Timeline

February/March

• Department Administrative Manager (AM) and accountant review summer offer and retention/counteroffer salary on T/TT Faculty Employment Lifecycle List, confirm data is correct and communicate with COE Faculty Affairs about any discrepancies. AM/accountant contacts faculty with summer salary available or expiring that summer per Lifecycle List to discuss summer plans. Offer/retention/counteroffer salary must be coordinated with any other summer teaching or non-teaching commitments.

• COE Faculty Affairs prepares department faculty summer employment spreadsheets and folders on Box and uploads documentation for any known commitments.

• AM/accountant review commitment documentation on Box, communicate with COE Faculty Affairs about any discrepancies, and add documentation of any known commitments not already uploaded.

• Once department spreadsheets are available, COE Faculty Affairs and AMs begin adding known commitments including those with documentation uploaded to the department summer faculty employment Box folder.
  

March

• Summer course schedules are published. Course scheduler and AM review it to confirm that it is correct.

• As early as possible, AM adds all summer teaching jobs to department faculty summer employment spreadsheet. (COERA/research administrators, COE Faculty Affairs, and department will need to coordinate non-teaching jobs around these.)

• AM and accountant meet with department chair to discuss all faculty teaching and service/administrative jobs (offer/retention letter salary, Graduate Advisor, Associate Chair, program directors, etc.), required approvals (Instructional Overloads, Modified Service, etc.), budget, PARs needed for new hires, etc.

• AM, accountant, COE Faculty Affairs, and COERA/research administrators enter information on spreadsheet as it is confirmed. Department AM is responsible for regularly reviewing all spreadsheet data for conflicts (multiple jobs totaling over 40 FTE at any given time), cancelled classes, plan changes, etc., and communicating and coordinating with relevant individuals as needed to resolve them.

• AM makes any needed updates to FileMaker Pro database.
  

March/April

• COE Faculty Affairs finalizes COE Faculty Summer Job Policy and shares with AMs and accountants.

• COE Faculty Affairs holds summer faculty employment training; AMs, Academic HR Partners, Cost Center Managers, and research administrators attend.

• Department downloads course schedule and enters all summer course information to File Maker Pro personnel database.

  • Download a copy of the appointment report from FMP, which shows courses being taught, percent time, and salary.

• AM obtains and documents all needed prior approvals per COE policies including the following:

  • Summer instructional overload (on this page, see tab “Teaching jobs and Option III” > Summer Instructional Overload > Required prior approvals)

    • Two (or more) courses in different sessions: Chair approval required

    • Two courses in the same session: Chair AND Senior Associate Dean approval required

  • Retired faculty member teaching a summer course on Modified Service: Senior Associate Dean approval required (on this page, see tab “Modified Service” > Prior approval requirement)

  • Exceptions to teaching salary cap: Senior Associate Dean approval required (on this page, see tab “Teaching jobs and Option III” > Compensation - summer teaching assignments)

• Consulting the course schedule, AM processes:

  • PARs for new summer hires (note that all Instructors of Record for COE courses must have a COE faculty position)

  • Reactivations for F-INA faculty who will have active summer jobs

    • Reactivated faculty must complete FERPA training in UT Learn before receiving access to CLIPs and other student information systems. See COE: Teaching-Related Policies > FERPA

• Grants/sponsored projects: Faculty send all requests for summer jobs to be funded by their sponsored projects to COERA/research administrators including GRAs, other faculty, researchers, hourly employees, and their own summer research jobs. (COERA’s deadline is typically in early April.)
  

April

• Per Teaching-Related Policies - COE > Minimum Enrollment in Organized Courses, courses that do not meet minimum enrollment requirements may be cancelled. Course Scheduler and AM monitor course enrollment and inform chair of courses with low enrollment. Chair and AM establish deadline by which courses must meet the minimum enrollment requirements and inform faculty whose classes are at risk of cancellation.

• AM/accountant completes department spreadsheet with all known non-research jobs. COERA/research administrators will complete spreadsheet for jobs funded by sponsored projects. (Department Academic HR Partner is responsible for processing all summer jobs in Workday.)

