HR Partners - Student Employment Processes

Click through the tabs below to see student employment guidance and processes for HR Partners.

Student Employment Process Overview

Before processing student jobs, HR Partners should:

Look at the student’s jobs as a whole and not just the job they are working on. Make sure students will not exceed the maximum work hour limits for any position.
Check students are assigned to the appropriate job title (Example: student assisting with a course should not be assigned as a GRA)
Complete the background check
Check there are not duplicate assignments
Check petition status for international students and AIs is approved if applicable
Have a student contract signed by the supervisor and employee
Check the correct business process is being used. See the Student Business Process Matrix below.

Student Contracts

Adding new students to the File Maker Pro database

If the student is not in your database, you will need to add a record for them.

Click the “+” sign on the left-hand side above the list of students. Do NOT select + New Record in Header
(academic departments only) For graduate students in your department, enter the student’s EID or select the student’s name from the dropdown. The student’s information will auto-populate in the fields.
For students outside of your department, you will need to enter the student information manually. After clicking the “+” sign above your list of students, click the out of department button in the top right. Enter all information noted in red as being required: EID, First Name, Last Name, Email, Department, Degree Sought.
Once information has been filled in for the student, click “Add Employee.”

Entering and Sending Teaching Assistant and Assistant Instructor Contracts in File Maker Pro

Find the student you need to enter a contract for by searching for their name or scrolling down the list of your students
Click + Add TA/AI Appointment on the right-hand side of the student’s employee record
Enter the semester - example 20259
Select the employee type (Benefits Eligible or Non-Benefits Eligible)
Click +Add TA/AI Assignment
Enter all required information noted in red (job title, hours per week, supervisor EID, course assignments, and program area (if applicable). For TA and AI assignments, the sup org and costing center will auto populate.
When information is complete, check the Contract Ready to Send box. Enter information and check contract ready to send boxes for all students you want to send a contract for.
Navigate to the TA/AI Assignment detail view (where you entered the employment information) for any student
Click the Actions button on the top right and select Export TA/AI Contract Data for DocuSign
Click the Actions button again and select Export DS Bulk Recipient Header File
These files will export to your desktop. Open them and put the headers in the TA/AI Contract Data file. Save this file
Log into DocuSign
Go to templates → Shared with me → TA AI Contract
Click “Use” and select bulk send
Select upload CSV and click next
Drag and drop the CSV file or upload the CSV file with the student contract information. Click Save and then click Send Now.

Entering and Sending Graduate Research Assistant Contracts in File Maker Pro

Find the student you need to enter a contract for by searching for their name or scrolling down the list of your students
Click +Add GRA Appointment
Select the appointment semester from the dropdown. Dates will auto populate in the effective and end date fields. Check these match the assignment you are entering
Enter all required information noted in red (hours per week, supervisor EID, Employee Type (benefits eligible or non-benefits eligible))
When information is complete, check the Contract Ready to Send box. Enter information and check contract ready to send boxes for all students you want to send a contract for.
Navigate to the GRA Appointment detail view (where you entered the employment information) for any student
Click the Actions button on the top right and select Export GRA Contract Data for DocuSign
Click the Actions button again and select Export DS Bulk Recipient Header File
These files will export to your desktop. Open them and put the headers in the GRA Contract Data file. Save this file
Log into DocuSign
Go to templates → Shared with me → GRA Contract
Click “Use” and select bulk send
Select upload CSV and click next
Drag and drop the CSV file or upload the CSV file with the student contract information. Click Save and then click Send Now.

Sending Hourly Employee Contracts (Academic Departments)

Hourly appointments are not entered in FMP for academic departments. These will need to be entered on the bulk recipient file manually.
Find the hourly student contract bulk recipient file on box under your employee contracts folder. It will be within a folder titled Bulk Recipient Headers. Download the hourly student contract file for your department.
Fill out the template with information for each hourly student appointment that you want to send a contract for. Follow the example on the first line and then delete the example when you are finished entering information. Save the bulk recipient file.
Log into DocuSign
Go to templates → Shared with me → Student Hourly Contract
Click “Use” and select bulk send
Select upload CSV and click next
Drag and drop the CSV file or upload the CSV file with the student contract information. Click Save and then click Send Now.

