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Upcoming Semester Student Guidance
COLA Student Employment Guidelines for Fall 2025 Term
- 1 Dates & Deadlines
- 2 Business Processes (BPs) to Use for Fall 2025
- 3 Things to Keep in Mind for All Student BPs
- 4 Posting and Recruiting
- 5 Work-Study Student Appointments
- 6 Undergraduate Student Appointments
- 7 Graduate Student Appointments
- 8 Professional Student Appointments
- 9 Mass End Employment Date Extension Process
- 10 Mass Transaction Submission System (MTSS)
- 11 HUMAN RESOURCES/GRADUATE SCHOOL/TEXAS GLOBAL
- 11.1 MASS PROCESSES
- 11.2 WORKDAY
Dates & Deadlines
Business Processes (BPs) affecting pay for Hourly Jobs:
Effective August 16-31: routed to COLA by noon on Thursday, August 28.
Effective September 1-15: routed to COLA by noon on Friday, September 12.
Effective September 16-30: routed to COLA by noon on Tuesday, September 30.
Business Processes (BPs) affecting pay for Monthly Jobs:
Effective August 2025: routed to COLA by noon on Tuesday, August 19.
Effective September 2025: routed to COLA by noon on Wednesday, September 17.
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: Tuesday, September 2.
Please note that for Academic Graduate Student (AGS) Positions, we encourage units to submit these prior to the current Summer 2025 AGS end date or before August 15, 2025. Any AGS positions with an 8/15/2025 end date that have not been extended by August 27th will be terminated as part of the first mass end job/termination process.
Undergraduate Student Tuition Payment Deadline*:
If registered on or before July 18th, 2025: Thursday, August 14 at 5pm.
If registered after July 18th, 2025: Wednesday, September 10 at 5pm.
Graduate Student Tuition Payment Deadline*: Thursday, August 28 at 5pm.
International Graduate Student Insurance Waiver Deadline: Monday, September 8 (10th class day) at 5pm.
Graduate School begins auditing TRB eligibility and cancels TRB Awards for students that don’t meet eligibility: Wednesday, September 10.
Deadline for Onboarding and Benefits Selection (for benefits-eligible 8/16 new hires): September 15.
Last day a department may hire a Work-Study student: December 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 & Deadlines:
First Mass End Job/Termination run date for Academic Graduate Student jobs with an End Employment Date of 8/15/2025 or earlier: August 29.
Any business processes for impacted positions must be completed by noon on Wednesday, August 27. We encourage units to process these extensions also before the current 8/15/2025 end date, if possible.
Mass End Job/Termination run date for all other jobs with an End Employment Date of 8/31/2025 or earlier: September 5.
Any business processes for impacted positions must be completed by noon on Wednesday, September 3.
Priority List for Processing Student Employment
All jobs for benefits-eligible international students
All jobs involving/affecting benefits (TA, AI, GRA)
All Work-Study jobs
Current hourly employees continuing into summer
New employees
Current employees who will not be working in summer
Business Processes (BPs) to Use for Fall 2025
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] |
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Scenarios | Business Process |
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) |
Add a non-Work-Study student job to an 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) |
Hire/rehire 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 required 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). When manually processing appointments within Workday, the offer letter must be attached to the hire BP or comments must indicate in the BP that the student offer letter powerform was used and a copy is already in UTBox.
Offer letters for appointments processed or extended through the Mass End Date Extension Process or Mass Transaction Submission System should be uploaded to our student offer letter submissions portal.
Graduate student employee and non-exempt student employee offer letter templates can be found here.
Student offer letter powerforms are automatically uploaded to our submissions portal once they are completed:
Salary/Wage Increases: Pay rates for continuing student employees can only be increased effective August 16 unless there is a change in job duties/position.
Students need to meet minimum eligibility requirements for their student employment.
Student Resignations: If student resigns prior to their original End Employment Date, use termination reason “Resignation” and attach the resignation letter.
If you are processing a termination or end job manually, the secondary reason must be “Eligible for Reemployment” unless otherwise stated by HR.
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 (SEED@austin.utexas.edu), or terminate the student’s employment.
All student employees must have a completed background check on file before they may begin working. If you are uncertain whether a student requires a new background check, please consult the Human Resources Background Check website or contact COLA HR for further guidance.
Posting and Recruiting
While posting student jobs is encouraged, it is not a requirement for appointing a student employee. However, if your department chooses to recruit for student roles, all job postings must be submitted through Workday.
Job descriptions should align with the student job description template.
Please refer to the Create Job Requisition and Post Job WIG for guidance on creating a job requisition and posting a job in Workday.
Reminder: All student job requisitions should be recruited within JM sup orgs in Workday. Evergreen job requisitions may be utilized for student postings only.
Recruiting instructions must be set to “Posting Internally & Externally (open to all applicants)” to enable the option to post on the UT student jobs site.