• COE Faculty Affairs processes summer Additional Jobs for department chairs and FTE changes for Associate Deans relating to their chair/Associate Dean positions only. Any summer jobs relating to their roles as faculty (e.g., teaching or research) are processed by the department. COE Faculty Affairs will add and notate any jobs they will be processing on the department spreadsheet.
  

April/May

• Academic HR Partner processes summer Additional Jobs and compensation BPs in Workday

  Attention: First summer session starts May 16. Payroll deadlines are typically around the 17th of each month. Academic HR Partners should plan processing accordingly, and be sure to allow sufficient time for review, approvals, and the possibility of returned Business Processes.

May

• Course scheduler runs low enrollment report for summer session 1 and sends to the chair. AM reminds chair to review the enrollment report. Chair will cancel classes if they don’t meet the minimum enrollment requirements.

• Academic HR Partner is informed of any cancellations and corrects contracts, Workday BPs, department spreadsheet, and FileMaker Pro.
  

June/July

• Course scheduler runs low enrollment report for summer session 2 and sends to the chair. AM reminds chair to review the enrollment report. Chair will cancel classes if they don’t meet the minimum enrollment requirements.

• Academic HR Partner is informed of any cancellations and corrects contracts, Workday BPs, and department spreadsheet.

• Once all department instructor needs for summer have been filled, department closes annual open rank PTF posting in Interfolio and communicates with applicants.
  

July/August

• COE Faculty Affairs will end any chair additional jobs they create and update fall FTEs for Associate Deans for which they’ve processed summer changes.

• Department processes “End Additional Job” BPs for any summer jobs not ended by mass termination process.

• Department terminates employment for all active faculty on Modified Service effective 8/15.

General information about faculty summer jobs

What are faculty summer jobs?

Annual compensation for 9-month faculty is based on fall and spring semester dates August 16-May 15. Work performed during summer dates May 16-August 15 is considered summer additional employment, for which 9-month faculty may receive additional compensation with appropriate approvals.

Job responsibilities for faculty are described by three standard academic domains: teaching, research, and service. Summer jobs are categorized the same way, each of which is described in greater detail on tabs on this page:

• Teaching: instruction of organized courses

• Research: work funded by sponsored projects/grants

• Administrative: work/compensation that is related to neither teaching nor research. In summer (May 16-August 15), this includes summer salary included in offer packages for new tenured and tenure-track hires and retentions/counteroffers for continuing faculty.

In Workday, summer jobs are processed as either teaching ((instruction of organized courses), or non-teaching (both research and administrative).

Who processes what?

Dean's Office Faculty Affairs will add department chair appointments to the appropriate tab for each department and will process the corresponding business process in Workday. Any appointments for a department chair acting in the capacity of faculty member, for instance, teaching or research, should be added to the spreadsheet and processed by the department.

Summer appointments for Associate Deans are processed on their A&P positions. COE Faculty Affairs will add these appointments to department spreadsheets and process them in Workday. Any appointments for an Associate Dean acting in the capacity of faculty member, for instance, teaching or research, should be added to the spreadsheet and processed by the department.

Assignments funded by Sponsored Research are added to the spreadsheet by COERA or other center research administrators. The corresponding business processes are processed by the department Academic HR Partner.

Scheduled Weekly Hours (SWH)

Academic HR Partners should add teaching or non-teaching summer jobs for the period May 16-August 15 with associated Scheduled Weekly Hours (SWH) first, in order to bring the faculty member up to 40 SWH. The sum of all concurrent jobs may not exceed 40 SWH at any time. Any remaining payment still owed after being appointed at the maximum 40 SWH should be processed as additional pay (via Allowance or One-Time Payment) on the summer job. See tab “Allowances & One-Time Payments” on this page for more information.

• If a faculty member is conducting sponsored research, use the period of performance and number of SWH equal to their time and effort on the grant.

• If a faculty member is not performing duties related to sponsored research, adjust their number of SWH to equal the total payment amount over the period of performance.

• If the period of performance covers both the academic year (August 16-May 15) and summer (May 16-August 15), such as for 12-month Research Faculty, follow academic year guidance.

