COLA Student Employment Guidelines for Spring 2023 Semester

Working Outside of Texas

IMPORTANT REMINDER:

Per the Executive Compliance Committee (includes the Provost Office, Central HR, Payroll, and Texas Global) – Each semester, any student who will work remotely outside of Texas or the United States must have prior approval from COLA HR before they can be appointed.

Please remember there are very limited exceptions for working outside of the United States (i.e., strategic research presence required), and you must have prior approval before extending an offer to hire individuals with the intent to work in a location other than the United States.

Dates & Deadlines

Business Processes (BPs) affecting pay for Hourly Jobs:

Effective January 1-15: routed to COLA by noon on Wednesday, January 11.

Effective January 16-31: routed to COLA by noon on Monday, January 30.

Effective February 1-15: routed to COLA by noon on Monday, February 13.

Business Processes (BPs) affecting pay for Monthly Jobs:

Effective January 2023: routed to COLA by noon on Wednesday, January 18.

Effective February 2023: routed to COLA by noon on Wednesday, February 15.

Other Important Dates and Deadlines:

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.
Undergraduate Student Tuition Payment Deadline*:
- If registered on or before December 16, 2022: Tuesday, January 3 at 5pm.
- If registered on or after January 5, 2023: Wednesday, January 25 at 5pm.
Deadline for Mass End Employment Date Extension submissions: Friday, January 6.
Graduate Student Tuition Payment Deadline*: Thursday, January 12 at 5pm.
International Graduate Student Insurance Waiver Deadline: Monday, January 23 at 5pm.
Email notifications sent to students and TRB creators for TRB recipients who do not have a final-approved eligible Workday job: Wednesday, January 25.
TRB Awards are programmatically cancelled for students that don’t meet eligibility: Monday, February 6.
Deadline for Onboarding and Benefits Selection (for benefits-eligible 1/16 new hires): February 15.
Last day a department may hire a Work-Study student: May 1.

*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 Process for Academic Graduate Student jobs with an End Employment Date of 1/15/2023 or earlier: January 13.

Process any Change Jobs, Add Jobs, and/or Switch Primary Jobs for impacted positions by noon on Wednesday, January 11.

Automated Mass End Job/Termination Process for all other jobs with an End Employment Date of 1/31/2023 or earlier: February 1.

Process any Change Jobs, Add Jobs, and/or Switch Primary Jobs for impacted positions by noon on Monday, January 30.

Priority List for Processing Spring Student Employment

All jobs for benefits-eligible international students
All jobs involving/affecting benefits (TA, AI, GRA)
All Work-Study jobs
Current hourly workers continuing into Spring.
New workers starting in Spring.
Current workers who will not be working in Spring.

Business Processes (BPs) to Use for Spring 2023 

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]

Scenarios	Business Process
Extending end employment date for 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)
Extending end employment date for active position with changes to Job Profile or Manager/Sup Org	Start Job Change à Student: Change Job Details (WIG)
Making any changes to active position besides extending end employment date, SWHs, or business/position title	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)

Things to Keep in Mind for All Student BPs

Students need to meet enrollment requirements for their student employment.
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 any AGS/benefits-eligible student employees from having their insurance PT/FT status change for these short-term sporadic jobs.

Work-Study Student Appointments

Required BP CommentsBrief description of job duties
Number of Scheduled Weekly Hours
Dates of Assignment
Proposed rate
Attach Spring (or Full Year) Work-Study Verification Form

Appointment Dates

Between 1/1/2023 – 5/31/23
- Last day to hire work-study employee: 5/1/23

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 enrollment is required for Work-Study funds.

Processing Info

Students may be hired for the award year (June 1-May 31) or the academic year (August 16-May 31) if the student was awarded Work-Study for the included semesters.
Attach Spring 2023 Work-Study Verification Form to the BP.
To properly fund a Work-Study student, a new position must be created when moving to/from a Work-Study job profile. A new position is created when:
- The student employee is moving from one manager to another (changing sup orgs);
- The student employee is given an additional job.
If the student employee is moving from one manager to another (changing supervisory organizations), you may use the Change Job BP to move the worker to/from a Work-Study job profile.
If the student employee is staying with the same manager (not changing supervisory organizations), you must execute the Add Additional Job, Switch Primary Job, and End Additional Job BPs instead of the Change Job BP.
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.
Students can only be appointed to one Work-Study position at a time and can be appointed for no more than 19 scheduled weekly hours in Work-Study positions.
Questions regarding Work-Study should be directed to work.study@austin.utexas.edu.