Entering and Sending Hourly Employee Contracts (COE HR)

Find the student you need to enter a contract for by searching for their name or scrolling down the list of your students
Click +Add Hourly Appointment
Select the appointment semester from the dropdown.
Select the Job Profile from the dropdown
Enter all required information noted in red (effective date, end date, hourly rate, hours per week, supervisor EID, Employee Type
When information is complete, check the Contract Ready to Send box. Enter information and check contract ready to send boxes for all students you want to send a contract for.
Navigate to the Hourly Appointment detail view (where you entered the employment information) for any student
Click the Actions button on the top right and select Export Hourly Contract Data for DocuSign
Click the Actions button again and select Export DS Bulk Recipient Header File
These files will export to your desktop. Open them and put the headers in the Hourly Contract Data file. Save this file
Log into DocuSign
Go to templates → Shared with me → Student Hourly Contract
Click “Use” and select bulk send
Select upload CSV and click next
Drag and drop the CSV file or upload the CSV file with the student contract information. Click Save and then click Send Now.

Mass Transaction Submission System (MTSS)

See below for guidance on filling out and submitting MTSS template. See Mass Transaction Submission System (MTSS) for additional guidance.

MTSS process

Check the Student Business Process Matrix to confirm assignments are eligible for MTSS. MTSS is for new hires, rehires, and add jobs only.
Confirm that background checks have processed and cleared for the new appointments
Confirm that there are at least 5 appointments to process via MTSS
Log into MTSS https://utdirect.utexas.edu/apps/erp/mtss/
Download the batch template (Batch Template > Download Student Hire/Add Job Batch Template)
Fill in the data either by exporting from file maker pro or manually typing it in. See Explanation of Data Fields for guidance.
Save the template. Return to the MTSS and select Create Batch > Student Hire/Add Job
Fill out the fields and click create and validate

Summary = Name of department + semester and year (Kinesiology and Health Education Fall 2024)
Approver EID = COE HR Executive
Select the template that was saved before and upload

The batch upload will validate for errors

10. If there are no errors, proceed with routing the batch upload for approvals

11. If there are any errors correct the errors or remove the students causing an error from the template. Reupload the corrected template, validate, and route for approvals if there are no errors.

12. You will receive an email once the hire/add job batch has approved and a notification for each student employee that a job was added for.

