/
Archive: Summer 2024 Student Guidance

Archive: Summer 2024 Student Guidance

COLA Student Employment Guidelines for Summer 2024 Term 

 

 

Dates & Deadlines

Business Processes (BPs) affecting pay for Hourly Jobs:  

Effective June 1-15: routed to COLA by noon on Wednesday, June 12th. 

Effective June 16-30: routed to COLA by noon on Thursday, June 27th. 

Effective July 1-15: routed to COLA by noon on Friday, July 12th.

Effective July 16-31: routed to COLA by noon on Tuesday, July 30th.

 

Business Processes (BPs) affecting pay for Monthly Jobs:  

Effective June 2024: routed to COLA by noon on Monday, June 17th. 

Effective July 2024: routed to COLA by noon on Friday, July 19th.

  • Work-Study Processing Deadline: 7 days prior to Hire (or Reassignment) date. 

    • Students should not begin working in their work-study job prior to the approval of their appointment in Workday.

  • Deadline for Mass End Employment Date Extension submissions: June 3, 2024.

  • Undergraduate Student Tuition Payment Deadline*: May 23, 2024 at 5:00 p.m.

  • Graduate Student Tuition Payment Deadline*: June 11, 2024 at 5:00 p.m.

  • International Graduate Student Insurance Waiver Deadline: June 7, 2024 at 5:00 p.m.

  • TRB Awards are programmatically cancelled for students that don’t meet eligibility: June 21, 2024.

  • Deadline for Onboarding and Benefits Selection (for benefits-eligible 6/1 new hires): June 30, 2024. 

  • Last day a department may hire a Work-Study student: August 1, 2024.

*Registration is a requirement for student enrollment. Grad students with $0 tuition bill must still confirm attendance to complete their registration/avoid being dropped 

 

Automated Mass End Job/Termination Process Dates:

  • Automated Mass End Job/Termination run date for Academic Graduate Student jobs with an End Employment Date of 5/31/2024 or earlier: 5/31/2024.

    • Any business processes for impacted positions must be completed by noon on 5/27/2024.

  • Automated Mass End Job/Termination run date for all other jobs with an End Employment Date of 5/31/2024 or earlier: 6/7/2024.

    • Any business processes for impacted positions must be completed by noon on 6/3/2024.

  • Automated Mass End Job/Termination run date for Academic Graduate Student jobs with an End Employment Date of 8/15/2024 or earlier: 8/16/2024.

    • Any business processes for impacted positions must be completed by noon on 8/12/2024.

  • Automated Mass End Job/Termination run date for Academic Graduate Student jobs with an End Employment Date of 8/31/2024 or earlier: 8/30/2024.

    • Any business processes for impacted positions must be completed by noon on 8/26/2024. 

  • Automated Mass End Job/Termination run date for all other jobs with an End Employment Date of 8/31/2024 or earlier: 9/6/2024.

    • Any business processes for impacted positions must be completed by noon on 8/30/2024.

 

Priority List for Processing Student Employment 

  1. All jobs for benefits-eligible international students 

  2. All jobs involving/affecting benefits (TA, AI, GRA)

  3. All Work-Study jobs

  4. Current hourly workers continuing into Summer.

  5. New workers starting in Summer.

  6. Current workers who will not be working in Summer.

Business Processes (BPs) to Use for Summer 2024  

 

Please use Change Job (Transfer) when there is no break in service. Please DO NOT use Add Job.

Effective date for the Change Job must be the day AFTER the end employment date when students transition between semesters.

 

When hiring a student, it is important to go to the student’s profile > Job tab > All Jobs to determine what process to use to hire your student worker.

 

Student Business Process Matrix: Use this matrix to help you determine which BP to use or if you can use one of the mass processes: 

[https://utexas.box.com/s/2zitxcgs8ofuy6a6p79v1rg37y969ljs ]

Student Business Process Matrix: Use this matrix to help you determine which BP to use or if you can use one of the mass processes: 

[https://utexas.box.com/s/2zitxcgs8ofuy6a6p79v1rg37y969ljs ]

 

Scenarios 

Business Process 

Creating anchor job

Mass end employment date extension process (Central Guidance)

Extend end employment date for an active position with or without changes to scheduled weekly hours, business title and/or position title 

Mass End Employment Date Extension Process (Central Guidance / COLA Wiki)

Extend end employment date for an active position with changes to Job Profile or Sup Org

Start Job Change > Student: Change Job Details (WIG)

Making any changes to active position without extending end employment date.

Start Job Change > Student: Change Job Details (WIG)

Adding a non-Work-Study student job for a current employee who is continuing in their current position

Mass Transaction Submission System (MTSS) (Central Guidance / COLA Wiki)

Adding a Work-Study job for a current employee

Add Job (WIG) 

Hiring/rehiring a student into a non-Work-Study student job profile 

Mass Transaction Submission System (MTSS) (Central Guidance / COLA Wiki) or Hire (WIG)

Hire/rehire a student into a Work-Study job profile

Hire (WIG)

 

Things to Keep in Mind for All Student BPs

  • It is best practice to have an offer letter or other written documentation (ex: an email) to the student that includes their employment information (employment dates, weekly hours, pay rate). Graduate student employee and non-exempt student employee offer letter templates can be found on this page.

