Jump to section:

Types of Mass Processes

See Workday: Mass Process Guidance.

Mass processes are intended to ease the administrative burden on processing offices for high-volume transactions. For faculty, most mass processes are related to the management of professional track appointments. Mass processes fall into two categories:

See below for information on each type.

Return to top of page

Automatic Mass Processes

There are two types of Automatic Mass Processes: a) Monthly Mass End Additional Job/Termination Process, and b) Professional-Track Inactive 3-Years Mass End Additional Job/Termination Process. Each is described below.

Monthly Mass End Additional Job/Termination Process

See Workday: Monthly Mass End Additional Job / Termination Process Guidance 

The monthly Mass End Additional Job/Termination process will run for all fixed-term employees 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 equal to the End Employment Date on the position. In addition, if there is an Academic Appointment associated with the position, it will be ended. This process requires preparation for it to be fully effective. 

The process may require actions to be performed prior to the CSU processing deadline to ensure the proper processing of positions. Some positions will be excluded from the process if you do not take preparatory action. Review Workday guidance carefully for instructions.

Reasons a position will NOT be ended via Mass Process:

• Positions that have time blocks after their end employment date - If a time block exists (Unsubmitted, Submitted, In Progress, or Final Approved), an end job or termination will not be processed. The time block could indicate that the employee worked after their end employment date, and therefore, the End Employment Date should be extended.

• Position has Completed BP with Effective Date after End Employment Date - Business processes with an effective date after the End Employment Date could indicate that the worker’s relationship to the University should continue and therefore the end employment date should be extended.

• Positions where a Switch Primary is required - The Primary Job has an End Employment Date in the past, but additional jobs that are still active with End Employment Dates in the future.  

• In Progress Transaction(s) - Any positions that have in-progress staffing transactions (Switch Primary, Add Job*, End Additional Job, Change Job, Termination). 

Non-Tenure (Professional) Track Inactive Three Years Mass End Additional Job/Termination Process

See Workday: Non-Tenure Track Faculty Inactive 3-Years Mass End Additional Job/Termination Process Guidance.

The Non-Tenure Track Faculty Inactive Three Years Mass End Additional Job/Termination process will run for all professional-track faculty jobs that have been in the F-INA (Faculty Inactive) job profile for three or more years. The reason for this process is to require onboarding when a faculty member is rehired after a significant period of inactivity. The PAR is required for rehire if the job is termed/ended.  

Note that the process is not completely automated.  Some positions will be excluded from the process if you do not take preparatory action. Review Workday guidance carefully for instructions.

There is no automated process to end courtesy, endowment, or affiliate academic appointments even when the primary F-INA position is ended.  Users will need to take a separate action to end those manually.  Professional-track faculty cannot have a courtesy-type academic appointment without a primary faculty job and these positions should be ended.  Affiliate Academic Appointments however can be retained without issue if needed.

Scenarios

Open

Open

Return to top of page

User-Initiated Mass Processes

In the College of Education, mass processes for professional track faculty are submitted on behalf of departments by Dean's Office Faculty Affairs. Please email COE-FacultyAffairs@austin.utexas.edu with any questions. Please note that eBITS requires the submission of at least 10 faculty from the College for each type of mass process request. 

There are two types of User-Initiated Mass Processes: a) Professional-Track Faculty Lateral Reclassification Mass Process, and b) Professional-Track Faculty Mass Transactions. Each is described below.

Professional-Track Faculty Lateral Reclassification Mass Process 

See Workday: Non-Tenure Track Faculty Lateral Reclassification Mass Process.

The Non-Tenure Track (NTT) Faculty Lateral Reclassification Mass Process will manage updates to job profile and academic appointments for NTT faculty approved for reclassification by centrally processing Edit Job, End Academic Appointment, and Add Academic Appointment on an ad-hoc basis. The mass process requires the submission of 10 or more faculty eligible for reclassification.

CSUs may request lateral reclassifications for non-tenure track faculty in the following academic track types:

• Instruction

• Practice

• Lecturer

• Clinical

• Adjunct

• Visiting

• Specialist

Retirees, Academic Affiliates, and Faculty – Inactive (F-INA) are ineligible for this mass process. Faculty undergoing a promotion and tenure (P&T) review cannot be considered for a lateral reclassification until the P&T review has been completed.

Professional-Track Faculty Mass Transactions

See Workday: Non-Tenure Track Faculty Mass Transactions Guidance.

