Last Day Activities

• Changes to add, modify, or make obsolete PHR units
• Create new time entry workgroups
• UHR to close all empty time entry workgroups
• Changes to primary supervisors in time entry workgroups after this date will need to be reviewed in Workday to confirm correctness

• Last day for time entry adjustments for prior pay periods - 10/7 (end of PP08) and earlier
• Last day for Pay Adjustments for PP09 (no pay adjustments will be allowed for PP10 or later - 11/3+)
• Access to do timesheet/pay adjustments will be removed after this date

• Last day to approve PP10 future transactions in PHR
  All PHR remaining modules except timesheet entry/approval and effort modules will be turned to read-only for campus after this date

  Any terminations effective in PP10 that were not approved in PHR by 11/2 should be sent to Payroll Services to enter these terminations centrally. 

• Enter PP10 catch-up transactions into Workday 
• Enter PP11+ transactions into Workday 
• Enter costing changes effective after 11/5 into Workday
• Complete Workday first day/first week activities (to be defined at a later date)

• Cutoff for timesheet approval for pay period 10 in PHR (PP10 timesheets will be the last timesheets completed in PHR)

• Manual time entry employees begin time entry in Workday for pay period 10*
• Employees begin entering time-off in Workday for pay period 10

• Deadline for employees to submit time and time-off/leave for PP10 in Workday

• Campus cutoff for timesheet approval for first timesheet completed in Workday

• Last day to add personal information for special members for entry in the PHR graduate faculty module
• Last day to submit graduate nominations

• Message posted on eTERP recruiting portals about shift to Workday
• Last day for position changes, reclassifications, promotions, in band adjustments, updates to job descriptions to be routed to UHR support in eTerp

Posting Deadline for new and existing vacant positions.

• Last day for UHR to receive eTerp actions/ requests for postings for new positions.
• Last day for creating postings in eTerp for reposting existing vacant positions that don't have changes to the job description. Incomplete job requisitions will need to be reentered into Workday

• Last day for search waivers to be approved

• Last day for creating or change faculty positions in eTERP that do not require posting

• No hiring proposals submitted in eTERP after this date.  
• UHR to begin the close out process in eTerp postings with no active recruitments (i.e. no applicants or only screened applicants who have been disqualified and notified)

• Begin entering eTerp hires into Workday as direct hires
• First day to post jobs on Workday job site
• UHR resumes processing stopped previously

• Last day for departments to disposition candidates in eTerp

• UHR to remove eTERP access for users with no active eTerp recruitments 
• UHR will provide instructions for departments with active recruitments in eTERP.

• Last day to enter I-9 information in Tracker and be automatically converted to Workday by go-live

• Last day to begin I-9 process in Tracker

• First day to start I-9 process in Workday

• Last day to complete I-9 process in Tracker

• Last day to post jobs on USMO job site

• USMO Job Site taken down

• Last day to initiate position changes, reclassifications, in band adjustments, promotions, updates to job descriptions

• Last day for creating postings in PeopleAdmin. Incomplete job requisitions will need to be reentered into Workday

• Close postings from prior to 10/1 with no applicants or screened applicants who have been disqualified and notified

• Complete active recruitment in PeopleAdmin
• UMCES PeopleAdmin set to read-only

• Last day to enter contract details in the Faculty Affairs system and have them automatically loaded to Workday.
• Any contract details added or updated in the Faculty Affairs system after this date will need to be entered into Workday.

• Faculty Affairs to enter Adjunct II Status Dates for any new Adjunct II's in PHR
• Enter faculty and joint positions in PHR for PPD11
• Last day to enter Tenure Review Years, Tenure Award Dates, and Librarian Permanent Status Review Years effective 11/2 or earlier. Any changes after this date should be held until Workday is live. Future Tenure Award Dates and Tenure Review Years for Tenured/Tenure Track Faculty should not be entered into PHR and should be held until Workday is live.

• Last day to make changes in Kuali Research that add new sponsored accounts or modify existing sponsored accounts in KFS.  KR will continue to be operational after this date. All changes made in Kuali Research after 10/9 will not be reflected in KFS and will instead be reflected in Workday once it is live.

Chart of Accounts

• Add new KFS account (Non-Sponsor)
• Add new KFS Org Code
• Add new KFS Object Code
• Modify existing KFS account (Non-Sponsor)
• Modify an existing KFS Org Code
• Modify existing KFS Object Code
• Add or modify Sponsor Accounts in KFS (partner institutions)

Accounts Payable

• Last date to submit a Working Fund check request for between 11/1 and 11/15
• Departments to submit Non-Payroll (hard copy) Travel Expense Statements
• Departments to submit invoices to Central AP to be paid by end of month
• Departments to approve disbursement vouchers

• Deadline for KFS Budget Amendments (BAs) to be submitted

• Last day to initiate a vendor request/change

• Last day to final approve a vendor request/change
• Last day to submit KFS Financial Documents (DI, GEC, AV, JV, IB, SB, TOF, ST, LLJV) to central administration
• Last day to Create Customer Invoices in KFS

• Last day for Capital and Construction Additions/Adjustments
• Last day for assets to be tagged and approved in KFS
• Last day to submit a Report of Cash Collection & Deposit to SFSC

• Last Day to Create Customer Invoices in KFS
• Financial Document/Payment Request not approved will be Auto Disapproved
• Run Depreciation (UMCP)
• KFS set to read-only (COB)

• Last day for purchases to be made with Guy Brown and Rudolph (Shell Shop or direct website)
• PCard can continue to be used for Guy Brown and Rudolph* after this date

• Last day for delegated and Shell Shop (non-office supply/catalog only) requisitions to be fully approved (ALL university approvals must be completed by this date). Shell Shop will be closed after this date for existing UMCP and USG users until Workday is live. All delegated POs must be printed by 5:00 pm 10/25 and in an Open status in KFS to be loaded into Workday.

• Last day to print purchase orders and purchase order amendments in KFS.

• P-card transactions post to KFS

• Deadline for electronic signoff by reviewer in PCMS

• Last October billing cycle transactions loaded to PCMS (transactions through 10/25)

• Deadline to complete reconciliation in PCMS

• Deadline for electronic sign-off by reviewers in PCMS

• Workday available for PCard reconciliation

• Last November billing cycle transactions loaded to Workday

• Last day to complete reconciliation in Workday for November cycle

• Last day to submit non-employee travel to AP for expenses approved in Concur. Expenses after this date will be held in Concur until Workday is live.

• Last day to final approve employee expense reports in Concur for reimbursement on 11/10 (must be approved by COB)

• Last file of travel requests with obligations are posted to KFS. Obligations for travel requests approved after this date will be posted once Workday is live.

• Final salary transfers for 2023 Period 2a (7/1/24 - 11/2/24)

• 2024 Period 2a ends in PHR (7/1/24-11/4/24)

• 2023 2b begins in Workday (11/4/24 - 12/31/24)

• Deadline to sign-off on effort reports in PHR for period 2a