COLA Student Employment Guidelines for Summer 2024 Term

Dates & Deadlines

Business Processes (BPs) affecting pay for Hourly Jobs:

Effective June 1-15: routed to COLA by noon on Wednesday, June 12^th.

Effective June 16-30: routed to COLA by noon on Thursday, June 27^th.

Effective July 1-15: routed to COLA by noon on Friday, July 12^th.

Effective July 16-31: routed to COLA by noon on Tuesday, July 30^th.

Business Processes (BPs) affecting pay for Monthly Jobs:

Effective June 2024: routed to COLA by noon on Monday, June 17^th.

Effective July 2024: routed to COLA by noon on Friday, July 19^th.

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: June 3, 2024.
Undergraduate Student Tuition Payment Deadline*: May 23, 2024 at 5:00 p.m.
Graduate Student Tuition Payment Deadline*: June 11, 2024 at 5:00 p.m.
International Graduate Student Insurance Waiver Deadline: June 7, 2024 at 5:00 p.m.
TRB Awards are programmatically cancelled for students that don’t meet eligibility: June 21, 2024.
Deadline for Onboarding and Benefits Selection (for benefits-eligible 6/1 new hires): June 30, 2024.
Last day a department may hire a Work-Study student: August 1, 2024.

*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 run date for Academic Graduate Student jobs with an End Employment Date of 5/31/2024 or earlier: 5/31/2024.
- Any business processes for impacted positions must be completed by noon on 5/27/2024.
Automated Mass End Job/Termination run date for all other jobs with an End Employment Date of 5/31/2024 or earlier: 6/7/2024.
- Any business processes for impacted positions must be completed by noon on 6/3/2024.
Automated Mass End Job/Termination run date for Academic Graduate Student jobs with an End Employment Date of 8/15/2024 or earlier: 8/16/2024.
- Any business processes for impacted positions must be completed by noon on 8/12/2024.
Automated Mass End Job/Termination run date for Academic Graduate Student jobs with an End Employment Date of 8/31/2024 or earlier: 8/30/2024.
- Any business processes for impacted positions must be completed by noon on 8/26/2024.
Automated Mass End Job/Termination run date for all other jobs with an End Employment Date of 8/31/2024 or earlier: 9/6/2024.
- Any business processes for impacted positions must be completed by noon on 8/30/2024.

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 workers continuing into Summer.
New workers starting in Summer.
Current workers who will not be working in Summer.

Business Processes (BPs) to Use for Summer 2024 

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 ]

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
Creating anchor job	Mass end employment date extension process (Central Guidance)
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)
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) 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 best practice 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). Graduate student employee and non-exempt student employee offer letter templates can be found on this page.
Salary/Wage Increases: Pay rates for continuing student employees can only be increased effective September 1 unless there is a change in job duties/position.
Remote Work Outside of Texas: Any employee requesting to work remotely outside of Texas must have prior approval before they can be appointed. To request approval to hire an individual who won’t work in Texas, please complete the Working Out of State spreadsheet and submit to COLA HR for review.
- Per Payroll Services, the university is not currently approving employees to work outside the United States.
Student Resignations: If student resigns prior to their original End Employment Date, use termination reason “Resignation” and attach the resignation letter.
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 (Charmarie Burke); or terminate the student’s employment.

Work-Study Student Appointments

Appointment Dates

Between 6/1/24 – 8/15/24
- 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.

Relevant Webpages

Required BP Comments Brief description of job duties Number of Scheduled Weekly Hours Dates of Assignment Date background check request was submitted, or note that a new check was not required. Proposed rate If hiring/adding job retroactively, please state the reason. Attachment: Work-Study Verification Form

Required BP Comments Brief description of job duties Number of Scheduled Weekly Hours Dates of Assignment Date background check request was submitted, or note that a new check was not required. Proposed rate If hiring/adding job retroactively, please state the reason. Attachment: Work-Study Verification Form

Undergraduate Student Appointments 

Appointment Dates

Between 5/1/24 – 8/15/24

Student Eligibility

Students must meet the minimum enrollment requirements for student job titles.
- 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 term and who need fewer than 6 hours to graduate.
- Email Central HR’s Student Employment Consultant, Charmarie Burke (char.burke@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 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 - attach to Add Job BP

Related 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 Offe Non-Exempt Student Employee Offer Letter Template r Letter Template (Note: the Offer letter section is near the bottom of the page.)