  • Salary/Wage Increases: Pay rates for continuing student employees can only be increased effective September 1 unless there is a change in job duties/position.

  • Remote Work Outside of Texas: Any employee requesting to work remotely outside of Texas must have prior approval before they can be appointed. To request approval to hire an individual who won’t work in Texas, please complete the Working Out of State spreadsheet and submit to COLA HR for review.

    • Per Payroll Services, the university is not currently approving employees to work outside the United States.

  • Student Resignations: If student resigns prior to their original End Employment Date, use termination reason “Resignation” and attach the resignation letter.

  • Graduate academic student titles cannot be combined with non-academic student titles, staff titles, faculty titles, or non-employee titles towards eligibility for insurance benefits.

  • Student employees who will have an additional job for 31 days or less should be appointed with the Variable employee type at 0 SWH. This will help prevent any AGS/benefits-eligible student employees from having their insurance PT/FT status change for these short-term sporadic jobs.

  • Monitor the weekly student ineligibility report and take action to remedy the ineligibility reason; request an exception from the Graduate School or Central HR (Charmarie Burke); or terminate the student’s employment.

Work-Study Student Appointments

Appointment Dates

  • Between 6/1/24 – 8/15/24

    • Last day to hire work-study employee: 8/1

  •  

    • Begin hiring process in Workday no more than a month prior to employment start date

Student Eligibility

  • Be awarded Federal Work-Study on the Work-Study Verification (WSV).

  • Meet Satisfactory Academic Progress Policy standards as set by the Office of Scholarships and Financial Aid.

  • Must be enrolled in appropriate credit hours as required by the student’s academic or non-academic title. Additional rules may apply in cases where stricter enrollment is required for Work-Study funds.

Processing Info

  • Students may be hired for the academic year (August 16-May 15) if the student was awarded Work-Study for the included terms.

  • Attach Work-Study Verification Form to the BP. If hiring for the academic year, attach the Work-Study Award for all terms.

  • When changing from a non-Work-Study job to a Work-Study job, must process as an Add Job if the student is staying with the same manager. If changing managers, can process as Change Job.

  • In the Costing Allocation step, only enter the departmental account numbers. The Work-Study team will enter their accounts once the BP routes to them.

  • Questions regarding Work-Study should be directed to work.study@austin.utexas.edu.

Relevant Webpages

 

Required BP Comments

  • Brief description of job duties

  • Number of Scheduled Weekly Hours

  • Dates of Assignment

  • Date background check request was submitted, or note that a new check was not required.

  • Proposed rate

  • If hiring/adding job retroactively, please state the reason.

  • Attachment: Work-Study Verification Form

Required BP Comments

  • Brief description of job duties

  • Number of Scheduled Weekly Hours

  • Dates of Assignment

  • Date background check request was submitted, or note that a new check was not required.

  • Proposed rate

  • If hiring/adding job retroactively, please state the reason.

  • Attachment: Work-Study Verification Form

 

Undergraduate Student Appointments  

Appointment Dates

  • Between 5/1/24 – 8/15/24

Student Eligibility

  • Students must meet the minimum enrollment requirements for student job titles.

    • An exception to the 12- or 6-hour enrollment requirement is available for students who are on track to graduate at the end of the current term and who need fewer than 6 hours to graduate.

    • Email Central HR’s Student Employment Consultant, Charmarie Burke (char.burke@austin.utexas.edu), for exception requests.

Undergraduate Student Sporadic Jobs

Sporadic employment is temporary work that will be performed inside or outside an employee's department for a limited time period (≤ 31 days), when the student is already assigned to their maximum allowable scheduled weekly hours. (see Student Eligibility to Work: Enrollment Requirements, Limits on Work Hours)

Undergraduate student sporadic employment must be approved by Central HR's Student Employment Consultant, Charmarie Burke (char.burke@austin.utexas.edu) before the student can be hired for any type of sporadic employment.

Related Webpages

 

Required BP Comments

  • Brief description of job duties

  • Number of Scheduled Weekly Hours

  • Dates of Assignment

  • Date background check request was submitted, or note that a new check was not required.

  • Proposed rate

  • For Academic Titles, also include:

    • Name of supervising faculty member

    • Funding information (account(s), including end date(s) for 26 accounts)

  • If sporadic work: Attach (approved) Student Employee Sporadic Additional Job Form

Required BP Comments

  • Brief description of job duties

  • Number of Scheduled Weekly Hours

  • Dates of Assignment

  • Date background check request was submitted, or note that a new check was not required.