The Non-Tenure Track (NTT) Faculty Mass Process will manage NTT Faculty contracts by centrally processing Renew, Inactivate, and Reactivate transactions prior to the start of the fall and spring semester.

See COE: Managing Professional Track Faculty in Workday for more information on each of these transaction types. 

Review Workday guidance carefully for instructions.

Retired Faculty: Transactions for retired faculty on modified service and phased retirement will need to be managed individually. These faculty members should not be included in the mass transaction spreadsheets.

Reactivate Spreadsheet - Faculty- Not Active Jobs RPT0813

1. Search RPT0813 in Workday search bar.

2. Effective Date: Enter effective date for end of current semester (fall 12/31, spring 05/15, summer 08/15)

3. Supervisory Organization: Enter Chair’s name and select all available PM and JM supervisory organizations.

4. Be sure to check the box to “Include Subordinate Organizations”.

5. Download the report to Excel.

6. Fill out all required fields.

7. Take action on all appointments that cannot be included in mass process.

   1. Retired Faculty

   2. Faculty with “Staffing BPs in Progress or Completed with Future Effective Date” - Column F.

8. Submit completed spreadsheet to COE HR via shared Box Folder.

9. Add new contract for Faculty once Mass Process data has been uploaded to Workday by eBITS.

Auditing for Missing/Expired Contracts - Faculty Positions Missing Contracts RPT0976

To ensure accuracy in reporting on the Professional Track Faculty Renew and Reactivate Spreadsheet, COE HR will run Faculty Positions Missing Contracts - RPT0976 report for each department.

1. For faculty members identified as having a missing or expired contract, take one of the following actions:

   • Renew the contract for the prior period - if renewing for spring but no active contract for fall, renew contract for fall.

   • Inactivate the faculty job - if faculty does not have active contract because they are not teaching in the current semester but will teach in the upcoming semester, inactivate current job.

   • End the faculty job or terminate the employee. - if faculty does not have current contract because they are not teaching in the current semester and you do not have confirmation they will teach in the near future or know for a fact they will not be teaching anymore, terminate faculty job.

2. All Faculty in active positions in the following populations should have a contract in Workday:

   1. Professional-Track Faculty (including 0 SWH)

   2. Retired Faculty, including Modified Service or Phased Retirement status, regardless of tenure status at the time of retirement.

Renew/Inactivate Spreadsheet - Faculty Contracts Mass Process Template RPT0240

1. Search RPT0240 in Workday search bar.

2. Supervisory Organization for the Contract: Enter Chair’s name and select all available PM and JM supervisory organizations.

3. Be sure to check the box to “Include Subordinate Organizations”.

4. Contract End Date (is greater than or equal to): Enter effective date for end of previous semester. (renewing in spring use 12/31, renewing in fall use 5/15

5. Contract Status: Leave as is - Closed unchecked; Open and Pending checked.

6. Download report to Excel.

7. Delete all rows for Retired Faculty - must be processed manually

8. Fill out all required fields

   1. Formatting is very important for column P & Q.

   2. Remarks: Include remarks, justifications, and/or approvals for changes to Contract Type.

   3. Faculty being inactivated - “INACTIVATE”.

   4. Faculty whose Future Contract Type (used in EIB) is changing - “Change in Future Contract Type Approved by Chair”

9. Submit completed spreadsheet to COE HR via shared Box Folder.

10. Add new contract for Faculty once Mass Process data has been uploaded to Workday by eBITS.

Centralized Process

COE HR will provide reports to all Administrative Managers via UT Box Folder to ensure all reports are pulled correctly.

COE HR will share a UT Box folder where Administrative Managers will upload their completed spreadsheets.

Only one spreadsheet can be submitted to eBITS for each College therefore:

COE HR will combine all completed spreadsheets into one document and submit to eBITS. The final spreadsheet will be shared with all the Administrative Managers.

Once eBITS uploads the data to Workday, they will provide a RESULTS report that shows the total # of transactions submitted with a breakdown of renewals and inactivations, as well as any validation errors.

This report will be provided to the units with errors so those transactions can be processed manually.

It is the responsibility of the Administrative Managers to review RESULTS details to ensure all the data uploaded to Workday was correct.

It is the responsibility of the Administrative Managers to upload contracts to faculty appointments renewed or reactivated in Workday.

Return to top of page

Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.