Required BP Comments

Brief description of job duties
Number of Scheduled Weekly Hours
Dates of Assignment
Date background check request was submitted, or note that a new check was not required.
Proposed rate
For Academic Titles, also include:
- Name of supervising faculty member
- Funding information (account(s), including end date(s) for 26 accounts)
If sporadic work: Attach (approved) Student Employee Sporadic Additional Job Form

Required BP Comments

Brief description of job duties
Number of Scheduled Weekly Hours
Dates of Assignment
Date background check request was submitted, or note that a new check was not required.
Proposed rate
For Academic Titles, also include:
- Name of supervising faculty member
- Funding information (account(s), including end date(s) for 26 accounts)
If sporadic work: Attach (approved) Student Employee Sporadic Additional Job Form

Graduate Student Appointments 

New Academic Appointment Dates

The University is transitioning to a new academic calendar beginning in Fall 2024. The new academic year appointment dates will be 8/16-5/15 (Fall: 8/16-12/31; Spring: 1/1-5/15; Summer: 5/16-8/15). As a result, Summer 2024 is being shortened by two weeks to accommodate the transition: Summer 2024 appointment dates are 6/1-8/15. The University has published several resources related to the transition which should be consulted prior to processing Summer 2024 appointments:

Appointment Dates

May Term:
- International Students: 5/12 – 6/5
- Non-International Students: 5/7 – 6/5 with an exception from the Grad School
  - All grad students can work over 20/30 hour/week beginning 5/12/2024 without an exception (summer average of 30 hour/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: 6/1 – 7/15
Second Session: 7/16 – 8/15
Nine-Week Session: 6/1 – 7/31
Whole Session: 6/1 – 8/15

Student Eligibility

Guidelines for Summer Employment Details.
- Students must meet the minimum enrollment requirements for student job titles.
- Graduate Students registered for one three-hour course at any time during the summer may work an average of 30 hours a week for the 12 weeks of summer. See Graduate School Guidelines for Summer Employment for details.
- See the OGS 2024 Student Employment Forum presentation and Graduate School Guidelines for Summer Employment for exceptions to the minimum enrollment requirements.

May Term Graduate Student Jobs

May Term TAs

Students who will be TAs during the May Term should be appointed using job profile G0068 – Teaching Assistant (Hourly). The students will need to submit timesheets to be paid.

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 hour/week beginning 5/12/2024 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

Students who will be AIs and must be listed as the instructor of record during the May Term 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 be automatically enrolled into UT Select as of the start date --- BUT HR Benefits manual intervention can help
  - Alert Kelly Lomasney in these cases.

May Term GRAs

Student who will be GRAs during the May Term should be appointed using job profile G0067 – Graduate Research Assistant (Hourly).

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Academic Graduate Student Employee Insurance

See the Academic Graduate Student Employee Insurance Options page for details on benefits eligibility criteria. 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.

Spring TA/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.

*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.

For more details:

- Academic Graduate Student Employee Insurance Options
- 2024 Summer Student Employment Forum

TA/AI Requirements

All TA/AI summer assignments should be processed for summer only using your department’s summer TA/AI (-04) account for funding and costing.
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 Graduate Education. The approval and date must be referenced in the Workday BP.
Recommended Business Titles:
- 2024 Summer Semester TA/AI (for Whole Session only)
- 2024 Nine-Week Summer Semester TA/AI
- 2024 Summer Session 1 TA/AI
- 2024 Summer Session 2 TA/AI

Graduate Academic Student Rates

Please refer to the table below to see the appropriate Monthly Rate and in bold are the amounts to be input into Workday so that the student receives the intended stipend.