Summer Monthly Rate

Institutional Base Salary is annual compensation paid for a faculty member’s appointment (9 or 12 months), whether their time is spent on research, teaching, administration, or other activities. Total Institutional Base Salary includes the faculty member’s Academic Rate plus compensation earned from Faculty Endowed and/or Faculty Non-Endowed Supplements.

Institutional Base Salary does not include compensation earned from other types of one-time or recurring supplemental payments, including administrative supplements, instructional overload allowances, or compensation for special programs and activities. Additionally, Institutional Base Salary does not include payments from other organizations or income that faculty are permitted to earn outside of their institutional responsibilities, such as consulting.

Run Workday report Academic Summer Rate (Monthly) - RPT0806 to find the correct summer rate for faculty with 9-month appointments, for use in summer jobs. The rate is calculated as one-ninth of their Institutional Base Salary [$9-month rate/9] and any eligible allowances for each month of summer effort. This information will be entered on the department summer faculty employment spreadsheet and used in the Job Costing Tool.

See screenshot below.

Benefits eligibility

If a faculty member was benefits-eligible in the immediately-preceding spring, they will also be benefits-eligible in the summer. For more information on faculty summer benefits, see HR: Summer Coverage for Faculty.

Tips and important reminders

• Job title: Give each job a unique, descriptive name including service dates on the department spreadsheet. Example: “Grad Advisor 6/16-7/15” or “NIH research 7/1-15.” Use this same name on the Workday business process. If you ever need to look up the job in Workday Worker History later, having assigned jobs easily identifiable names will make it much easier.

• Upload appropriate documentation to BPs: department faculty employment spreadsheet (required for all BPs), offer letter, award acceptance, etc.

• Explain briefly and clearly in business process comments any circumstances not readily apparent within the Workday business process that may help approvers in their review. Comments can also be useful in revisiting a business process later.

• Mark off on the departmental spreadsheet each job as routed forward for approvals, in the column "Dept. - completed". The Dean's Office will also mark off each item on the spreadsheet as they are approved forward in Workday. This will help you keep track of which jobs have been processed and which still need to be done.

Administrative jobs

Administrative jobs include offer and retention letter summer salary, service, and generally anything that is not teaching of organized courses or funded by sponsored projects/grants. They are typically the most flexible in both service dates and Scheduled Weekly Hours and may be the easiest to schedule around concurrent teaching and research commitments as needed.

For additional information, see WorkdaySupport: Academic Employment.

Graduate Advisors

In COE, faculty serving as Graduate Advisor receive one month of summer salary, processed on a non-teaching Additional Job.

Offer/retention/counteroffer summer salary

• For tenured and tenure-track salary, confirm number of summer months still available to use with the TTT Faculty Employment Lifecycle List and that their use period has not expired. Discuss with the faculty member any other summer commitments and how to coordinate them within the maximum 40 SWH. If there are any discrepancies between List data and departmental records, report them to COE Faculty Affairs.
  

• If summer salary is expiring and cannot be used due to other summer commitments, contact COE Faculty Affairs for guidance.
  

• Use available summer salary included in offer/retention/counteroffer letters in increments of whole months, each used during a single summer, i.e. do not split up a single month of summer salary over multiple summers. If this is not possible, please contact COE Faculty Affairs for guidance.

  • Example: Faculty member has one month of summer to be used in summer 2025, 2026, or 2027. It should not be used as one week in 2025, one week in 2026, and two weeks in 2027.
    

• Whole months of summer salary can be spread across multiple months within the same summer. Example: two months of summer salary might be spread across all three summer months at 66.67% FTE, in order to accommodate other commitments. Use the total allocation of all months to be used in the Job Costing Tool to calculate the appropriate FTE for the desired date range.
  

• Upload a copy of the original signed offer/retention/counteroffer letter to the Workday BP. An additional summer contract for this salary is not needed.
  

• For tenured and tenure-track faculty, summer salary months included in offer/retention/counteroffer are added to the TTT Faculty Employment Lifecycle List by COE Faculty Affairs. COE Faculty Affairs will update the List with summer months used as part of their review of summer Workday Additional Jobs. Department AMs are responsible for reviewing List details and reporting any discrepancies or differences from department records to COE Faculty Affairs. Departments are responsible for all professional-track faculty records. See below for an example of offer letter summer salary recorded on the List.

