COLA Student Employment Guidelines for Summer 2023 Term 

• Dates & Deadlines
• Business Processes (BPs) to Use for Summer 2023  
• Work-Study Student Appointments
  • Appointment Dates
  • Required BP Comments
• Undergraduate Student Appointments  
  • Undergraduate Student Sporadic Jobs
  • Required BP Comments
• Graduate Student Appointments  
  • May Term TAs
  • May Term AIs
  • Academic Graduate Student Employee Insurance
  • Anchor Job Details
  • TA/AI Requirements
  • Graduate Research Assistant (GRA) Requirements
  • Graduate Academic Student Rates
  • Graduate Student Sporadic Jobs
  • Graduate Student Relevant Webpages
  • Required BP Comments
• Mass End Employment Extension Process
• Mass Transaction Submission System (MTSS)
• Additional Resources
  • May/Summer 2023 Resources
  • HUMAN RESOURCES/GRADUATE SCHOOL/TEXAS GLOBAL 
  • MASS PROCESSES
  • WORKDAY

Dates & Deadlines

Business Processes (BPs) affecting pay for Hourly Jobs:  

Effective June 1-15: routed to COLA by noon on Tuesday, June 13. 

Effective June 16-30: routed to COLA by noon on Wednesday, June 28. 

Effective July 1-15: routed to COLA by noon on Thursday, July 13.

Effective July 16-31: routed to COLA by noon on Friday, July 28.

Business Processes (BPs) affecting pay for Monthly Jobs:  

Effective June 2023: routed to COLA by noon on Monday, June 19. 

Effective July 2023: routed to COLA by noon on Tuesday, July 18.

Central HR's Important Dates for Student Employment 2023 Summer Term

• Deadline to complete AGS summer jobs or terminations of Spring AGS appointments in Workday to avoid pre-payment of summer insurance premiums: Thursday, May 18.

• COLA Deadline for Mass End Employment Date Extension submissions for Academic Graduate Student employees: Friday, May 26.
• Undergraduate Student Tuition Payment Deadline, for those who register prior to May 24, 2023*: Wednesday, May 24 at 5pm.
• International Graduate Student Insurance Waiver Deadline: Thursday, June 1 at 5pm.
• Deadline for Mass End Employment Date Extension submissions: Monday June 5.
• Undergraduate (for those who register on or after May 30)/Graduate Student Tuition Payment Deadline*: Tuesday, June 6 at 5pm.
• Graduate Student Tuition Payment Deadline*: Thursday, January 12 at 5pm.
• TRB Awards are programmatically cancelled for students that don’t meet eligibility: Wednesday, June 21.
• Deadline for Onboarding and Benefits Selection (for benefits-eligible 6/1 new hires): June 30. 
• Work-Study Processing Deadline: 7 days prior to Hire (or Reassignment) date. 
  • Students should not begin working in their work-study job until the hire is in progress in Workday and final approval is imminent.
• Last day a department may hire a Work-Study student: August 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:

• Automated Mass End Job/Termination Process for Academic Graduate Student jobs with an End Employment Date of 5/31/2023 or earlier: June 1.

• Process any Change Jobs, Add Jobs, and/or Switch Primary Jobs for impacted positions by noon on Tuesday, May 30.

• Automated Mass End Job/Termination Process for all other jobs with an End Employment Date of 5/31/2023 or earlier: June 9.

• • • Process any Change Jobs, Add Jobs, and/or Switch Primary Jobs for impacted positions by noon on Wednesday, June 7.
• Automated Mass End Job/Termination Process for Academic Graduate Student jobs with an End Employment Date of 8/31/2023 or earlier: September 1.

• • • Process any Change Jobs, Add Jobs, and/or Switch Primary Jobs for impacted positions by noon on Wednesday, August 30.
• Automated Mass End Job/Termination Process for all other jobs with an End Employment Date of 8/31/2023 or earlier: September 8.
• • • Process any Change Jobs, Add Jobs, and/or Switch Primary Jobs for impacted positions by noon on Wednesday, September 6.

Priority List for Processing Spring Student Employment 

1. All jobs for benefits-eligible international students 
2. All jobs involving/affecting benefits (TA, AI, TA/AI Anchor Job, GRA)
3. All Work-Study jobs
4. Current hourly workers continuing into Summer.
5. New workers starting in Summer.
6. Current workers who will not be working in Summer.

Business Processes (BPs) to Use for Summer 2023  

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.