  • Proposed rate

  • For Academic Titles, also include:

    • Name of supervising faculty member

    • Funding information (account(s), including end date(s) for 26 accounts)

  • If sporadic work: Attach (approved) Student Employee Sporadic Additional Job Form

 

Graduate Student Appointments  

New Academic Appointment Dates

The University is transitioning to a new academic calendar beginning in Fall 2024. The new academic year appointment dates will be 8/16-5/15 (Fall: 8/16-12/31; Spring: 1/1-5/15; Summer: 5/16-8/15). As a result, Summer 2024 is being shortened by two weeks to accommodate the transition: Summer 2024 appointment dates are 6/1-8/15. The University has published several resources related to the transition which should be consulted prior to processing Summer 2024 appointments:

 

Appointment Dates

  • May Term:

    • International Students: 5/12 – 6/5

    • Non-International Students: 5/7 – 6/5 with an exception from the Grad School

      • All grad students can work over 20/30 hour/week beginning 5/12/2024 without an exception (summer average of 30 hour/week still applies for summer semester)

      • For hourly additional sporadic jobs: Employment dates must match the actual days worked and employees are certifying that when they fill out timesheets

  • First Session: 6/1 – 7/15

  • Second Session: 7/16 – 8/15

  • Nine-Week Session: 6/1 – 7/31

  • Whole Session: 6/1 – 8/15

Student Eligibility

May Term Graduate Student Jobs

May Term TAs

Students who will be TAs during the May Term should be appointed using job profile G0068 – Teaching Assistant (Hourly). The students will need to submit timesheets to be paid.

If the student was a TA in the spring and will be a May Term TA:

  • Add Teaching Assistant job as hourly, variable, sporadic position with 0 SWH to avoid insurance change issues. See Student Sporadic Employment Decision Tree for processing details. The Student Sporadic Additional Job form is not required since graduate students can work over 20/30 hour/week beginning 5/12/2024 without an exception from the Graduate School.

If the student is only going to be a TA for the May Term:

  • Hire as Teaching Assistant with 20 SWH using non-benefits eligible Employee Type.

May Term AIs

Students who will be AIs and must be listed as the instructor of record during the May Term should be appointed using job profile G0066 – Assistant Instructor (Hourly).

  • If student has a 20 SWH AGS job through 5/31:

    • Add AI job as normal in Workday; if 10+ SWH, their insurance status would normally change to full-time and they would be automatically enrolled into UT Select as of the start date --- BUT HR Benefits manual intervention can help

      • Alert Kelly Lomasney in these cases.

May Term GRAs

Student who will be GRAs during the May Term should be appointed using job profile G0067 – Graduate Research Assistant (Hourly).

--

Academic Graduate Student Employee Insurance

See the Academic Graduate Student Employee Insurance Options page for details on benefits eligibility criteria. It is critical to review all jobs for AGS employees to correctly determine their eligibility and ensure AGS jobs have the correct employee type in Workday.

Graduate academic student titles cannot be combined with non-academic student titles, staff titles, faculty titles, or non-employee titles towards eligibility for insurance benefits.

Spring TA/AIs who are expected to return to benefits-eligible employment in the fall are eligible for a summer anchor job, which will allow them to keep their insurance during the summer. If Fall term employment plans are uncertain, general guidance is for the spring term employing unit to provide summer insurance via an Anchor Job.

*If more than one of these scenarios applies during the summer, the TA/AI Anchor job may or may not be needed for part of the summer.

 

Anchor Job details:

  • Scheduled Weekly Hours: 0

  • Business Title and Job Title: TA/AI Summer – Anchor

  • Employee Type: Regular Benefits Eligible - Graduate Student Academic (Fixed Term)

  • The anchor job should be the primary job in Workday.

For more details:

TA/AI Requirements

  • All TA/AI summer assignments should be processed for summer only using your department’s summer TA/AI (-04) account for funding and costing. 

  • College policy prohibits funding beyond a student’s sixth year, whether or not the student is from the employing department or another department. Requests for TA/AI assignments for students beyond the 6th year must be submitted by the student’s home department and pre- approved by the Associate Dean for Graduate Education. The approval and date must be referenced in the Workday BP.

  • Recommended Business Titles:

    • 2024 Summer Semester TA/AI (for Whole Session only)

    • 2024 Nine-Week Summer Semester TA/AI

    • 2024 Summer Session 1 TA/AI

    • 2024 Summer Session 2 TA/AI

 

Graduate Academic Student Rates

Please refer to the table below to see the appropriate Monthly Rate and  in bold are the amounts to be input into Workday so that the student receives the intended stipend.

***Please reference Page 2 of the CSU Guidance for Summer 2024 Semester for critical information about Summer 2024 Rates, FTE, WD Comments, and Offer Letters

Scroll (left-right) to see full table:

 

 

Academic Rates

Scheduled Weekly Hours (SWH)

 

 

Academic Rates

Scheduled Weekly Hours (SWH)

 

Annual Rate

First Session

Monthly Rate

Second Session Monthly Rate

9-Week Session Monthly Rate

First Session

Second Session

9-Week Session

TA

$40,706.00

$4,522.89

$6,543.76

$4,522.89

 

30 SWH

30 SWH

22.5 SWH

Non-COLA TA

$32,000.04

$3,555.56

$5,144.21

$3,555.56

 

Confluence Documentation | Web Privacy Policy | Web Accessibility