Work-Study Student Appointments

Appointment Dates

• 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

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.

• Work-Study Dates & Policies

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

return to top

Undergraduate Student Appointments  

Appointment Dates

• Between 5/16 - 8/15

Student Eligibility

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

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

Undergraduate Student Sporadic Jobs

• Sporadic Employment Overview for Students

• Student Employee Additional and Sporadic Employment Decision Tree

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

Relevant Webpages

• 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

Graduate Student Appointments  

Appointment Dates

• May Term:

  • International Students: 5/10 - 6/3

  • Non-International Students: 5/5 - 6/3 with an exception from the Grad School

    • All grad students can work over 20/30 hours/week beginning 5/10 without an exception (summer average of 30 hours/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

May term is considered part of the spring semester and therefore follows the spring enrollment requirements. All May Term student employees will need to submit timesheets to be paid.

May Term TAs

May Term TAs should be appointed using job profile G0068 - Teaching Assistant (Hourly)

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 hours/week beginning 5/10/2026 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

May Term AIs 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 automatically be enrolled into UT Select as of the start date--BUT HR Benefits manual intervention can help: email Fernando Castillo for these cases.

May Term GRAs

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 and exceptions to the minimum enrollment requirements.

  • Summer Registration Exceptions for GRAs, Academic/Graduate Assistants, Tutors, and Student Technicians:

    • No registration required if total compensation is less than or equal to $2,500 AND total hours worked is less than 80 for the whole summer.

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

Academic Graduate Student Employee Insurance

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. 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.

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. See Summer Anchor Scenarios.

*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.

• Costing allocation details will not be changed (keep it on the same account as spring).

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

TA/AI Requirements

• All TA/AI assignments - excluding Anchor Jobs - will be paid via the employing unit’s regular Soft Money TA/AI account (20-16xx-2004).

• 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 to the Associate Dean for Graduate Education. The approval and date must be referenced in the Workday BP.

• Recommended Business Titles:

  • 2026 Summer Term TA/AI [for Whole Session]

  • 2026 Nine-Week Summer Term TA/AI

  • 2026 Summer Session 1 TA/AI

  • 2026 Summer Session 2 TA/AI

Graduate Academic Student Rates

• GRA: Minimum $56,467 annual – 12 months at 100% FTE (40 SWH)