How to process summer administrative Additional Jobs in Workday

1. On the department spreadsheet, give each administrative job a unique and descriptive name including dates of service. Example: "Graduate Advisor 7/1-7/31” or “Offer letter summer salary 7/16-8/15.” Use this same job name in the Workday business process.

2. Follow Add Additional Job instructions at WorkdaySupport: CSU Faculty Summer Jobs Initiator and Approver Checklist.

   1. Notes on Employee Type:

      1. Always use "Fixed Term" for summer jobs for 9-month faculty.

      2. Benefits eligibility should match their status the immediately previous spring, either benefits eligible or non-benefits eligible.

3. In Workday BP comments, the following comments are required:

   1. Department chair’s approval of the additional job, including approval date. Example: “Approved by [Chair Name] on MM/DD/YYYY.”

   2. A clear and concise description of the administrative work to be performed and/or role to be held. (Why are we paying them?)

   3. As relevant, explain any circumstances not readily apparent within the Workday business process that may help approvers in their review. Comments can also be useful in revisiting a business process later.

4. Upload the following to the BP:

   1. Department spreadsheet

   2. Signed summer contract (or for summer salary included in offer/retention/counteroffer letters, a copy of that letter)

   3. Any other relevant supporting documentation (offer letter, email chain of request and approval, etc.) that help provide context and background information for the additional job.

5. Mark off on the departmental spreadsheet each job as routed forward for approvals, in the column "Dept. - completed”. This will help you keep track of which jobs have been processed and which still need to be done.

Allowances and One-Time Payments (OTP)

Generally, work performed during the summer should be processed as summer Additional Jobs, up to a total of 40 Scheduled Weekly Hours (SWH). Once the 40 SWH limit has been reached, any remaining payment still owed to the faculty member should then be processed as additional pay via Allowance or One-Time Payment. For guidance on when to use Allowance vs. One-Time Payment, see COE: Faculty Additional Employment > Which compensation method?. Note that work on sponsored projects and grants cannot be paid by Allowance or One-Time Payment.

In summer, Allowances and One-Time Payments must be processed on an Additional Job (even if that summer Additional Job is for 0 SWH) rather than on the primary 9-month faculty position. Use the appropriate compensation plan as follows:

• Teaching: Instructional Overload

• Administrative (non-teaching): Academic Activities

• Research: CANNOT be paid via Allowance/One-Time Payment

See COE: Faculty Additional Employment > How to process Allowances and One-Time Payments (OTP) for additional information.

Awards: Summer Research Award (SRA) and Faculty Development Award (FDA)

SRAs and FDAs are typically flexible in both service dates and Scheduled Weekly Hours and may be scheduled around concurrent teaching and research commitments as needed. Both are processed in Workday as summer non-teaching Additional Jobs following the instructions below.

SRA

Summer Research Award (SRA) is a COE program that provides one month of summer salary for tenured and tenure-track awardees. Award letters give the faculty member the following two options with conditions:

a) One month at 100%: No concurrent teaching, administrative, or other research jobs OR

b) Two months at 50%: 50% of effort must be devoted to the research proposed in their application; the other 50% FTE may include teaching or administrative jobs.

How to process an SRA in Workday

1. On the department spreadsheet, give each administrative job a unique and descriptive name including dates of service, such as “SRA 6/1-30.” Use this same job name in the Workday business process.

   1. In column E “Activity,” choose SRA from the dropdown menu.

2. Follow Add Additional Job instructions at WorkdaySupport: CSU Faculty Summer Jobs Initiator and Approver Checklist.

   1. Notes on Employee Type:

      1. Always use "Fixed Term" for summer jobs for 9-month faculty.

      2. Benefits eligibility should match their status the immediately previous spring, either benefits eligible or non-benefits eligible.