Explanation of Data Fields

	MTSS Data Field Column	Explanation
A	EID	Student’s EID Must be a valid EID in the Office of the Registrar’s student system. Student must have valid grade level classification.
B	Position Start Date (mm/dd/yyyy)	First day of position such as 8/16/2025. This date should match the start date on the employee’s contract. Must be no earlier than 21 days from today and no later than 60 days from today
C	End Employment Date (mm/dd/yyyy)	Last day of position such as 12/31/2025. This date should match the end date on the employee’s contract. Must be no later than 1 year from the position start date.
D	Employee Type	Use the drop down to select one of the following options Regular Non-Benefits Eligible (Fixed Term) Regular Benefits Eligible - Graduate Student Academic (Fixed Term) Look at the student’s assignments as a whole and not just the particular assignment you are working on. Example: Student has a 10 hour GRA assignment and you are adding a 10 hour TA assignment over the same time period. The combined total of Academic Graduate Student Jobs is 20 hours, so the student is benefits eligible.
E	Supervisory Organization ID	Look up the sup org in the search box in Workday (example search for KHED JM Janice Todd). Select the appropriate sup org from the search drop down. The supervisory organization ID will be in the top left of the page. Example SO_0000003023. The sup org must be active on the position start date. All TAs and AIs should be in the chair’s JM sup org All GRAs should be in their faculty supervisor’s sup org
F	Job Profile ID	Job profile IDs can be found on the HR Student Academic Employment and Student Non-Academic Employment pages Job profile should match the student’s contract Job profiles will begin with U, G, or P Use RPT0286 to look for job profiles or to check job profiles in Workday
G	Title for directory and timesheets (optional)	If entered on the batch template, the title will override the default Workday Job Title and Position Title. Otherwise, the default job profile title will be used for both fields. For students with multiple jobs it is recommended to give unique titles for each job. This can help the students when they are filling out timesheets. For example, a student has a Student Associate position with COE advising and a Student Associate position with ITO. Rather than calling both jobs “Student Associate” we can add some identifying information to the title so it is easy to tell the positions apart. Example: “Student Associate - COE Advising” or “Student Associate - ITO”
H	Scheduled Weekly Hours	Enter the scheduled weekly hours, for example 20 Must be greater than 0 and less than 40
I	Payment Frequency (H/M/A)	Enter H, M, or A for the payment frequency. H is for hourly, M is for monthly (TA/AIs), A is for annual (GRAs) Hourly positions (URA, GA, etc) are paid hourly (H). TAs and AIs are paid monthly (M). GRAs are paid annually (A).
J	Hourly or Full-Time Rate	This should follow the payment frequency that was entered in the previous column Hourly example entry - 15 for $15 per hour Monthly (TA/AI) enter the full-time monthly rate. Workday will prorate based on SWH. Example: 4613.30 Annually (GRA) enter the full-time annual rate. Workday will prorate based on SWH. Example: 55360 The amount must be greater than the minimum amount for that compensation grade profile See COE Salary Rate Minimums for GRA, TA, and AI salary minimums See Student Employee Compensation for all other salary minimums
K	Costing Allocation Cost Center	Enter the account for costing in the format AC1912345678 MTSS does not support multiple accounts. These will need to be processed manually
L	Costing Allocation End Date	End date of costing allocation if applicable. Grant accounts must have an end date on costing allocations. This will match the end date on the appointment spreadsheet.
M	Comments	If entered on the batch template, comments will appear on the business process event in Workday. Add any additional comment that may be helpful for others viewing the business process or for yourself in the future. Example: student is benefits eligible due to 10 hour GRA position over the same period. Combined total of AGS positions for Fall is 20 hours.

Mass End Employment Date Extension Process

See below for guidance on filling out and submitting the mass end employment date extension template. Additional guidance can be found on the Mass End Employment Date Extension Process website.

Mass End Employment Date Extension Process (continuing students only)

The university will set dates for the Mass End Employment End Date Extension window. Transactions for each semester can only be processed during the window. COE HR will set an internal deadline for the College, usually 2-3 weeks before the start of the semester in Workday, in order to make sure appointments are loaded in Workday on or before the start of the semester. COE HR will communicate the internal deadline and send a box upload link to HR Partners.
HR Partner downloads RPT0900 from Workday. It is important to always use a new template and never copy and paste information from an old template.
Ideally all contracts will be sent out and signed before the template is filled out. For extensions on grants, the appointment sheet must be received from COERA or your center’s grant contact before the student is added to the mass extend template.
Delete any students from the template who you are sure will not be returning to the same position (graduating students, students transferring to another job, students not being offered a position in the next semester, etc)
Delete any students from the template whose funding source is changing. There is no option to update the costing on the mass extend template. These students need to be processed manually.
Enter the proposed end employment date/contract end date (date will match the contract)
Enter the proposed scheduled weekly hours (will match the student’s contract)
Enter the proposed business title (directory) and proposed position title (timesheets)

For summer anchor jobs this should be TA/AI Summer Anchor Job for both

Enter the proposed amount not prorated by FTE. For hourly employees, this is the hourly rate. For TAs and AIs this is the full-time monthly rate. For GRAs this is the full-time annual rate.
Save the template. Upload to the COE HR box folder for processing. You will receive a confirmation email once the mass extend has gone through in Workday.

Summer TA/AI Anchor Job Process

Students who hold a TA or AI position in the Spring who will hold a benefits eligible position in the Fall are eligible for a TA/AI Anchor job. This applies even if the student will be transferring to a TA position with another department in the Fall.
Students who hold a GRA positions in Spring are not eligible for summer anchor jobs even if they will transition to a TA or AI position in the Fall
For summer anchor jobs, change the end date to 8/15 and the SWH to 0. The proposed business title and proposed position title should be TA/AI Summer Anchor Job
The proposed amount will be the same rate the student made in the spring. Workday should prorate this to $0 based on the student’s SWH.
If a student will have a position for all or part of summer, the department can process that appointment as an add job on top of the 0 SWH anchor job.

