• Between 5/16 – 8/15

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

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

• 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.

• 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.

• Work-Study Dates & Policies

• Job Profile Conversion Chart for Work-Study and Student Employment

return to top

• Between 5/16 - 8/15

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

  • Email Student Employee Excellence & Development (SEED)(SEED@austin.utexas.edu), for exception requests.

• Sporadic Employment Overview for Students

• Student Employee Additional and Sporadic Employment Decision Tree

• Student Employee Sporadic Additional Job Form - attach to Add Job BP

• Student Eligibility to Work: Enrollment Requirements, Limits on Work Hours

• Student Non-Academic Employment

• Student Academic Employment

• Student Employee Compensation

• Non-Exempt Student Employee Offer Letter Template

• Non-Exempt Student Employee Offer Letter Powerform

return to top

• May Term:

  • International Students: 5/11 – 6/4

  • Non-International Students: 5/6 – 6/4 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: 5/16 – 6/30

• Second Session: 7/1 – 8/15

• Nine-Week Session: 5/16 – 7/15

• Whole Session: 5/16 – 8/15

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 GRA’s

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

Student Eligibility

Guidelines for Summer Employment details:

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

  • Graduate Students must be enrolled for at least one three-hour course during any summer session to hold assignments during the summer. See Graduate School Guidelines for Summer Employment for details.

  • See the 2025 Student Employment Forum presentation and Graduate School Guidelines for Summer Employment for exceptions to the minimum enrollment requirements.

  • Email the Graduate School at GS-Approvals@austin.utexas.edu for exception requests.

--

An Academic Graduate Student (AGS) employee is benefits-eligible if expected to work in one or a combination of AGS titles for at least 20 SWH and for at least 4.5 months (135 calendar days). 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.

New AGS employees have 31 calendar days from the hire date to make additional insurance elections.

Spring TAs/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.

Open

*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.

Part-Time (PT) & Full-Time (FT) Insurance Status is based on total SWH (Scheduled Weekly Hours) in Workday

• Additional jobs, even if non-benefits eligible, impact PT/FT insurance status

  • PT AGS employees are scheduled for 20-29 total SWH, with at least 20 SWH in AGS job titles

  • FT AGS employees are scheduled for 30+ total SWH, with at least 20 SWH in AGS job titles

• Supervisors and/or administrative personnel should check the All Jobs tab in Workday to be aware of possible insurance changes

• PT/FT changes that occur on the first of the month impact insurance enrollment effective that date

• PT/FT changes that occur mid-month (after the first), impact insurance enrollment effective the first of the following month

• Please let the student know that their insurance will be changing if you are adding a job that will cause them to have 30+ total scheduled weekly hours (SWH)

For more information:

• Academic Graduate Student Employee Insurance Options

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

• 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 6^th 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:

  • 2025 Summer Semester TA/AI [for Whole Session]

  • 2025 Nine-Week Summer Semester TA/AI

  • 2025 Summer Session 1 TA/AI

  • 2025 Summer Session 2 TA/AI

• TA/AIs should be assigned to a maximum of one course per long session. Prior approval is required from the Liberal Arts Office of the Associate Dean for Graduate Education for a TA or AI to be assigned to multiple courses.

Open

Minimum Overall TA and AI Salaries in Summer

TA Stipend (1st Session, 2nd Session, 9 Week Session, Whole Session): $5,189

Non-COLA TA Stipend (1st Session, 2nd Session, 9 Week Session, Whole Session): $4,000

AI Stipend (1st Session, 2nd Session, 9 Week Session, Whole Session): $7,665

Non-COLA AI Stipend (1st Session, 2nd Session, 9 Week Session, Whole Session): $6,000

• GRA: Minimum $55,360 annual – 12 months at 100% FTE (40 SWH)

  • Non-COLA GRA: Minimum $42,666.72 annual

Any non-standard (adjusted hours, different dates, etc.) TA/AI/GRA job for COLA students must include approval information from the Liberal Arts Office of the Associate Dean for Graduate Education. The approval and date must be referenced in Comments and approval email PDF attached to the Workday BP. The purpose of this is to ensure that students are not being put in a status that denies them health insurance/benefits and that they are not being overworked. With these two things in mind, in the request, include the student’s EID, justify the need for a non-standard appointment, and include any other support or funding (work appointments or fellowship, etc.) the student is receiving. Please confirm that student’s graduate advisor has approved this request as well.

• All academic students will be paid via the employing unit’s regular Soft Money TA/AI account (20-16XX-2004).

Converting Stipends to 12-month Rates for GRAs: 

• Use the all-in-one JCT to calculate stipends.

• GRAs appointed for at least 20 Scheduled Weekly Hours (either the GRA appointment itself, or in combination with other AGS positions) for a long term (4.5 months or longer) are considered benefits-eligible and should be appointed with the Employee Type: Regular Benefits Eligible – Graduate Student Academic (Fixed Term).

• It is required that departments hiring benefits-eligible GRAs will cover the cost of the graduate student’s tuition, or the relevant proportion of the tuition when a student has simultaneous benefits-eligible TA/AI and GRA employment. GRAs appointed on 26-accounts may receive annual rate increases effective August 16 as allowable by the terms of those project(s).

• Sporadic Employment Overview for Students

• Student Employee Additional and Sporadic Employment Decision Tree

• Student Employee Sporadic Additional Job Form

• Student Eligibility to Work: Enrollment Requirements, Limits on Work Hours

• Graduate Student Academic Employment

• Tuition Reduction Benefit

• Student Non-Academic Employment

• Student Academic Employment

• Student Employee Compensation

• Graduate Student Employee Offer Letter Templates

• Graduate Student Employee Offer Letter Powerforms

  • Graduate Assistant

  • Hourly Graduate Student

  • Teaching Assistant/Assistant Instructor

  • Graduate Research Assistant

return to top

The Professional Student – Academic and Professional Student – Non-Academic job families were created for students who are seeking a JD, MD, or PharmD. These students are no longer eligible to be appointed to a graduate student job profile, including the TA and AI job profiles, unless they are a dual degree student where one of their degree programs is a graduate degree.

• First Session: 5/16 – 6/30

• Second Session: 7/1 – 8/15

• Nine-Week Session: 5/16 – 7/15

• Whole Session: 5/16 – 8/15

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

• To request an exception for a student in a Professional Student Academic job profile to work over the 20-hour limit:

  • Email Student Employee Excellence & Development (SEED)(SEED@austin.utexas.edu) with justification for the work hours and an email from their academic advisor supporting the work hours.

• Student Eligibility to Work: Enrollment Requirements, Limits on Work Hours

• Professional Student Job Profiles

• Student Non-Academic Employment

• Student Academic Employment

return to top