THE UNIVERSITY OF MISSISSIPPI
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SHARING TIMELY INFORMATION ABOUT CHANGES IMPACTING CAMPUS
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SHARING TIMELY INFORMATION ABOUT CHANGES IMPACTING CAMPUS
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Your Guide to Workday Cutover and Interim Processes |
The timely update provided below is for faculty and staff as a part of Encompass.
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The transition from SAP to Workday is entering its most important phase: cutover. Beginning later this month, HR-related E-Forms, recruitment, and compensation changes will pause or shift to support a smooth and accurate transfer of information. This includes a limited hiring period from October 28, 2025, to January 4, 2026.
To help you prepare, we’ve compiled detailed cutover dates, process updates, and step-by-step instructions for navigating approvals and interim procedures.
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These two documents are your go-to resources for staying on track during the transition.
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Know Before You Go: A quick checklist of final SAP tasks to complete before cutover and the end of the year.
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Cutover Crosswalk: A step-by-step guide to interim processes and where to complete tasks once systems pause.
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On November 22, 2025, we will take the SAP Snapshot. It is a final copy of current SAP data that will create Workday’s go-live version. These cutover dates ensure that the information transferred into Workday is complete and accurate.
After the snapshot, any critical personnel actions must be entered manually in both SAP and Workday (“dual maintenance”).
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Limited Hiring: October 28, 2025, to January 4, 2026 |
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No new hires can start during this period.
- Academic appointments cannot be added, ended, or updated.
- Exceptions are limited to essential and critical hires with approval from the Executive Vice Chancellor and Chief Operating Officer (see instructions below).
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Onboarding for new hires starting in January must be completed in connectU by Dec. 19.
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If onboarding is incomplete, the process will restart in Workday, and the new hire’s start date will be no earlier than Jan. 12.
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Form 18 to hire student workers for fall must be initiated by Saturday, Nov. 1.
- Student workers and graduate assistants must complete onboarding by Monday, Nov. 17.
- Onboarding includes the I-9 Employee Eligibility Verification and entry of payroll direct-deposit details.
- Students must use the onboarding link sent to their olemiss.edu email and provide I-9 documentation.
- If onboarding is not complete by Nov. 17, the Form 18 will be returned to the department. The hire must be resubmitted in Workday Recruitment starting Jan. 2, 2026.
- Encourage student employees to check their email and complete onboarding promptly.
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If you anticipate needing student workers for special events or services during the limited hiring period, please use existing student employees whenever possible. If additional help is required, follow the same exception process outlined below.
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Instructions for Exceptions
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If a critical or essential hire is needed or changes need to be made to an Academic Appointment during the limited hiring period:
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- Managers should first consult with their divisional lead.
- If the hire is deemed essential and critical, the divisional lead should email Dr. Steven Holley directly with the request.
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The request must include a clear justification explaining why the hire is essential and critical during cutover.
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Reclassifications and Compensation Changes: November 1, 2025 |
Any reclassification or salary review processed on or after Nov. 1 will have an effective date of Jan. 25, 2026.
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Recruitment Job Postings: November 1, 2025 |
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Nov. 1 is the last day to post positions in connectU
- Aim to close all staff searches by Nov. 13.
- Critical and essential hires with senior-level approval may be posted and recruited until Nov. 21.
- UPDATED! Faculty searches must now be completed in connectU by Mar. 31, 2026.
- After Nov. 1, job posting requests will be held and posted in Workday on Jan. 2, 2026.
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HR-Related E-Forms: November 1, 2025 |
- The last day to create HR-related e-forms (excluding 13 and 22) is Saturday, Nov. 1.
- All E-forms in process must be completed by Friday, Nov. 21, at noon.
- This includes E-forms effective for periods after December 24, 2025. Please process as many January–June 2026 cost distribution changes now rather than waiting until January.
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This includes E-forms like:
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- Form 1: Personal Employment
- Form 3: Change of Status or New Position & Change in Cost Distribution
- Form 7: Students Paid on Salaried Basis
- Form 18: Students Paid on an Hourly Basis*
- Form 40: Request for Additional Pay
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*Note: Student Travel Only may be created until Monday, Dec. 15.
We strongly encourage departments to complete necessary E-Forms early. Waiting until the deadline increases the risk of incomplete processing before systems transition to Workday.
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Employee Self-Service (in MyOleMiss): November 1, 2025 |
Employee Self-Service will be temporarily paused beginning Nov. 1. The following updates will not be available during cutover:
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Address and Communication Preferences
- Bank Information
- Update Beneficiaries / Dependents
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Semi-Annual Performance Reviews |
Continue regular performance discussions, but note that an online system will not be available for formal documentation for July – December 2025. Reviews will resume in 2026 within Workday.
Contact your Human Resources partner if formal documentation is required due to performance or policy concerns.
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Download materials such as performance reviews and résumé documents by Dec. 23, 2025.
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- Only items from 2016 onward can be downloaded from connectU.
- Additional performance materials may be found in myOleMiss under My Staff Performance Appraisals.
- These documents will not transfer to Workday and will no longer be accessible after the deadline.
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Support During the Transition |
To help you navigate these dates and processes, here is a recap of available resources:
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Looking for past communications?
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| To learn more about Encompass:
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| The University of Mississippi
P.O. Box 1848
University, MS 38677
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| The University of Mississippi
PO Box 1848
University, MS 38677
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PO Box 1848 | University, MS 38677 US
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