Faculty Summer Jobs

Purpose

To provide processes, policies, and guidelines for faculty compensation occurring in the designated "summer" dates of a given calendar year. (Dates shifted effective Summer 2024.)

Definitions

Summer: For purposes of this article, in the context of faculty+academic calendar: May 16 through August 15.

Summer Job: The vast majority of COLA’s faculty are appointed on a 9-month basis, meaning they are generally only expected to work during their 9-month appointment, corresponding the 2 long semesters (or terms) of the academic year: Fall and Spring. [The current definition of Fall and Spring dates are Aug. 16-Dec. 31 (Fall) and Jan. 1-May 15 (Spring).] Because of this, work done by faculty during the summer, such as summer teaching, requires separate summer jobs added for compensation. These jobs are considered in addition to a ‘regular’ faculty position and are only added and ended as needed, each year.

• The 2 main summer job types are “Teaching” (S001) and “Non-Teaching.” (S002)

• Non-Teaching jobs may include active work such as performing research on grant projects or fulfilling administrative duties, but may also be used to compensate faculty based on previous agreements. The main thing to remember is that if you want to pay a faculty member during the summer, for pretty much any reason, you will need to use this mechanism to do so.

• All COLA faculty summer jobs are created by COLA HR but require the active support of department partners and the faculty themselves.

COLA HR: the College of Liberal Arts Dean’s Office Human Resources team, led in this process by Stuart Tendler. (Our team email address is embedded below.)

Process:

1. Consult COLA’s general guidance to familiarize yourself with broad expectations.

2. Following these instructions, Departments complete this spreadsheet provided by COLA, using Excel online, confirming summer teaching appointments no later than April 10. IMPORTANT: Teaching appointments are the first appointments to be processed, and, generally speaking, any other summer appointments will need to accommodate the teaching job, not vice versa. Therefore, the sooner you get us finalized teaching requests, the sooner we can process them. Please also keep in mind that the first two weeks of summer are 5/16-5/31, so that requires meeting the 6/1 payroll deadline.

   1. Additions or changes to the spreadsheet are emailed to COLA_HR.

   2. Departments are responsible for processing one-time payments for faculty teaching Maymester courses:

      1. Departments will complete a faculty additional employment form (AEF) that includes the

         1. course information (course number, unique number, title, etc.)

         2. account number for the stipend

         3. amount of the stipend

      2. The AEF should then be signed ONLY by the the Department Chair (as the current supervisor & requesting sup org, unless these are different, in which case both Chairs--supervising and requesting--should sign), and then uploaded to the One-Time Payment Workday BP, as documentation of department approval. (Please see also OTP WIG.) 

         1. When processing the Maymester OTP, select "Intercession" as the One-Time Payment Plan Type.

         2. Add Maria Morinigo (mem8624) as Approver when processing the OTP.

3. Departments download the information sheet detailing which appointments require pre-approval via COLA HR.

   1. COLA obtains needed approvals in most cases, but we expect you to tell us which appointments require approval (see instructions for completing the spreadsheet).

4. Departments download the spreadsheet and instructions to request non-teaching appointments.

5. Departments complete the non-teaching appointment spreadsheet, and return to COLA HR, by uploading via the submissions portal:

   1. Departments upload first draft of spreadsheet no later than April 10.

   2. If applicable, departments submit updated spreadsheets April 20, clearly indicating what has changed or been added, by highlighting changes in yellow and additions in green.

   3. Departments submit final spreadsheet May 1, clearly indicating what has changed since April 10 (or 20), by highlighting changes in yellow and additions in green.

   4. After May 1: updates, additional appointment requests, and corrections must be uploaded following the same process as in “c” above, but must also include email notification about this submission to COLA HR.

6. As COLA HR compiles and cross-checks all of the department summer job requests and prepares the accompanying JCTs, COLA will provide each Department a spreadsheet in Box and request that the Department double-check and then confirm the faculty summer jobs by initialing next to each confirmed appointment request.

7. Following department confirmation, COLA HR will process the faculty summer jobs.

General Expectations

Ensuring the accuracy and timeliness of faculty summer appointments is a shared responsibility between the faculty themselves, departments, and COLA.

• Departments are responsible for verifying in Workday that their faculty summer jobs have been processed before the relevant Monthly payroll deadline.

  • For example, if a faculty member is supposed to receive a payment in July, the department needs to check that the job is in Workday before July’s monthly payroll deadline.

  • If a job is not in place by the 15^th of a month for which the faculty member is supposed to be paid, the Department needs to follow-up with COLA HR.

• While COLA HR will do our best to verify and process all summer faculty jobs in a timely fashion, prior to the relevant payroll deadlines, we ask that departments take responsibility for ensuring their faculty are compensated correctly, and for leading, via effective communication with their faculty regarding appointment requests, specifics, changes, and corrections.

Links:

Guidance for Charging Faculty Summer Salary to Sponsored Projects (EVPP document)

Summer Attestation form for 100% Effort (University Form)

COLA Summer Faculty Appointment (Job) Documents:

General COLA Guidance - Overall process guidance and expectations for faculty summer jobs process 

Summer Jobs Pre-Approval Info - An information sheet outlining summer job scenarios (both teaching and non-teaching) that require additional approvals.

Summer Spreadsheet Instructions - Detailed instructions for completing the Non-teaching spreadsheet 

Teaching appointment instructions

Training session (3/22/22) and related docs: https://utexas.box.com/s/uj6x1o99rzjgayln7rcqctp1t61mhr3l

Workday Summer Guidance:

Workday Summer guidance: University-wide Faculty Summer Job guidance; scroll down to summer guidance.

Summer Insurance Information:

HR Faculty Summer Insurance page