COLA Student Employment Guidelines for Summer 2022 Semester  

• Dates & Deadlines
• Business Processes (BPs) to Use for Summer 2022  
• Work-Study Student Appointments
  •  Appointment Dates
  • Required BP Comments
• Undergraduate Student Appointments  
  • Required BP Comments:
• Graduate Student Appointments  
  • Appointment Dates
  • Student Eligibility
  • AGS Employee Insurance
  • TA/AI Requirements
  • Graduate Academic Student Rates
  • Converting Stipends to 12-month Rates for GRAs: 
  • TA/AI Summer Scenarios
  • Graduate Research Assistant (GRA) Requirements
  • Graduate Student Appointments – FAQ
  • Related Webpages
  • Required BP Comments
• Mass End Employment Extension Process
• Mass Transaction Submission System (MTSS)
  • HUMAN RESOURCES/GRADUATE SCHOOL/TEXAS GLOBAL 
  • MASS PROCESSES
  • WORKDAY

Working Outside of Texas

Dates & Deadlines

Summer Session Dates:

• First Session: 6/1/22 – 7/15/22
• Second Session: 7/16/22 – 8/31/22
• Nine Week Session: 6/1/22 – 7/31/22
• Whole Session: 6/1/22 – 8/31/22

Business Processes (BPs) affecting pay for Hourly Jobs:  

Effective June 1-15: routed to COLA by noon on Tuesday, June 14^th. 

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

Effective July 1-15: routed to COLA by noon on Thursday, July 14^th.

Effective July 16-31: routed to COLA by noon on Thursday, July 28^th. 

Business Processes (BPs) affecting pay for Monthly Jobs:  

Effective June 2022: routed to COLA by noon on Friday, June 17^th. 

Effective July 2022: routed to COLA by noon on Monday, July 18^th.

Other Important Dates and Deadlines: 

Important Dates for Student Employment Spring 2022 

• Deadline to complete terminations of Spring AGS appointments in Workday to avoid pre-payment of summer insurance premiums: Wednesday, May 18, 2022.
• 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.
• COLA Deadline for Mass End Employment Date Extension submissions for Academic Graduate Student employees: Wednesday, May 25, 2022.
• Undergraduate Student Tuition Payment Deadline*: Monday, May 25 at 5pm.
• International Graduate Student Insurance Waiver Deadline: Thursday, June 2 at 5pm.
• Deadline for Mass End Employment Date Extension submissions: Monday, June 6, 2022.
• Graduate Student Tuition Payment Deadline*: Tuesday, June 7 at 5pm.
• TRB Awards are programmatically cancelled for students that don’t meet eligibility: Wednesday, June 22, 2022.
• Deadline for Onboarding and Benefits Selection (for benefits-eligible 6/1 new hires): June 30. 
• 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 5/31/2022 or earlier: June 1, 2022.

• Process any Change Jobs, Add Jobs, and/or Switch Primary Jobs for impacted positions by noon on Friday, May 27, 2022.
• Automated Mass End Job/Termination Process for all other jobs with an End Employment Date of 5/31/2022 or earlier: June 10, 2022.
  • Process any Change Jobs, Add Jobs, and/or Switch Primary Jobs for impacted positions by noon on Wednesday, June 8, 2022.

• Automated Mass End Job/Termination Process for Academic Graduate Student jobs with an End Employment Date of 8/31/2022 or earlier: September 1, 2022.

• Process any Change Jobs, Add Jobs, and/or Switch Primary Jobs for impacted positions by noon on Tuesday, August 30, 2022.

• Automated Mass End Job/Termination Process for all other jobs with an End Employment Date of 8/31/2022 or earlier: September 9, 2022.

• Process any Change Jobs, Add Jobs, and/or Switch Primary Jobs for impacted positions by noon on Wednesday, September 7, 2022.

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 2022  

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

• Students need to meet enrollment requirements for their student employment.
• Salary/Wage Increases: Student hourly rates (for continuing students) should not be increased.
• 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.