3. Upload the following:

   1. Copy of the department spreadsheet

   2. Signed SRA Acceptance form

   3. (Separate summer contract for SRA not needed)

4. Cost Center is 19-2665-8725

5. Mark off on the departmental spreadsheet each job as routed forward for approvals, in the column "Dept. - completed”. This will help you keep track of which jobs have been processed and which still need to be done.

See additional information at WorkdaySupport: Academic Employment > Summer Guidance.

FDA

Faculty Development Award (FDA) is a Provost’s Office program that provides professional-track faculty awardees with funds for professional development activities including summer salary.

How to process an FDA in Workday

1. On the department spreadsheet, give each administrative job a unique and descriptive name including dates of service, such as “FDA 6/1-30.” Use this same job name in the Workday business process.

   1. In column E “Activity,” choose FDA from the dropdown menu.

2. Follow Add Additional Job instructions at WorkdaySupport: CSU Faculty Summer Jobs Initiator and Approver Checklist.

   1. Notes on Employee Type:

      1. Always use "Fixed Term" for summer jobs for 9-month faculty.

      2. Benefits eligibility should match their status the immediately previous spring, either benefits eligible or non-benefits eligible.

3. Upload the following:

   1. Copy of the department spreadsheet

   2. Signed FDA Acceptance form

   3. (Separate summer contract for FDA not needed)

4. Cost Center is 19-2640-4347

5. Mark off on the departmental spreadsheet each job as routed forward for approvals, in the column "Dept. - completed”. This will help you keep track of which jobs have been processed and which still need to be done.

See additional information at WorkdaySupport: Academic Employment > Summer Guidance.

Department chairs

Department chairs are paid summer salary for administrative work related to their chair roles, the terms of which are included in their chair offer letters. Faculty members currently serving as department chairs may also have additional summer jobs related to their role as faculty, such as teaching or research. How these two types of summer jobs are processed and who is responsible for processing them depends on whether the work is related to the chair or faculty position.

Summer salary specifically related to the role of department chair and included in the department chair offer letter is processed in the Dean’s JM sup org by COE Faculty Affairs. COE Faculty Affairs will both add this job to the department’s faculty summer job spreadsheet and process the additional job in Workday.

Processing of summer additional jobs related to the chair’s faculty role (e.g., teaching organized courses, performing research on sponsored projects) is the responsibility of the Department Academic HR Partner, who will both add the job(s) to the department’s faculty summer job spreadsheet and process the additional job(s) in Workday. Summer jobs related to the faculty role should be processed in the chair’s own JM chair sup org.

Associate Deans

Faculty appointed as Associate Deans hold concurrent positions: a nine-month faculty position reporting to their department chair and a 12-month Academic A&P position reporting to the Dean, for a total FTE not to exceed 100% (40 Scheduled Weekly Hours). The details of these two positions, including respective FTEs of each, are described in their Associate Dean offer letters.

Any summer adjustments to the Academic A&P (Associate Dean) position described in the Associate Dean offer letter are added (with notes) to the department’s faculty summer job spreadsheet and processed in Workday by COE Faculty Affairs. Typically, this will be an increase in the FTE of their Academic A&P position during the summer months, while their 9-month faculty position defaults to 0% FTE. If the faculty member currently serving as Associate Dean will also have summer jobs relating to their faculty role (e.g. teaching or research), the FTE of all concurrent positions are coordinated so that the total FTE does not exceed 100% at any point.

Processing of summer additional jobs related to the Associate Dean’s faculty role (e.g., teaching organized courses, performing research on sponsored projects) is the responsibility of the Department Academic HR Partner, who will both add the job(s) to the department’s faculty summer job spreadsheet and process the additional job(s) in Workday. If the total FTE of the Associate Dean summer job and any other faculty summer jobs exceeds 100% at any time, the Academic HR Partner should contact COE Faculty Affairs to coordinate. Summer jobs related to the faculty role should be processed in the JM sup org of the department chair of the faculty member’s primary department.

How to prepare the department faculty summer employment spreadsheet

Process

1. COE Faculty Affairs will create spreadsheets for each academic department on Box, named "[Your department} - 20XX Summer Faculty Jobs". Example: SPE - 2026 Summer Faculty Jobs.