Relevant Webpages

Undergraduate Student Appointments 

Required BP Comments:Brief description of job duties
Number of Scheduled Weekly Hours
Dates of Assignment
Proposed rate
For Academic Titles, also include:Name of supervising faculty member
Funding information (account(s), including end date(s) for 26 accounts)

Appointment Dates

If only working during the Spring: 1/16/23-5/31/23
If working during the Spring and Summer: 1/16/23-8/31/23

Student Eligibility

Minimum Enrollment for Undergraduate Academic Titles (U0095, U0070, U0066): 12 credit hours
Minimum Enrollment for Non-Academic Titles: 6 hours
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 semester and who need fewer than 6 hours to graduate. Email Charmarie Burke (char.burke@austin.utexas.edu) for exception requests.
Students in undergraduate academic titles (U0066, U0070, U0095) may work no more than 20 hours per week across all UT Austin employment during long semesters.

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, when the student is already assigned to their maximum allowable scheduled weekly 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.

Student Employee Sporadic Additional Job Form

Related Webpages

Graduate Student Appointments 

Required BP Comments

Brief description of job duties
Number of Scheduled Weekly Hours
Approval for non-standard appointment (if applicable)
Dates of Assignment
Proposed rate or stipend (GRAs) -
- Please be sure to note when a student is a non-COLA student for TA/AI rates. If no comment is made about this, we will assume the student is a COLA student.
- Providing the intended stipend for a GRA will help COLA HR determine the entered annual rate is correct.
For Academic Titles, also include:
- Course ID & Unique Number
- Name of Instructor/Faculty Supervisor
- GRAs only: Funding information (account(s), including end date(s) for 26 accounts)
Attached approved petition (if applicable)

Appointment Dates

1/16/23-5/31/23

Student Eligibility

Minimum Enrollment in Graduate Academic Titles: 9 credit hours
Minimum Enrollment in Non-Academic Titles: 6 hours
- An exception to the 6-hour enrollment requirement is available for students who are on track to graduate at the end of the current semester and who need fewer than 6 hours to graduate. Email graduate_studies@utlists.utexas.edu for exception requests.

AGS Employee Insurance

An Academic Graduate Student (AGS) employee is benefits-eligible if expected to work in one or a combination of the following 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.

Part-Time & Full-Time 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 remain 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
Inform the student 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 Option

TA/AI Requirements

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 Research and Graduate Studies. The approval and date must be referenced in the Workday BP.
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 Research and Graduate Studies for a TA or AI to be assigned to multiple courses.
Any non-standard (adjusted hours, different dates, etc.) TA/AI job for COLA students (only) must include approval information from the Liberal Arts Office of the Associate Dean for Research and Graduate Studies. The approval and date must be referenced in 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 supports or funding (work appointments or fellowship, etc.) the student is receiving. Please confirm that student’s graduate advisor has approved this request as well.

Petitioning Process for Exception Requests for AGS employment

From the student's Graduate Adviser
On departmental letterhead addressed to Associate Dean Jim Cox
Include student's name, EID, semester for exception, specific exception request, and supporting statement
Upload to UT Box, then email graduate_studies@utlists.utexas.edu

Graduate Academic Student Rates

The rates in bold are the amounts to be input into Workday so that the student receives the intended stipend.

