In summer 2024, all administrative jobs must end by August 15, 2024.

Department summer spreadsheet

Use a descriptive, unique Job Title including dates of service.

• Examples:
  • Grad Advisor 6/1-7/31
  • Offer letter summer salary 7/1-7/31
  • Program Director 6/1-8/15

Coordinate timing/FTE with other summer jobs, and adjust dates and Scheduled Weekly Hours as needed and permitted. (Of the three types of summer jobs: teaching, research, and administrative, administrative typically offers the most flexibility.)

Workday business process

Update the Job Title to match the descriptive, unique Job Title for that job on the department summer spreadsheet. Example: Grad Advisor 6/1-7/31.

Required comments

1) Briefly but clearly describe in the comments the reason for pay and/or work to be performed. It should be clear to anyone reading the comments why we are paying the faculty member.

• Examples:
  • Serving as Program Director
  • Summer Research Award
  • Offer letter summer salary

2) Upload appropriate supporting documentation.

• For SRA (Summer Research Award), or FDA (Faculty Development Award), upload the signed award acceptance form
• For offer or retention/counteroffer salary, upload the signed offer letter
• If payment was requested by the chair, Dean's Office, or another individual, upload the email chain (including any approvals indicated), if applicable

3) Summer administrative jobs require the approval of the department chair. This should be indicated in the Workday business process in comments. Example: Approved by Chair Name on MM/DD/YYYY. 

• If chair approval is included in the documentation, for instance, the chair's signature on an offer or retention letter, additional comments are not needed.

Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu