Additional Calendar Resources

 

 

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Events and Important Dates

Event Status
Scheduled
Monday April 29, 2024 - Wednesday June 5, 2024, All day
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Thursday May 23, 2024, All day
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Wednesday May 29, 2024, 12:00 pm
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Friday May 31, 2024, All day
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Wednesday June 5, 2024, 12:00 pm
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Friday June 7, 2024, All day
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Monday June 17, 2024, 1:00 pm - Tuesday June 18, 2024, 2:30 pm
Virtual via Zoom Technology
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Friday June 21, 2024, All day
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Scheduled
Monday June 24, 2024 - Friday July 12, 2024, All day
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Wednesday July 3, 2024, 12:00 pm
View all Events