Work-Study jobs must include “Work-Study” in the advertised job title.
Once the job requisition has been final-approved, the Recruiter will post the job.
There is no minimum required timeframe that student jobs must be posted for.
Work-Study Student Appointments
Appointment Dates
Between 8/16 – 12/31
Last day to hire work-study employee: 12/1
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
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Undergraduate Student Appointments
Appointment Dates
Between 8/16 - 12/31
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 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 before the student can be hired for any type of sporadic employment. Any request for sporadic employment should be sent to COLA HR (COLA_HR@austin.utexas.edu).
Student Employee Additional and Sporadic Employment Decision Tree
Student Employee Sporadic Additional Job Form - attach to Add Job BP
Relavent Webpages
Required BP Comments
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Graduate Student Appointments
Appointment Dates
If only working during the Fall: 8/16 – 12/31
If working during the Fall and Spring: 8/16 – 5/15
Student Eligibility
Guidelines for Summer Employment details:
Students must meet the minimum enrollment requirements for student job titles.
An exception to the 6-hour enrollment requirement for non-academic titles 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.
The only exceptions allowed for the 9-hour enrollment requirement for academic titles are accommodations by the D&A office, Dual-degree, or taking the CPA exam.
Email the Graduate School at GS-Approvals@austin.utexas.edu for exception requests.
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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.
New AGS employees have 31 calendar days from the hire date to make additional insurance elections.
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:
2025 Summer Student Employment Forum
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 6th year must be submitted by the student’s home department to the Associate Dean for Graduate Education. Hiring units will need to attach the approval from the Associate Dean’s office in the Workday BP or attach it to the TA/AI offer letter.
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
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.
Effective Fall 2025, units must use the TA, AI, and GRA rates listed below for COLA graduate academic student positions. For any Non-COLA graduate student hiring, units MUST use the Non-COLA TA, AI, or GRA rates.
TA: $4,705.56 monthly ($42,350 annual) - $10,531.49 total stipend
Non-COLA TA: $3,662.72 monthly ($32,964.40 annual) - $8,197.50 total stipend
AI: $5,212.22 monthly ($46,910 annual) - $11,665.44 total stipend
Non-COLA AI: $4,101.70 monthly ($36,915.30 annual) - $9,180.00 total stipend
GRA: Minimum $56,467 annual – 12 months at 100% FTE (40 SWH)
Non-COLA GRA: Minimum $43,952.64 annual
*Please keep in mind that our COLA HR wiki will have the most up to date guidance
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 email must be 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.
Funding Source for TA/AI Assignments
All COLA PhD students with a standard 20 hours/week TA/AI position should be paid via the student’s home department with a cohort specific Graduate Cohort TA/AI account (14-16XX-24XX). COLA PhD departments now have multiple Graduate Cohort TA/AI accounts, so if hiring a COLA PhD student, make sure to use the account that matches that student’s cohort. *Unless the student is employed outside COLA or assigned to a Signature Course.
Anything approved over the standard 20 hours/week must be paid using a non-Graduate Cohort TA/AI account.
All non-COLA students, MA students, PhDs beyond the 6th year, and Signature Course TAs, must be paid via the employing unit’s regular Soft Money TA/AI account (20-16XX-2002)
Converting Stipends to 12-month Rates for GRAs:
Use the all-in-one JCT to calculate stipends.
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 term.
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). Graduate student rates must remain consistent within the same job throughout the academic year.
A non-instructional account must be used to hire any GRAs.
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 (GS-Approvals@austin.utexas.edu) and from the College of Liberal Arts Associate Dean for Graduate Education (email Jason Abrevaya at abrevaya@austin.utexas and copy in Jessica Luhn at jluhn@ausint.utexas) before the student can be hired for any type of sporadic employment.
Relevant Webpages
Student Eligibility to Work: Enrollment Requirements, Limits on Work Hours
Graduate Student Employee Offer Letter Powerforms
Required BP Comments
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Situations requiring COLA Associate Dean of Graduate Education Pre-Approval:
IMPORTANT: Will need to reference in BP comments and attach approval email to BP. Email the Associate Dean and cc: the Asst. Director.
Requests for TA/AI assignments beyond 6th year of graduate school.
TAs or AIs assigned to more than one course during Fall or Spring.
TA, AI, or GRA appointments with non-standard dates or SWH.
Graduate student sporadic employment.
Please note that these some of these scenarios require additional pre-approval from Graduate Advisors or the Graduate School. See Process for more details.
COLA Associate Dean for Graduate Education: Jason Abrevaya
Assistant Director for Graduate Education:
Professional Student Appointments
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.
Appointment Dates
Professional student academic assignments: 8/16 – 12/31
Non-academic assignments: 8/16 – 12/31
Student Eligibility
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.
Relevant Webpages
Required BP Comments
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Mass End Employment Date Extension Process
Important Things to Remember