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 COLA HR for review, and COLA 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:

1. 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.

2. Once you receive the report in Workday, export the report to Excel using the icon on the right just above the report data:

   Open

   

3. Do NOT change the order or remove any columns in this report.

4. If a position that appears on the report does NOT need to be updated, delete the row corresponding to that position from the spreadsheet.

5. Complete the Proposed Columns. See the Input Field/Instructions table on this page for guidance on the accepted values for each column.

   1. NEW column: Requester – enter your name.

6. Add these 3 columns at the end of the spreadsheet:

   1. Comments (Required Entry): Enter COLA’s required comments (see COLA student employment guidance).

   2. Costing Allocations (As needed): List any changes in Costing Allocations (accounts) as needed. List the full 10-digit account number(s). If no changes are needed, please leave blank.

      1. The Mass Extend does not update Costing Allocations. COLA Finance will use the spreadsheet submissions to update any required changes in costing allocations

   3. 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.

7. Save the spreadsheet as “<CSU>_<DATE>_Mass Extend Template RPT0900_<anything additional>”. (Ex: ECON_11-10-2024_Mass Extend Template RPT0900_TAs)

8. Units’ Sr. Staff members will verify and certify that the spreadsheet is correct and then upload the file to the Mass Extend submission portal.

   1. Offer letters (or other written documentation of employment terms) for these student appointments should also be uploaded at this time, to the offer letter submission portal.

9. COLA HR will review and submit mass extend spreadsheet to the eBITS team for processing on a weekly basis. Important: If an offer letter (or written documentation of employment terms) has not been uploaded to the submissions portal, the corresponding appointment will not be processed until this has been received.

   1. After COLA 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.

10. COLA HR will monitor the error files and alert departments for any business processes that need to be processed manually.

11. After your Mass Extension file has been processed:

    1. Units should monitor student eligibility via the Student Eligibility Reports.

    2. 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 (5/15/25) as the Comparison End Employment Date.  Then review the End Employment Date and reach out immediately with any that did not update as expected.

    3. 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 Friday, January 3, 2025.

• Deadline for Mass End Employment Date Extension submissions: Monday, January 6.

• It is required to have an offer letter or other written documentation (ex: an email) to the student that includes their employment information (employment dates, weekly hours, pay rate). Offer letters for appointments being extended through the Mass End Date Extension Process should be uploaded to our student offer letter submissions portal.

• Students moving between job profiles or moving between Supervisory Organizations must be processed manually (Ex: TA to AI, TA/AI to GRA, etc.).

• Current End Employment Date: The current end employment date for a job must be on or between 12/1 and 1/15.

• Proposed End Employment Date: The proposed end employment date must be on or after 1/16.

• Proposed Monthly Amount (NOT Prorated by FTE) for Anchor Jobs returning to Paid Status: Only used to transition a summer anchor job to the fall term. Enter the non-prorated monthly amount for the TA/AI.

• Units can still participate in the Mass Extend process if they have fewer than 10 student appointments to extend; COLA HR will combine spreadsheets weekly before submitting to eBITS.

Related Policies:

• Central Guidance on Mass End Employment Date Extension Process

• COLA Student Submission Portals

• COLA Student Employment Guidance