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- Complete background checks for new student hires or students that have a background check that is more than 60 months old.
- Log in to MTSS: https://utdirect.utexas.edu/apps/erp/mtss/
- Download and open the MTSS Student Hire/Add Job Batch Template by clicking Batch Templates > Download Student Hire/Add Job Batch Template. Or, download the template via the direct link to the spreadsheet template file.
- Enter at least 5 rows of jobs and up to 100 rows of jobs using the accepted values:
- EID
- Position Start Date: mm/dd/yyyy
- End Employment Date: mm/dd/yyyy
- Employee Type: Regular Non-Benefits Eligible (Fixed Term) or Regular Benefits Eligible – Graduate Student Academic (Fixed Term)
- Supervisory Organization ID: SO_[number]. Find the Organization ID for a Sup Org.
- Job Profile ID: Any student job profile except Work-Study, Non-UT Student Titles, and U/G0073.
- Title for directory and timesheets (optional): If entered, the title will override the default Workday Job/Position Title.
- Scheduled Weekly Hours: Must be greater than 0 and less than or equal to 40.
- Payment Frequency (H/M/A): H – Hourly, M – Monthly (TAs/AIs), A: Annual (GRAs)
- Hourly or Full-Time Rate: Enter the non-prorated amount. Amount must be greater than the minimum amount for that compensation grade profile. Minimum and maximum amounts can be found on Central HR’s Student Employee Compensation
- Costing Allocation Cost Center: AC[number]. The system allows for one costing allocation interval with one cost center at 100% distribution.
- Costing Allocation End Date: Only required for accounts with a funding end date (26- accounts).
- Comments: Enter COLA’s required comments (see COLA student employment guidance). Note: Batch will be returned if comments are not included.
- If your hire requires an attachment (ex. petition) it must be submitted manually.
- Once the template is filled out, create a batch by clicking Create Batch > Student Hire/Add Job.
- Summary: Start with the unit’s four-character Sup Org abbreviation and add additional details to the name as helpful for departments. (Ex: CLAS New TA/AIs Fall 2023 Summer 2024 – 085/252/232024)
Approver EID – the HR Executive who will approve the batch
approver:
sy5777 (Stephanie Yang).jh76572 (Jasmine Howard)
- Auto Launch Onboarding Setup: Leave as default entry – Yes. The Onboarding Setup step will be automatically completed, and all onboarding tasks will route to the student employee’s Workday Inbox.
- Select Excel Spreadsheet: Click Browse to select the .xlsx file to upload.
- Create and Validate – Creates the batch.
- After a batch is created, the batch page appears.
- Under Batch Records, there are two sections: Will Attempt to Process and Cannot Process.
- Review the results under Cannot Process and correct the errors found in the Reason column.
- If corrections are made to the spreadsheet, use Action Reupload Spreadsheet to re-upload and re-validate the batch.
- Once there are no more errors, use Action Submit for Approval to route the batch to the approver.
- Once the approver sends the batch to Workday, the creator will receive an email notification.
- Review the results. The batch page in MTSS will display a final report of what was processed and not processed in Workday.
- Monitor Student Eligibility Reports for ineligibility reasons that may appear.
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Related Policies and Links
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