Preparing for Summer 2024 | Workday (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 withSemester Startin 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 Resource — Faculty and Academic Graduate Student Employees Summer 2024 Appointment Guidance

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

TheMass End Employment Date Extension Processwill 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

TheMonthly Mass End Additional Job/Terminationprocess runs for all fixed-term employeeand non-employeepositions 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

TheSemi-Monthly Mass Advance of Hourly Timeadvances 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

Forsummer insurance information, see the following pages on the HR website:

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

Mass Transaction Submission System (MTSS)

TheMass 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 theMTSS help page.

Reminder:Extend AGS Employees Before the AGS Mass Termination Process

If your office manages Academic Graduate Students (AGS) employees, remember that theAGS Mass Termination Processfor summer will run on Friday, May 31. Be sure to extend any continuing AGS employees before theCSU processing deadline of noon on Wednesday, May 29.For moreinformation, continue readingReminder to Extend AGS Employees Before the AGS Mass Termination Process.

Reminder: Use Change Job to Extend Positions

UseChange Jobto 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 readingAvoid potential issues by using Change Job to extend positions.

Student Business Process Matrix

Refer to theStudent Business Process Matrixto 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 theStudent Employmenttraining page foradditional guidance and resources.

Academic Employment

Faculty Summer Jobs Guidance

• Faculty Summer Jobs Documentation — Updated for Summer 2024.
• For faculty who choose to expend effort on any sponsored projects during the summer months of June, July, and August, review theGuidelines for Charging Faculty Summer Salary to Sponsored Projects.
• For other information related to academic employment, refer to theAcademic Employmentdocumentation page.

Academic Dashboard

The Academic Employment dashboardassists staff supporting academic employment with processing, reporting, analysis, andother resources. Learn more

Visit the Academic Employment training page foradditional guidance and resources.

Job Costing

Faculty Summer Job Costing Tool (JCT) for 2024

• Faculty Summer Job Costing Tool — For Summer 2024 only!
• Faculty Summer Job Costing Tool Overviewprovides guidance and examples for working with the Faculty Summer Job Costing Tool.

For more information about Job Costing, visit theJob Costingdocumentation 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

• Onboarding Workday Process Overview(WPO)
• Auditing I-9s in Workday(WPO)
• Human Resources I-9 Document Matrix
• Human ResourcesI-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 scheduleon theUpcoming Instructor-Led Training (ILT)events list.

• Self-Paced Learningallows 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. (RegisterviaUTLearnunless otherwise noted.) For a current schedule, view theUpcoming Instructor-Led Training (ILT)events list.

Reporting Resources

Helpful ReportsforSemester Startprovides 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 useUT Custom Reports Search - RPT0961to search for custom reports accessiblebased 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
• (Payroll Services)
• Financial Calendar (Accounting & Financial Management, AFM)
• University Academic Calendars (Office of the Registrar)