***Please reference Page 2 of the CSU Guidance for Summer 2024 Semester for critical information about Summer 2024 Rates, FTE, WD Comments, and Offer Letters

Scroll (left-right) to see full table:

		Academic Rates			Scheduled Weekly Hours (SWH)

		Academic Rates			Scheduled Weekly Hours (SWH)
	Annual Rate	First Session Monthly Rate	Second Session Monthly Rate	9-Week Session Monthly Rate	First Session	Second Session	9-Week Session
TA	$40,706.00	$4,522.89	$6,543.76	$4,522.89	30 SWH	30 SWH	22.5 SWH
Non-COLA TA	$32,000.04	$3,555.56	$5,144.21	$3,555.56	30 SWH	30 SWH	22.5 SWH
AI	$44,990.00	$4,998.89	$7,232.43	$4,998.89	40 SWH	40 SWH	30 SWH
Non-COLA AI	$36,000.00	$4,000.00	$5,787.23	$4,000.00	40 SWH	40 SWH	30 SWH

*For Whole Session rates or questions about this table, please contact COLA HR.

Please communicate with TAs and AIs about their mid-term pay rate change, if applicable. It is recommended by Central HR that the following be included in offer letters or emails:

“In the Summer 2024 Semester, your monthly rate of pay will change from “$XXXX” to “$YYYY” to ensure you receive appropriate pay during the University’s transition of academic employment periods and the new start date for Fall Semester academic appointments of 8/16/2024."

Other than changes required by the transition to the new academic appointment dates, 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 of Graduate Education. 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 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 academic students will be paid via the employing unit’s regular Soft Money TA/AI account (20-16XX-2004).

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 in a job for a year of work. Student jobs are normally 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.

Example: Intended GRA stipend of $12,000 from 9/1 – 1/15 (Using the current/old academic calendar dates)

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 (annual rate) 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 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 September 1 as allowable by the terms of those project(s).
Graduate student pay rates must remain consistent within the same job throughout the academic year.

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

Required BP Comments

Brief description of job duties
Number of Scheduled Weekly Hours
Dates of Assignment
Date background check request was submitted, or note that a new check was not required.
Proposed rate (or stipend, for 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.
- For GRAs: 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)
Approval for non-standard appointment (if applicable)
Attached approved petition (if applicable)
**For Second and Whole Session appointments, please be sure to add the following statement in your comments: Temporary adjustment to base pay to facilitate transition to new academic employment dates during Summer 2024. Condensed employment dates during this transition period require temporarily increasing base pay to ensure total compensation is issued for summer term work.

Required BP Comments

Brief description of job duties
Number of Scheduled Weekly Hours
Dates of Assignment
Date background check request was submitted, or note that a new check was not required.
Proposed rate (or stipend, for 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.
- For GRAs: 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)
Approval for non-standard appointment (if applicable)
Attached approved petition (if applicable)
**For Second and Whole Session appointments, please be sure to add the following statement in your comments: Temporary adjustment to base pay to facilitate transition to new academic employment dates during Summer 2024. Condensed employment dates during this transition period require temporarily increasing base pay to ensure total compensation is issued for summer term work.

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

First Session: 6/1 – 7/15
Second Session: 7/16 – 8/15
Nine-Week Session: 6/1 – 7/31
Whole Session: 6/1 – 8/15

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 Charmarie Burke (char.burke@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 Brief description of job duties Number of Scheduled Weekly Hours Dates of Assignment Date background check request was submitted, or note that a new check was not required. Proposed rate For Academic Titles, also include: Name of Instructor/Faculty Supervisor

Required BP Comments Brief description of job duties Number of Scheduled Weekly Hours Dates of Assignment Date background check request was submitted, or note that a new check was not required. Proposed rate For Academic Titles, also include: Name of Instructor/Faculty Supervisor

Mass End Employment Date Extension Process

Important Things to Remember

Prioritize the AGS population since the first Mass End Additional Job/Termination process will run for the AGS population on May 31, 2024.
Deadline for Mass End Employment Date Extension submissions: June 3^rd, 2024.
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 5/1 and 5/31.
Proposed End Employment Date: The proposed end employment date must be on or after 6/1 or before 6/30/2024.
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; if you have fewer than 5 jobs, you can submit the spreadsheet to COLA HR to be combined with another unit’s 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 jh76572 (Jasmine Howard).