Work-Study Student Appointments

 Appointment Dates

• Between 6/1/22 – 8/15/22
  • Last day to hire work-study employee: 8/1/22

• Begin hiring process in Workday no more than a month prior to employment start date

Student Eligibility

• Minimum Enrollment in Work-Study Titles: 6 hours

Processing Info

• Summer financial aid awarding is done in late April for students registered for summer classes.
• Before beginning the hiring/Change Job process, student must provide Work-Study Verification Form for summer 2022 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.
• Questions regarding work-study should be directed to work.study@austin.utexas.edu.

Relevant Webpages

• Work-Study Dates & Policies
• Work-Study Updates – April 2022 Student Employment Forum

Undergraduate Student Appointments  

Appointment Dates

• Between 6/1/22 – 8/31/22

Student Eligibility

• Minimum Enrollment in Undergraduate Academic Titles (U0095, U0070, U0066): 0 if enrolled in 12 hours the previous spring; 3 if not enrolled in 12 hours the previous spring
  • Can students work the summer after graduation? Yes, if enrolled in 12 hours the previous spring
• Minimum Enrollment in Non-Academic Titles: 0 if enrolled in 6 hours the previous spring; 3 if not enrolled in 6 hours the previous spring
  • Can students work the summer after graduation? Yes, if enrolled in 6 hours the previous spring

Related Webpages

• 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

Graduate Student Appointments  

Appointment Dates

• First Session: 6/1/22 – 7/15/22
• Second Session: 7/16/22 – 8/31/22
• Nine-Week Session: 6/1/22 – 7/31/22
• Whole Session: 6/1/22 – 8/31/22

Student Eligibility

• Graduate School Guidelines for Summer Employment
• Minimum Enrollment in Graduate Academic Titles: 3 credit hours
  • Can students work the summer after graduation? No
  • If a student is not registering until second session, but the assignment begins in the first session, the student’s graduate coordinator may send the Graduate School a petition/email stating the student will register in the second session.
• Minimum Enrollment in Non-Academic Titles: 0 if enrolled in 6 hours the previous spring; 3 if not enrolled in 6 hours the previous spring
  • Can students work the summer after graduation? Yes, if enrolled in 6 hours the previous spring
• 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. This means that the student will be limited to an average of 30 hours a week for the 12-week period (June 1 - August 31).
  • For example, if a grad student is employed 40 hours for the first summer session, and 20 for the second, this will total 60 hours divided by 2 (for two sessions), for an average of 30, which is acceptable. This will allow compliance with the Handbook of Operating Procedures (HOP) which does not allow the student to work more than the average of 30 hours.
  • For a nine-week session, a student may be employed 40 hours from 1 June to 31 July.
    The limit for assignments to the entire 12-week term will be 30 hours.
  • A combination of assignments is acceptable as long as they do not exceed an average of 75% time or 30 hours a week for the 12-week period. 
• Exceptions to registration requirements:
  • GRA (G0090) – No registration required if:
    • Total compensation is <= $2,500 AND total hours worked is <= 80 hours
    • Will need to complete OGS form
  • Student Technician (G0077) – No registration required if:
    • NO research is involved and will ONLY perform non-academic job duties
    • Graduate advisor must submit petition with job description to OGS
• Assignment in the classified titles or the student non-academic title (Job Profiles: G0077, 4005-4009, 4029-4031, 4204-4205, 4207-4211, 4222, 4479-4482) require a petition with the following information, approved and attached to the BP:
  • 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, semester for exception, specific exception request, and supporting statement
  • Upload to UT Box AND Send email to graduate_studies@utlists.utexas.edu

AGS Employee Insurance

An Academic Graduate Student (AGS) employee is benefits-eligible if expected to work in one or a combination of the following 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.

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 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.

For more information:

• AGS Employee Insurance – April 2022 Student Employment Forum
• International Student Insurance Summer/Fall 2022 – April 2022 Student Employment Forum
• Academic Graduate Student Employee Insurance Options

TA/AI Requirements

• All TA/AI assignments should be processed for summer only.
• 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 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.
• TA/AI Scheduled Weekly Hours should follow the hours listed in the Graduate Academic Student Rates chart below and use Employee Type: Regular Benefits Eligible – Graduate Student Academic (Fixed Term).

Graduate Academic Student Rates

*These are the amounts and scheduled weekly hours (SWH) to 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.