1. If the student does not have a benefits eligible assignment over the entire summer, this will help them maintain their benefits eligibility for the whole summer

2. There is no place to include costing changes on the mass extend template. Spring and summer TA positions are on different accounts. If the mass extend template is used to extend the student through all or part of the summer and they will have a paid TA position over the summer, an ad hoc costing must be done to put their payroll on the correct account. When their position is extended through the fall another ad hoc costing will need to be done to correct their payroll back to the long semester account.

TRB Processing

The Tuition Reduction Benefit (TRB) refers to in-state tuition coverage that is provided to students as a benefit of their employment as teaching assistants (TAs), assistant instructors (AIs) and graduate research assistants (GRAs).

Process:

Navigate to the Awards System in FMRS

Click a Create New Award

Click Tuition Reduction Benefit Award. This is in the bottom right under SS3: Tuition Reduction Benefit Award

Confirm the correct semester is selected

Enter a summary for the document. It is recommended to include the semester and year in the summary and some identifying information such as the supervisor to help you distinguish this document from other TRBs

Select the intended position for the recipient (either TA/AI or GRA)

Enter the account number under funding information

Click Save and Continue

Either upload an excel file containing the information for the TRBs or enter the student’s EID and award amount (limit) manually. If you upload an excel file, it should have two columns: UT EID and LIMIT

10. Click Save and Continue

11. Confirm information on the document review screen is correct and submit for approval

Tips and Troubleshooting

How do I split between multiple accounts on a TRB?

It is not possible to split between multiple accounts on a single TRB document. Instead, you must create a TRB for each account. For example, a student will get 50% of their TRB off of grant account A and 50% off of grant account B for a total of $1736. In this scenario you would need to create a TRB for $868 on grant account A and another $868 TRB for grant account B

How do I correct an account on a TRB?

It is not possible to correct an account on an approved TRB. Instead, you must cancel the existing TRB and create a new TRB. Changes can only be processed in FRMS for the current semester, one semester forward, or one semester prior. For older TRB corrections complete the Request Change for Past Semester SS2/SS3 form and submit following the directions on the form.

What account should be used for Signature Course (UGS) TA TRBs?

Process the TRB on the 71 sub of your departmental account, not the graduate school account (where other TA TRBs are processed). Signature Course TA TRBs do not count against the departmental TA allocation.

Student Evaluations

TA and AI Evaluations

Send evaluations near the end of the semester, with the goal of getting them signed before faculty and students go on break. For the summer sessions, send as soon as or shortly before the session the student is a TA for is over.

Students will receive an evaluation for each course they are a TA for.

Process:

Check that the course information is correct for all TAs and AIs you are sending a contract for
Check that the contract ready to send box is checked for every TA and AI you are sending a contract for. If you already exported their contract information to send through DocuSign, this should already be checked.
Navigate to TA Assignments detail view for any employee
Click the Actions button in the top right and select Export TA/AI Evaluation Data for DocuSign
Enter the end assignment date
Click the Actions button again and select Export DS Bulk Recipient Headers File. You should be exporting the bulk recipient file in the TA/AI Evaluations section.
Log into DocuSign
Go to templates → Shared with me → TA/AI Evaluation
Click “Use” and select bulk send
Select upload CSV and click next
Drag and drop the CSV file or upload the CSV file with the student contract information. Click Save and then click Send Now.
Once signed, evaluations will go in the Student Employee Evaluations folder for your unit. You can make a copy of the TA/AI evaluations and put those in a folder for the chair and any faculty members (such as area coordinators) to review

GRA Evaluations

Send near the end of assignment with the goal of getting evals signed before faculty and students go on break. If a GRA has an assignment from 8/16 – 5/15 send at the end of the spring semester. For the summer sessions, send as soon as or shortly before the summer assignment is over.