2. Department AMs/Academic HR Partners: Run Workday report "Academic Summer Rate (Monthly) - RPT0806" for all of the supervisory organizations in your department.

3. Create a separate tab on the single spreadsheet for each of your tenured, tenure-track and 9-month professional-track faculty members who will need summer additional jobs, and sort tabs alphabetically by last name. For the "Financial" columns H-J on the spreadsheet, use corresponding information from RPT0806 (see step 1 above), and verify that amounts in the "Summer Rate - Monthly" columns on both match exactly.

4. Follow the instructions on the template to complete the spreadsheet. Each tab should show the full picture of each faculty member's assignments for that summer, with each job listed as a separate line. Review carefully to ensure that the faculty member is at no point assigned to more than 40 Scheduled Weekly Hours (SWH) for any segment during May 16-August 15, and that total compensation for the summer does not exceed three months at 100% - Workday is unable to audit this.

   1. If a single job will vary in SWH over the summer, it should be broken into separate date spans. For example, if a single job is 30 hours from 5/16 to 6/30, and then 20 hours 7/1-8/15, it should be listed as two jobs.

   2. Example:

      1. Job 1: 5/16-6/30: 30 hours

      2. Job 2: 7/1-8/15: 20 hours

5. Once COE Faculty Affairs gives the go-ahead, process summer assignments in Workday - one business process per Add Job. Refer to COE Faculty Summer Assignments Policy for the current year on Box for college guidance and requirements. See WorkdaySupport: CSU Faculty Summer Jobs Initiator and Approver Checklist for step-by-step instructions.

6. For each Add Job processed in Workday, upload a copy of the spreadsheet to the business process, in whatever state of completion it is in. As summer processing is ongoing, it is not necessary that the spreadsheet be fully-completed for all faculty members in the department when uploaded. Ensure only that the information for the relevant tab matches what is in the business process for that faculty member, and that no segment exceeds 40 total SWH.

FileMaker Pro

Entering information in FileMaker Pro

1. Find the faculty you need to enter a contract for either by searching for their name or scrolling down the list of your faculty.

2. If the faculty member is not in your database, you will need to add a record for them. Tip: add new faculty to the database as soon as their hire has finalized.

   1. Click the “+” sign on the left-hand side above the list of faculty. Do NOT select + New Record in Header

   2. Enter all information noted in red as being required: EID, First Name, Last Name, Employee Type, Job Title, UT Email.

   3. Enter any other relevant information for the faculty member.

   4. Click “Add Employee.”

3. If this is an inactive faculty member that you are reactivating, change their status from Inactive to Active.

   1. This is also a good time to inactivate faculty members in the database if needed

4. If faculty member is retired and you are rehiring them (i.e. Modified Service), change the status to Retired Active.

5. In the Appointments section on the right-hand side, click “Add Appointment.”

6. Choose “Summer Only” from the dropdown menu.

7. Select the appropriate contract type. For (Retired) Active faculty, this will be Modified Service; all others will be Short Term.

8. Enter the effective date and end date.

9. Enter the number of months for the assignment. (First or second summer session are each 1.5 months.)

10. Enter the FTE Academic Rate. Confirm rate in Workday if needed.

11. Enter the total compensation for the assignment. This should match what is entered in the department faculty summer employment spreadsheet on Box.

12. Enter the teaching assignment(s) for the faculty member.

13. When you have confirmed all information is accurate and you are ready to send the contract, check “Contract ready to send.”

Pulling reports in File Maker Pro

1. Navigate to the Appointments view.

2. Search and sort to display the report information needed.

3. Actions > Appointments Report for Found Set.

Sending DocuSign contracts

1. All faculty with a teaching assignment will need a summer contract, including tenured and tenure-track faculty,

2. Make sure “Contract ready to send box” is checked for all appointments for which you are sending a contract.

3. Go to tab “Employees” > Actions > Details view.

4. For summer contracts, select Export Summer Appointments and Export Summer DocuSign Bulk Recipient Headers File.

5. Copy and paste the headers into the appointments file.

6. Log into DocuSign > Template > Shared With Me and locate the appropriate contract template.