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

✏️ This is the 'MTSS' tab. Start typing to add content, or click 'Publish'/'Update' to view the final result.

	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 Regular Non-Benefits Eligible (Fixed Term) Regular Benefits Eligible - Graduate Student Academic (Fixed Term) 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. The sup org must be active on the position start date. All TAs and AIs should be in the chair’s JM sup org All GRAs should be in their faculty supervisor’s sup org
F	Job Profile ID	Job profile IDs can be found on the HR Student Academic Employment and Student Non-Academic Employment pages Job profile should match the student’s contract Job profiles will begin with U, G, or P Use RPT0286 to look for job profiles or to check job profiles in Workday
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) Hourly positions (URA, GA, etc) are paid hourly (H). TAs and AIs are paid monthly (M). GRAs are paid annually (A).
J	Hourly or Full-Time Rate	This should follow the payment frequency that was entered in the previous column Hourly example entry - 15 for $15 per hour Monthly (TA/AI) enter the full-time monthly rate. Workday will prorate based on SWH. Example: 4613.30 Annually (GRA) enter the full-time annual rate. Workday will prorate based on SWH. Example: 55360 The amount must be greater than the minimum amount for that compensation grade profile See COE Salary Rate Minimums for GRA, TA, and AI salary minimums See Student Employee Compensation for all other salary minimums
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.

HR Partners - Student Employment Processes