Click through the tabs below to see student employment guidance and processes for HR Partners.
Student Employment Process Overview
Before processing student jobs, HR Partners should:
- Look at the student’s jobs as a whole and not just the job they are working on. Make sure students will not exceed the maximum work hour limits for any position.
- Check students are assigned to the appropriate job title (Example: student assisting with a course should not be assigned as a GRA)
- Complete the background check
- Check there are not duplicate assignments
- Check petition status for international students and AIs is approved if applicable
- Have a student contract signed by the supervisor and employee
- Check the correct business process is being used. See the Student Business Process Matrix below.
Mass Transaction Submission System (MTSS)
See below for guidance on filling out and submitting MTSS template. See Mass Transaction Submission System (MTSS) for additional guidance.
MTSS process
Check the Student Business Process Matrix to confirm assignments are eligible for MTSS. MTSS is for new hires, rehires, and add jobs only.
Confirm that background checks have processed and cleared for the new appointments
Confirm that there are at least 5 appointments to process via MTSS
Log into MTSS https://utdirect.utexas.edu/apps/erp/mtss/
Download the batch template (Batch Template > Download Student Hire/Add Job Batch Template)
Fill in the data either by exporting from file maker pro or manually typing it in. See Explanation of Data Fields for guidance.
Save the template. Return to the MTSS and select Create Batch > Student Hire/Add Job
Fill out the fields and click create and validate
Summary = Name of department + semester and year (Kinesiology and Health Education Fall 2024)
Approver EID = COE HR Executive
Select the template that was saved before and upload
The batch upload will validate for errors
10. If there are no errors, proceed with routing the batch upload for approvals
11. If there are any errors correct the errors or remove the students causing an error from the template. Reupload the corrected template, validate, and route for approvals if there are no errors.
12. You will receive an email once the hire/add job batch has approved and a notification for each student employee that a job was added for.
Explanation of Data Fields
MTSS Data Field Column | Explanation | |
|---|---|---|
A | EID | Student’s EID Must be a valid EID in the Office of the Registrar’s student system. Student must have valid grade level classification. |
B | Position Start Date (mm/dd/yyyy) | First day of position such as 8/16/2025. This date should match the start date on the employee’s contract. Must be no earlier than 21 days from today and no later than 60 days from today |
C | End Employment Date (mm/dd/yyyy) | Last day of position such as 12/31/2025. This date should match the end date on the employee’s contract. Must be no later than 1 year from the position start date. |
D | Employee Type | Use the drop down to select one of the following options
Look at the student’s assignments as a whole and not just the particular assignment you are working on. Example: Student has a 10 hour GRA assignment and you are adding a 10 hour TA assignment over the same time period. The combined total of Academic Graduate Student Jobs is 20 hours, so the student is benefits eligible. |
E | Supervisory Organization ID | Look up the sup org in the search box in Workday (example search for KHED JM Janice Todd). Select the appropriate sup org from the search drop down. The supervisory organization ID will be in the top left of the page. Example SO_0000003023.
|
F | Job Profile ID | Job profile IDs can be found on the HR Student Academic Employment and Student Non-Academic Employment pages
|
G | Title for directory and timesheets (optional) | If entered on the batch template, the title will override the default Workday Job Title and Position Title. Otherwise, the default job profile title will be used for both fields. For students with multiple jobs it is recommended to give unique titles for each job. This can help the students when they are filling out timesheets. For example, a student has a Student Associate position with COE advising and a Student Associate position with ITO. Rather than calling both jobs “Student Associate” we can add some identifying information to the title so it is easy to tell the positions apart. Example: “Student Associate - COE Advising” or “Student Associate - ITO” |
H | Scheduled Weekly Hours | Enter the scheduled weekly hours, for example 20 Must be greater than 0 and less than 40 |
I | Payment Frequency (H/M/A) | Enter H, M, or A for the payment frequency. H is for hourly, M is for monthly (TA/AIs), A is for annual (GRAs)
|
J | Hourly or Full-Time Rate | This should follow the payment frequency that was entered in the previous column
The amount must be greater than the minimum amount for that compensation grade profile
|
K | Costing Allocation Cost Center | Enter the account for costing in the format AC1912345678 MTSS does not support multiple accounts. These will need to be processed manually |
L | Costing Allocation End Date | End date of costing allocation if applicable. Grant accounts must have an end date on costing allocations. This will match the end date on the appointment spreadsheet. |
M | Comments | If entered on the batch template, comments will appear on the business process event in Workday. Add any additional comment that may be helpful for others viewing the business process or for yourself in the future. Example: student is benefits eligible due to 10 hour GRA position over the same period. Combined total of AGS positions for Fall is 20 hours. |
Mass End Employment Date Extension Process
See below for guidance on filling out and submitting the mass end employment date extension template. Additional guidance can be found on the Mass End Employment Date Extension Process website.
Mass End Employment Date Extension Process (continuing students only)
The university will set dates for the Mass End Employment End Date Extension window. Transactions for each semester can only be processed during the window. COE HR will set an internal deadline for the College, usually 2-3 weeks before the start of the semester in Workday, in order to make sure appointments are loaded in Workday on or before the start of the semester. COE HR will communicate the internal deadline and send a box upload link to HR Partners.
HR Partner downloads RPT0900 from Workday. It is important to always use a new template and never copy and paste information from an old template.
Ideally all contracts will be sent out and signed before the template is filled out. For extensions on grants, the appointment sheet must be received from COERA or your center’s grant contact before the student is added to the mass extend template.
Delete any students from the template who you are sure will not be returning to the same position (graduating students, students transferring to another job, students not being offered a position in the next semester, etc)
Delete any students from the template whose funding source is changing. There is no option to update the costing on the mass extend template. These students need to be processed manually.
Enter the proposed end employment date/contract end date (date will match the contract)
Enter the proposed scheduled weekly hours (will match the student’s contract)
Enter the proposed business title (directory) and proposed position title (timesheets)
For summer anchor jobs this should be TA/AI Summer Anchor Job for both
Enter the proposed amount not prorated by FTE. For hourly employees, this is the hourly rate. For TAs and AIs this is the full-time monthly rate. For GRAs this is the full-time annual rate.
Save the template. Upload to the COE HR box folder for processing. You will receive a confirmation email once the mass extend has gone through in Workday.
Summer TA/AI Anchor Job Process
Students who hold a TA or AI position in the Spring who will hold a benefits eligible position in the Fall are eligible for a TA/AI Anchor job. This applies even if the student will be transferring to a TA position with another department in the Fall.
Students who hold a GRA positions in Spring are not eligible for summer anchor jobs even if they will transition to a TA or AI position in the Fall
For summer anchor jobs, change the end date to 8/15 and the SWH to 0. The proposed business title and proposed position title should be TA/AI Summer Anchor Job
The proposed amount will be the same rate the student made in the spring. Workday should prorate this to $0 based on the student’s SWH.
If a student will have a position for all or part of summer, the department can process that appointment as an add job on top of the 0 SWH anchor job.
1. If the student does not have a benefits eligible assignment over the entire summer, this will help them maintain their benefits eligibility for the whole summer
2. There is no place to include costing changes on the mass extend template. Spring and summer TA positions are on different accounts. If the mass extend template is used to extend the student through all or part of the summer and they will have a paid TA position over the summer, an ad hoc costing must be done to put their payroll on the correct account. When their position is extended through the fall another ad hoc costing will need to be done to correct their payroll back to the long semester account.
Additional Training and Resources
Fall 2024 COE Student Employment Training
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