Things to Keep in Mind for All Student BPs

• Salary/Wage Increases: Student hourly rates (for continuing students) can only be increased with justification (e.g., change in duties or student classification).
• Work Outside of Texas: Only TAs/AIs who are traveling as a required part of their May Term course are allowed to work outside of Texas.
  • Per Payroll Services, the university is not currently approving employees to work outside the United States. 
• Student Resignations: If a student resigns prior to their original End Employment Date, use Termination reason “Resignation” and attach the resignation letter to the BP. If the "letter" is the email, save/upload as a PDF; do not attach a screenshot.

Work-Study Student Appointments

Appointment Dates

• Between 6/1 – 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

• Minimum Enrollment Hours for Work-Study Jobs: 6 hours

Processing Info

• Summer financial aid awarding is done in late April for students registered for summer classes.
• Before beginning the Hire or Change Job process, student must provide Work-Study Verification Form for summer 2023 to confirm that the student was awarded a work-study.
• If spring work-study employee will not have a work-study award during their summer employment, their job profile must be changed to a non-work-study job profile.  
• 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.
• Students can only be appointed to one Work-Study position at a time and can be appointed for no more than 19 scheduled weekly hours in Work-Study positions.
• Questions regarding Work-Study should be directed to work.study@austin.utexas.edu.

Relevant Webpages

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

Undergraduate Student Appointments  

Appointment Dates

• Between 6/1-8/31

Student Eligibility

• Students must meet the minimum enrollment requirements for student job titles.
• Students in undergraduate titles may work up to 40 hours per week during the summer (day after May graduation through day before August classes start).
• For students enrolled in summer classes, Quantity of Work Guidelines recommended: Work hours + course credit hours = no more than 40 hours per week.

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, when the student is already assigned to their maximum allowable scheduled weekly hours. (see Limits on Work Hours for Employees in Student Titles)

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.

• Sporadic Employment Overview for Students
• Student Employee Additional and Sporadic Employment Decision Tree

• Student Employee Sporadic Additional Job Form

Related Webpages

• Student Non-Academic Employment
• Student Academic Employment
• Student Employee Compensation
• Limits on Work Hours for Employees in Student Titles

Graduate Student Appointments  

Appointment Dates

• May Term:
  • International Students: 5/7 – 5/31
  • Non-International Students: 5/2 – 5/31 with an exception from the Grad School
    • All grad students can work up to 40 SWH after 5/6/23 without an exception
    • End date may be 6/1 or 6/2 to match Travel Authorization dates for Accounting Office to approve cash advances given to May Term TA/AIs.
• First Session: 6/1 – 7/15
• Second Session: 7/16 – 8/31
• Nine-Week Session: 6/1 – 7/31
• Whole Session: 6/1 – 8/31

May Term TAs

Students who will be TAs during the May Term should be appointed using job profile G0065 - Academic 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 Academic 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 up to 40 hours/week after 5/6/23 without an exception from the Graduate School.

If the student is only going to be a TA for the May Term:

• Hire as Academic 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 G0045 - Assistant Instructor (Salary).

• 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

Student Eligibility

• 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 2023 Student Employment Forum presentation and Graduate School Guidelines for Summer Employment for exceptions to the minimum enrollment requirements.
• Petitioning Process:
  • Petition must be on departmental letterhead, addressed to Dean Jim Cox
  • Petition should come from Student’s Graduate Advisor
  • Petition should include student’s name & EID, term for exception, specific exception request, and supporting statement.
  • Upload to UT Box AND Send email to graduate_studies@utlists.utexas.edu

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 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.

*If more than one of these scenarios apply 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.

TA/AI Requirements

• All summer TA/AI assignments should be processed for summer only using your department’s summer TA/AI (-04) account.
• 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 Research and Graduate Studies. The approval and date must be referenced in the Workday BP.
• Any non-standard (adjusted hours, different dates, etc.) TA/AI job for COLA students (only) must include approval information from the Liberal Arts Office of the Associate Dean for Research and Graduate Studies. The approval and date must be referenced in the Workday BP. 

Graduate Research Assistant (GRA) Requirements

• GRAs appointed for at least 20 Scheduled Weekly Hours (either the GRA appointment itself, or in combination with other AGS positions) for a long semester (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).

• Under Propose Compensation, GRAs should be on an Annual Basis (12 month).

  • Departments, at a minimum, must base their GRA 12-month rates on the corresponding COLA TA/AI 9-month rates.

  • Grant holders or department/units are expected to cover the 12-month tuition.

• Any non-standard (adjusted hours, different dates, etc.) GRA job for COLA students (only) must include approval information from the Liberal Arts Office of the Associate Dean for Research and Graduate Studies. The approval and date must be referenced in the Workday BP.

Graduate Academic Student Rates

Full-Time (9 month) base rates for TAs/AIs are as follows:

* This is the data you will enter in Workday for the monthly rate and scheduled weekly hours, depending on the session.