***Please note that these rates will prorate based on the entered scheduled weekly hours.

TA: $4,348.89 monthly ($39,140 annual)
- Non-COLA TA: $3,555.56 monthly ($32,000.04 annual)
AI: $4,806.67 monthly ($43,260 annual)
- Non-COLA AI: $4,000 monthly ($36,000 annual)
GRA: Minimum $53,333.34 annual – 12 months at 100% FTE (40 SWH)
- Non-COLA GRA: Minimum $42,666.72 annual

Converting Stipends to 12-month Rates for GRAs:

Important Reminder: Stipends are not rates. "Stipend" = an amount of money you want to pay someone. "Rate (or Salary)" = rate of pay = the amount of compensation for a job, affected by the defined annual pay-period (9-month for most faculty/AIs/TAs; 12-month for other job types); the duration of the job (dates); and the hours scheduled to work (SWH). Basically, the annual rate represents the full-time (based on a standard U.S. 40-hour work week) compensation for a job for a year of work. Student jobs are not 40SWH nor (generally) 12-months in length, but since GRAs are paid on a salaried basis, you have to know the annual rate in order to pay them correctly in Workday.

Note: GRA jobs should normally be at least 1 semester (or 4.5 months) in length; standard SWH are 20 (or 0.5FTE or 50% time) to ensure benefits-eligibility.

Example: Intended GRA stipend of $12,000 from 9/1 – 1/15

The academic year (9/1-5/31) is 9 months, therefore 1 semester (9/1-1/15) equals 4.5 months.
Divide $12,000 by 4.5 months = $2,666.67/month (the intended monthly stipend at 0.5FTE)
To convert this to a 12-month stipend, multiply by 12 = $32,000/yr. However, to get from a stipend to a rate, you need to take into account the number of hours the student will be working. Since the standard GRA appointment is for 20SWH or 50% time, you will need to convert the 12-month stipend to a 12-month (annual) rate.
Workday will prorate the salary based on the SWH entered, so if this appointment will be for 50% (20SWH) we would multiply $32,000 by 2 = $64,000, so that the salary will reflect the full-time (100% FTE) 12-month rate of pay. This is the amount you should enter in Workday, and the compensation will be prorated based on the SWH entered.
To double-check, you can follow the steps above in reverse: divide the annual rate by 12 (for the monthly amount), divide by 2 (for 50% FTE), and multiply by 4.5 (to get the semester's stipend amount.)

Graduate Research Assistant (GRA) Requirements

GRA assignments can be processed for full academic year assuming funds are available. At a minimum, GRA assignments are expected to be for the full fall semester.
GRAs appointed for at least 20 Scheduled Weekly Hours (either the GRA appointment itself, or in combination with other AGS positions) for a long semester (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 September 1, 2022 as allowable by the terms of those project(s). Graduate student rates must remain consistent within the same job throughout the academic year.

Any non-standard (adjusted hours, different dates, etc.) GRA job for COLA students (only) must include approval information from the Liberal Arts Office of the Associate Dean for Research and Graduate Studies. The approval and date must be referenced in 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 supports or funding (work appointments or fellowship, etc.) the student is receiving. Please confirm that student’s graduate advisor has approved this request as well.

Graduate Student Sporadic Jobs

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 any AGS/benefits-eligible student employees from having their insurance PT/FT status change for these short-term sporadic jobs.

If the additional employment will last more than 31 days (32 days or more), use the relevant employee type and average number of Scheduled Weekly Hours (e.g. non-benefits eligible fixed term, 10 SWH).

Graduate student sporadic employment must be approved by the Graduate School (graduate_studies@utlists.utexas.edu) before the student can be hired for any type of sporadic employment.

Graduate Student Relevant Webpages

Mass End Employment Date Extension Process

Important Things to Remember

Prioritize the AGS population since the Mass End Additional Job/Termination process will run for academic graduate students with 1/15/23 end dates on Friday, January 13, 2023. The CSU processing deadline for continuing AGS employees is noon on Wednesday, January 11.
Deadline for all Mass End Employment Date Extension submissions: Friday, January 6.
Students moving between job profiles or moving between Supervisory Organizations must be processed manually (Ex: TA to AI, TA/AI to GRA, etc.).
Current End Employment Date: The current end employment date for a job must be on or between 12/1/22 and 1/15/23.
Proposed End Employment Date: The proposed end employment date must be on or after 1/16/23.
Proposed Monthly Amount (NOT Prorated by FTE) for Anchor Jobs returning to Paid Status: Leave this blank. This column is only used to transition a summer anchor job to the fall semester.
Units can still participate in the Mass Extend process if they have fewer than 10 student appointments to extend; CoLA HR will combine spreadsheets weekly before submitting to eBITS.

