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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.

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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). 

Professional-Track Inactive Three Years Mass End Additional Job/Termination Process

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

The Professional-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. A new PAR is required to rehire terminated faculty (with the exception of retired faculty, who are hired via Modified Service).

Note that courtesy, endowment, and affiliate academic appointments are not included in mass termination processes and must be ended manually.  

Scenarios

Open

Open

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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: Professional-Track Faculty Lateral Reclassification Mass Process.

The Professional-Track Faculty Lateral Reclassification Mass Process will manage updates to job profile and academic appointments for PTF 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

The Professional-Track Faculty Mass Process initiates central processing of Renew, Inactivate, and Reactivate transactions prior to the start of the fall and spring semesters. See COE: Managing Professional Track Faculty in Workday for more information on each of these transaction types. 

Retired Faculty: Transactions for retired faculty on modified service and phased retirement should not be included on mass transaction spreadsheets. These must be processed manually.

See more at Workday: Professional-Track Faculty Mass Transactions Guidance.

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. Follow guidance at COE: Managing Professional Track Faculty in Workday to manually process transactions for faculty who cannot be included on mass transaction spreadsheet, including:

   1. Retired Faculty

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

8. Submit completed spreadsheet to COE Faculty Affairs via shared Box Folder.

9. After mass process data has been pushed to Workday:

   1. Verify in Workday that all data is correct

   2. Upload current contracts

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 Faculty Affairs will run Faculty Positions Missing Contracts - RPT0976 report for each department. All active professional-track faculty (including 0% FTE) must have a current contract in Workday. Only faculty in F-INA status are excepted.

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. 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: 12/31 for spring renewal or 5/15 for fall renewal.

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.

      1. Note that changes from Short Term to Multi-Year and Fixed Term to Rolling require the prior approval of the Senior Associate Dean. See Contracts - COE Guidelines > Typical contract type by title series and rank .

   3. Faculty being inactivated - “INACTIVATE”.

   4. Faculty whose Future Contract Type (used in EIB) is changing - “Change in Future Contract Type Approved by Chair [and/or Senior Associate Dean]”

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

1. COE Faculty Affairs will:

   • Provide reports to all Administrative Managers via UT Box Folder to ensure all reports are pulled correctly

   • 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.

2. Once eBITS uploads the data to Workday, they will provide COE Faculty Affairs a RESULTS report showing the total number of transactions submitted with a breakdown of renewals and inactivations as well as any validation errors. COE Faculty Affairs will share lists of validation errors with departments; AMs will process these transactions manually.

3. Administrative Managers will:

   • Review RESULTS to ensure all the data uploaded to Workday was correct.

   • Upload contracts to faculty appointments renewed or reactivated in Workday.

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