GRA: Minimum $53,333.34 annual – 12 months at 100% FTE (40 SWH)

• Non-COLA GRA: Minimum $42,666.72 annual

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

• 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 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.

• Sporadic Employment Overview for Students
• Student Employee Additional and Sporadic Employment Decision Tree
• Student Employee Sporadic Additional Job Form

Graduate Student Relevant Webpages

• May Term Guidance from Central HR

• Graduate Student Academic Employment

• Tuition Reduction Benefit

• Student Non-Academic Employment

• Student Academic Employment

• Student Employee Compensation

• Limits on Work Hours for Employees in Student Titles

• Minimum Enrollment Requirements for Student Job Titles

Mass End Employment Extension Process

Important Things to Remember

• Prioritize the AGS population since the Mass End Additional Job/Termination process will run for the AGS population on June 1.

• Deadline for Mass End Employment Date Extension submissions for Academic Graduate Student employees: Friday, May 26.

• Deadline for Mass End Employment Date Extension submissions: Monday, June 5.

• 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.
• Students moving between job profiles or moving between Supervisory Organizations must be processed manually (Ex: TA to AI, TA/AI to GRA, etc.).
• 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 scotttl (Tamela Walker).

Additional Resources

May/Summer 2023 Resources

Central HR's Important Dates for Student Employment 2023 Summer Term

April 2023 Student Employment Forum Slides

May Term Guidance

HUMAN RESOURCES/GRADUATE SCHOOL/TEXAS GLOBAL 

Student Employment Questions and Answers: https://hr.utexas.edu/student/student-employment-qa

Minimum Enrollment Requirements for Student Positions (Grad and Undergrad): 

https://hr.utexas.edu/sites/hr.utexas.edu/files/student_enrollment_requirements.pdf 

Student Employment Insurance and Benefits: 

https://hr.utexas.edu/student/student-employee-insurance-benefits 

Summary of UT Austin Limits on Hours Worked for Employees in Student Titles: 

https://hr.utexas.edu/sites/hr.utexas.edu/files/student_work_hours_summary.pdf 

Academic Graduate Student Employee Insurance Options:

https://hr.utexas.edu/student/student-employee-insurance-benefits/academic-graduate-student-employee-insurance-options

Graduate School: Conditions for Student Employment: 

https://gradschool.utexas.edu/finances/student-employment/conditions 

Graduate School: Guidelines for Summer Employment:

https://gradschool.utexas.edu/summer-employment

Resident Tuition Entitlement: 

https://gradschool.utexas.edu/finances/student-employment/resident-tuition-entitlement

Work-Study Information for On-Campus Employers: 

http://sites.utexas.edu/hirealonghorn/types/work-study/on-campus/on-hire/ 

http://sites.utexas.edu/hirealonghorn/types/work-study/on-campus/on-policies/  

MASS PROCESSES

Mass End Employment Date Extension Process: https://workday.utexas.edu/services/student-mass-extension 

Mass Transaction Submission System (MTSS) New Student Hire/Add Job Process: https://workday.utexas.edu/services/mtss 

Link to the MTSS System: https://utdirect.utexas.edu/apps/erp/mtss/

Direct Link to the MTSS Spreadsheet Template (will automatically save as a download): https://utdirect.utexas.edu/apps/erp/mtss/static/core/nlogon/excel_templates/mtss_student_hire_aj_batch_template.xlsx 

Monthly Mass End Additional Job/Termination Process: https://workday.utexas.edu/services/mass-term-guidance 

WORKDAY

Workday Sub-Processes Cheat Sheet: https://utexas.app.box.com/file/741202871557?s=d5to81o5b69t66cqsn8ey2nzyp23w8ra

Student Business Process Matrix: https://utexas.box.com/s/2zitxcgs8ofuy6a6p79v1rg37y969ljs 

Hire a Student Worker and Work-Study WIG: https://utexas.app.box.com/s/fad95menhtx17nbqpwo6b7gl5xkgvs0i 

Change Job WIG: https://utexas.app.box.com/s/eaqlu1cld4qnevkclql63o0z0d3zg5lz

Workday Change Job Reason Matrix: https://utexas.app.box.com/s/1hc3ci3q4703alj2nnc96jokf8e8sl8m 

Student Eligibility Engine:  https://utexas.app.box.com/s/z0am8qkjxf2gicb1y20c19j9ntvpk2cm 

Switch Primary Job for Student and Work-Study: https://utexas.app.box.com/s/8ywoh09l0r00qn8tb3hhaxul4zg3sbjy 

Work-Study Questionnaire and Verification: https://utexas.app.box.com/s/gosfltxe8hk3vilb5l5s3yrp4q7nx243