Mass Transaction Submission System (MTSS)

Important Things to Remember

The MTSS is for student new hires and additional jobs only.
MTSS requires at least 5 rows of jobs per batch.
MTSS bypasses some Student Eligibility Audits (SEE) and will allow student employees to go over 100% FTS across all of their jobs, so units must be diligent in monitoring the Student Eligibility Reports that are sent to Managers and HR Partners/Associates/Assistants.
Actions you can take on a batch:
- Validate: Check for errors
- Submit for Approval: Route batch to the approver
- Reupload Spreadsheet: Re-upload and re-validate a batch after correcting issues
- Delete Batch: Deletes batch in order to start over from scratch
- Recall from Approver: Moves batch from the Approver to the Creator
Please remember to send MTSS batches to approver scotttl (Tamela Walker).

Additional Resources

HUMAN RESOURCES/GRADUATE SCHOOL/TEXAS GLOBAL

Minimum Enrollment Requirements for Student Positions (Grad and Undergrad):

https://hr.utexas.edu/sites/hr.utexas.edu/files/student_enrollment_requirements.pdf

Student Employment Insurance and Benefits:

https://hr.utexas.edu/student/student-employee-insurance-benefits

Summary of UT Austin Limits on Hours Worked for Employees in Student Titles:

https://hr.utexas.edu/sites/hr.utexas.edu/files/student_work_hours_summary.pdf

Academic Graduate Student Employee Insurance Options:

https://hr.utexas.edu/student/student-employee-insurance-benefits/academic-graduate-student-employee-insurance-options

Graduate School: Conditions for Student Employment:

https://gradschool.utexas.edu/finances/student-employment/conditions

Graduate School: Guidelines for Summer Employment:

https://gradschool.utexas.edu/summer-employment

Resident Tuition Entitlement:

https://gradschool.utexas.edu/finances/student-employment/resident-tuition-entitlement

Work-Study Information for On-Campus Employers:

http://sites.utexas.edu/hirealonghorn/types/work-study/on-campus/on-hire/

http://sites.utexas.edu/hirealonghorn/types/work-study/on-campus/on-policies/

MASS PROCESSES

Mass End Employment Date Extension Process: https://workday.utexas.edu/services/student-mass-extension

Mass Transaction Submission System (MTSS) New Student Hire/Add Job Process: https://workday.utexas.edu/services/mtss

Link to the MTSS System: https://utdirect.utexas.edu/apps/erp/mtss/

Direct Link to the MTSS Spreadsheet Template (will automatically save as a download): https://utdirect.utexas.edu/apps/erp/mtss/static/core/nlogon/excel_templates/mtss_student_hire_aj_batch_template.xlsx

Monthly Mass End Additional Job/Termination Process: https://workday.utexas.edu/services/mass-term-guidance

WORKDAY

Workday Sub-Processes Cheat Sheet: https://utexas.app.box.com/file/741202871557?s=d5to81o5b69t66cqsn8ey2nzyp23w8ra

Student Business Process Matrix: https://utexas.box.com/s/2zitxcgs8ofuy6a6p79v1rg37y969ljs

Hire a Student Worker and Work-Study WIG: https://utexas.app.box.com/s/fad95menhtx17nbqpwo6b7gl5xkgvs0i

Change Job WIG: https://utexas.app.box.com/s/eaqlu1cld4qnevkclql63o0z0d3zg5lz

Workday Change Job Reason Matrix: https://utexas.app.box.com/s/1hc3ci3q4703alj2nnc96jokf8e8sl8m

Student Eligibility Engine: https://utexas.app.box.com/s/z0am8qkjxf2gicb1y20c19j9ntvpk2cm

Switch Primary Job for Student and Work-Study: https://utexas.app.box.com/s/8ywoh09l0r00qn8tb3hhaxul4zg3sbjy

Work-Study Questionnaire and Verification: https://utexas.app.box.com/s/gosfltxe8hk3vilb5l5s3yrp4q7nx243

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