Mass End Employment Date Extension Process
Purpose:
The Mass End Employment Date Extension Process is used to extend the end employment date and update scheduled weekly hours for non-Work-Study students and nonemployees when there are no changes to job profile or supervisory organization. Units will submit spreadsheets to CSE HR for review, and CSE HR will then submit the spreadsheets to eBITS to upload to Workday. This system is an alternative to processing student Change Jobs manually within Workday.
Relevant Definitions:
Current End Employment Date: The current end employment date for a job must be on or between the dates listed below:
For Fall Semester: 8/1 and 8/31
For Spring Semester: 12/1 and 1/15
For Summer: 5/1 and 5/31
Proposed End Employment Date: The proposed end employment date must be on or after the dates listed below:
Fall Semester: 8/15
Spring Semester: 1/16
Summer: 6/1
See also Upcoming Semester Guidance for Semester Dates
Process:
Run report RPT0900 Student Mass Extend Template for your unit’s Supervisory Organizations in Workday using the last day of the current term (12/31, 5/15, or 8/15) as the Effective Date. Keep “Include Subordinate Organizations” checked.
Once you receive the report in Workday, export the report to Excel using the icon on the right just above the report data:
Do NOT change the order or remove any columns in this report.
If a position that appears on the report does NOT need to be updated, delete the row corresponding to that position from the spreadsheet.
Complete the Proposed Columns. See the Input Field/Instructions table on this page for guidance on the accepted values for each column.
The Mass Extend submission process does not update Costing Allocations.
Distribution Percentage (Use when Costing Allocations are updated): List distribution percentages of any updates to Costing Allocations entered. Distribution should always add up to 100%. Percentages should be listed by account in the same order they were entered in Costing Allocations column.
Save the spreadsheet as “<CSU>_<DATE>_Mass Extend Template RPT0900_<anything additional>”. (Ex: ECON_11-20-2025_Mass Extend Template RPT0900_TAs)
Units’ Sr. Staff members will verify and certify that the spreadsheet is correct and then upload the file to the Mass Extend submission portal.
CSE HR will review and submit mass extend spreadsheet to the eBITS team for processing once a week on Friday’s, while the mass extension is open.
After CSE HR submits a spreadsheet to eBITS, Central HR will review the file. Every Monday* during the Mass Extension Window, eBITS will process files that have been approved by HR. Due to the volume of files, eBITS may extend the processing prior to or beyond Monday.
*Due to the volume of files, eBITS may extend the processing prior to or beyond Monday.
CSE HR will monitor the error files and alert departments for any business processes that need to be processed manually.
After your Mass Extension file has been processed:
Units should monitor student eligibility via the Student Eligibility Reports.
Units should verify that Mass Extension process was successful by running RPT0741 Mass End Employment Date Audit for the same JM Supervisory Orgs using the last day of the next term (05/15/2026) as the Comparison End Employment Date. Then review the End Employment Date and reach out immediately with any that did not update as expected.
Units are responsible for manually processing any additional Change Jobs required throughout the spring.
Important Things to Remember
Prioritize the AGS population since the first Mass End Additional Job/Termination process will run for the AGS population on June 1, 2026. Any AGS positions with an 05/15/2026 or earlier end date that have not been extended will be terminated as part of the first mass end job/termination process.
Deadline for Mass End Employment Date Extension submissions: June 3 at noon.
Please note that for Academic Graduate Student (AGS) Positions, we encourage Research Admins to submit these before May 4 so ECE HR can submit prior to the payroll deadline of Monday, May 18 at 5:00pm. Any AGS positions with an 05/15/2026 end date that have not been extended by May 28 will be terminated as part of the first mass end job/termination process.
Students moving between job profiles or moving between Supervisory Organizations must be processed manually (Ex: TA to GRA, GRA to TA, etc.).The mass extension report only allows changes to the employment end date, scheduled hours and salary. No other details can be changed on the mass extension form, this includes: costing allocations, benefits eligibility.
Current End Employment Date: The current end employment date for a job must be on or between 05/15/26 and 05/31/2026.
Proposed End Employment Date: The proposed end employment date must be on or after 05/16/2026.
Proposed Monthly Amount (NOT Prorated by FTE): This field is used to change the compensation amount for the extended job. It is available for any job being extended, including the transition of a summer anchor job to paid status in the fall semester. Enter the non-prorated amount using the same frequency as the current compensation on the job (hourly, monthly, or annual). Workday will automatically prorate the amount when the mass extension process runs.
REMINDER: Pay rates for continuing student employees can only be increased effective August 16 unless there is a change in job duties/position.
Costing Information in Relation to Mass Extension
If an employee is extending, a stand-alone costing change can be completed at any time by the Research Admin. If the Research Admin knows that the employee will need a costing change or at minimum, they know that the employee cannot be on their current account for the following semester – they can go ahead and process the change to a new account or placeholder stopgap account. The mass extension process does not need to be final approved before costing changes are processed.
Example:
Since costing cannot be completed on the mass extension form, an employee will be extended onto the account they are on in Workday effective beginning after their current end date.
For example: Jill is on ac123456789 January 16-December 31, 2026
Before the mass extension is final approved, Jill’s Research Admin knows that the account cannot support Jill for summer, so they end the prior costing on May 15 and add a new costing allocation line via a stand-alone costing change in Workday: Jill will be on account ac120000000 effective May 16, 2026 – August 15, 2026.
Since Jill’s change was done ahead of time and anticipated – her appointment is on the already on the new account effective May 16 – when the mass extension is processed, Jill will auto be paid from ac120000000 when the summer semester starts.