Preparing for Summer 2025

Overview

This page contains links to guidance and resources to assist departments in preparing for Summer 2025. We will update it 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

Mass Extension Process

The Mass End Employment Date Extension Process will run from Monday, April 28, 2025, through Wednesday, June 4, at noon. 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 30. Be sure to extend any continuing AGS employees before the CSU processing deadline of noon on Wednesday, May 28. 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 15, 2025. Extending positions expected to continue into the next semester early helps workers avoid any adverse effects and the potential of 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.

Student Employment Forum (HR)

The next Student Employment Forum meeting will be held on Thursday, May 1.

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

 

Academic Employment

Faculty Summer Jobs Guidance

Academic Dashboard

The Academic Employment dashboard in Workday assists staff supporting academic employment with processing, reporting, analysis, and other resources. Those authorized to view academic employment data can search for Academic Employment in Workday and add it to your navigation menu by following the steps in the askUS knowledge base entry, Workday Apps and Dashboards.

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

 

Job Costing

For more information about Job Costing, visit the Job Costing documentation.

 

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 28, 2025Start of Mass End Employment Date Extension submission window
May 1, 2025Earliest effective date (Add Job, Hire, or Change Job) for all Summer 2025 Semester non-Work-Study undergraduate and non-academic positions
May 1, 2025Student Employment Forum meeting for Summer 2025
May 15, 2025End employment date for Spring 2025 Academic Graduate Student (AGS) positions
May 16, 2025Effective date for Summer 2025 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 5/15/2025 and a Graduate Academic Student Benefits Eligible Employee Type.
May 19, 2025May Monthly Payroll Deadline
May 21, 2025, at 5 p.m.Tuition payment deadline for undergraduate students
May 28, 2025, at noonCSU Transaction Processing Deadline for May AGS Mass Termination Process
May 30, 2025May AGS Mass End Additional Job / Termination Process Run Date
May 31, 2025May 15-31 Semi-Monthly Payroll Deadline
June 1, 2025Earliest effective date (Add Job, Hire, or Change Job) for all Summer 2025 Work-Study positions.
June 3, 2025, at 3 p.m.May 16-31 Semi-Monthly Mass Advance of Time
June 4, 2025, at noonClose of Mass End Employment Date Extension submission window
June 4, 2025, at noonCSU Transaction Processing Deadline for June Mass Termination Process
June 5, 2025First Day of Class for Summer 2025 first-term, nine-week and whole-session
June 6, 2025June Mass End Additional Job / Termination Process Run Date
June 10, 2025, at 5 p.m.Tuition Payment deadline for graduate and law students
June 13, 2025June 1-15 Semi-Monthly Payroll Deadline
June 17, 2025June 1-15 Semi-Monthly Mass Advance of Time
June 17, 2025June Monthly Payroll Deadline
July 9, 2025, at noonCSU Transaction Processing Deadline for July Mass Termination Process
July 11, 2025July Mass End Additional Job / Termination Process Run Date
July 14, 2025First day of class for the second summer term
August 6, 2025, at noonCSU Transaction Processing Deadline for August Mass Termination Process
August 8, 2025August Mass End Additional Job / Termination Process Run Date
August 15, 2025End employment date for Summer 2025 Academic Graduate Student (AGS) positions
August 25, 2025First day of classes for Fall Semester 2025
August 27, 2025, at noonCSU Transaction Processing Deadline for August AGS Mass Termination Process
August 29, 2025August AGS Mass End Additional Job / Termination Process Run Date
September 3, 2025, at noonCSU Transaction Processing Deadline for September Mass Termination Process
September 5, 2025September Mass End Additional Job / Termination Process Run Date

 

Additional Calendar Resources

 

 

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Events and Important Dates

Event Status
Scheduled
Tuesday April 8, 2025, 9:00 am - Wednesday April 9, 2025, 11:00 am
Virtual via Zoom Technology
Event Status
Scheduled
Wednesday April 9, 2025, 12:00 pm
Event Status
Scheduled
Friday April 11, 2025, All day
Event Status
Scheduled
Tuesday April 15, 2025, 1:00 pm - Wednesday April 16, 2025, 2:30 pm
Virtual via Zoom Technology
Event Status
Scheduled
Tuesday April 22, 2025, 9:00 am - 11:00 am
Virtual via Zoom Technology
Event Status
Scheduled
Wednesday April 23, 2025, All day
Event Status
Scheduled
Thursday April 24, 2025, 9:00 am - 10:00 am
Virtual via Zoom Technology
Event Status
Scheduled
Thursday April 24, 2025, 10:15 am - 11:45 am
Virtual via Zoom Technology
Event Status
Scheduled
Monday April 28, 2025 - Wednesday June 4, 2025, All day
Event Status
Scheduled
Tuesday May 6, 2025, 1:00 pm - Wednesday May 7, 2025, 2:30 pm
Virtual via Zoom Technology
View all Events