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Purpose

The Mass Transaction Submission System is a self-service tool that gives HR Partners the ability to perform mass Hires and Add Additional Jobs through an interface outside of Workday at any time of the year. Once the HR Executive approves, the jobs are sent to Workday and automatically completed (except when an I-9 Section 3 is needed on a rehire). This system is an alternative to processing student Hires and Add Jobs manually within Workday.

Relevant Definitions:

MTSS: Mass Transaction Submission System – self-service tool to upload a batch of student jobs using a spreadsheet template

  • For student new hires and additional jobs only
  • Requires at least 5 rows of jobs per batch
  • Bypasses some Student Eligibility Audits (SEE) and will allow student employees to go over 100% FTS across all of their jobs, so units must be diligent in monitoring the Student Eligibility Reports that are sent to Managers and HR Partners/Associates/Assistants.

Batch ID: Unique ID that is associated with each batch (spreadsheet)

Batch Actions:

  • Validate: Check for errors
  • Submit for Approval: Route batch to the approver
  • Reupload Spreadsheet: Re-upload and re-validate a batch after correcting issues
  • Delete Batch: Deletes batch in order to start over from scratch
  • Recall from Approver: Moves batch from the Approver to the Creator

Process:

  1. Complete background checks for new student hires or students that have a background check that is more than 60 months old.
  2. Log in to MTSS: https://utdirect.utexas.edu/apps/erp/mtss/
  3. 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.
  4. Enter at least 5 rows of jobs and up to 100 rows of jobs using the accepted values:
    1. EID
    2. Position Start Date: mm/dd/yyyy
    3. End Employment Date: mm/dd/yyyy
    4. Employee Type: Regular Non-Benefits Eligible (Fixed Term) or Regular Benefits Eligible – Graduate Student Academic (Fixed Term)
    5. Supervisory Organization ID: SO_[number]. Find the Organization ID for a Sup Org.
    6. Job Profile ID: Any student job profile except Work-Study, Non-UT Student Titles, and U/G0073.
    7. Title for directory and timesheets (optional): If entered, the title will override the default Workday Job/Position Title.
    8. Scheduled Weekly Hours: Must be greater than 0 and less than or equal to 40.
    9. Payment Frequency (H/M/A): H – Hourly, M – Monthly (TAs/AIs), A: Annual (GRAs)
    10. 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
    11. Costing Allocation Cost Center: AC[number]. The system allows for one costing allocation interval with one cost center at 100% distribution.
    12. Costing Allocation End Date: Only required for accounts with a funding end date (26- accounts).
    13. Comments: Enter COLA’s required comments (see COLA student employment guidance). Note: Batch will be returned if comments are not included.
      1. If your hire requires an attachment (ex. petition) it must be submitted manually.
  5. Once the template is filled out, create a batch by clicking Create Batch > Student Hire/Add Job.
    1. 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 – 08/25/23)
    2. Approver EID – the HR Executive who will approve the batch approver:  sy5777 (Stephanie Yang).
    3. 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.
    4. Select Excel Spreadsheet: Click Browse to select the .xlsx file to upload.
    5. Create and Validate – Creates the batch.
  6. After a batch is created, the batch page appears.
    1. Under Batch Records, there are two sections: Will Attempt to Process and Cannot Process.
    2. Review the results under Cannot Process and correct the errors found in the Reason column.
      1. If corrections are made to the spreadsheet, use Action Reupload Spreadsheet to re-upload and re-validate the batch.
    3. Once there are no more errors, use Action Submit for Approval to route the batch to the approver.
  7. Once the approver sends the batch to Workday, the creator will receive an email notification.
  8. 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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