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. 

Note: GRA jobs should normally be at least 1 semester (or 4.5 months) in length; standard SWH are 20 (or 0.5FTE or 50% time) to ensure benefits-eligibility.

Example: Intended GRA stipend of $7,800 from 9/1 – 1/15

• Divide $7,800 by 4.5 months = $1,733.33/month (the intended monthly stipend)

• To convert this to a 12-month stipend, multiply by 12 = $20,800/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.

• So if this appointment will be for 50% (20SWH) we would multiply $20,800 by 2 = $41,600, so that the salary will reflect the full-time (100% FTE) 12-month rate of pay. This is the amount you should enter in Workday, and the compensation will be prorated based on the SWH entered. 

TA/AI Summer Scenarios

If 2022 Fall Semester employment plans are uncertain, general guidance is to provide summer insurance (create an Anchor Job). The 2022 Spring Semester employing unit would provide the TA/AI Summer Anchor job.

Spring TA/AIs who are expected to have no summer employment:

• Benefits-eligible TAs/AIs that are employed during Spring 2022 and will be reassigned to a benefits-eligible position in Fall 2022 will be eligible for summer insurance even without Summer employment.
• In order to ensure that insurance remains uninterrupted during this time, you will need to create an Anchor Job via the Mass End Employment Date Extension Process.
• Both the Graduate School and HR Benefits will be using the Job Title to assess eligibility for TRB supplements and UT Select insurance.
• NOTE: BUSINESS AND JOB TITLES MUST BE “TA/AI SUMMER –ANCHOR.”

Spring TA/AI working during the 6/1/2022-8/31/2022 summer period:

• For 2022 Spring Semester benefits-eligible TA/AIs who are expected to have employment between 6/1 –8/31, during ANY summer session, departments can use the Mass End Employment Date Extension process or Change Job BP to modify assignments as needed during throughout the summer semester.

EXAMPLE 1:

  A student is continuing in their employment as a TA/AI to 7/15/22.

• Process the change via the Mass Extend Process OR
• Initiate a Change Job effective 6/1/2022 to extend the End Employment Date, modify the supervisory organization, compensation details, and scheduled weekly hours, as appropriate.
• Initiate a second Change Job with a 7/16/2022 effective date to create an Anchor Job with an End Employment Date of 8/31/2022.

                 Start Job Change > Student: Change Job Details

                  Effective Date: 7/16/2022

                  Scheduled Weekly Hours (SWH): 0

                  Business Title and Job Title: TA/AI Summer – Anchor

                  Employee Type: Regular Benefits Eligible - Graduate Student Academic (Fixed Term)

                End Employment Date: 8/31/2022

                NOTE: This Change Job will require manual department intervention for the transition

                       between summer sessions.

EXAMPLE 2:

A student is ONLY working in a TA/AI capacity during Summer Session 2 (7/16/22 – 8/31/22).

• Create an Anchor Job via the Mass Extend Process.
• Initiate a Change Job effective 7/16/22 to update job profile (if needed), SWH, compensation details (if needed), and supervisory organization (if needed) with an End Employment Date of 8/31/22.

Spring TA/AI transitioning to GRA position for Summer Semester:

• Initiate a Change Job effective 6/1/22 to modify the Job Profile, supervisory organization (if needed), compensation details, SWH, and End Employment Date.
• Employee Type should only be Regular Benefits Eligible – Graduate Student Academic (Fixed Term) if the GRA is actively working at least 20 SWH.

Graduating TAs/AIs and TAs/AIs not returning to 2022 Fall Semester Employment:

• This group of students is not eligible for summer insurance, and their insurance benefits will end on 5/31/22.
• The majority of 2022 Spring Semester TAs/AIs will have four months of insurance premium deductions taken from their June paycheck. To avoid this, please initiate and ensure final-approval of the Terminate Employee BP by 5/18/22 so that Benefits and Payroll can review their insurance eligibility to avoid the deduction.

Graduate Research Assistant (GRA) Requirements

• GRAs appointed for at least 20 hours 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).

  • If a benefits-eligible GRA will continue working during the summer, process this via the Mass Extend Process or 
    • Initiate a Change Job effective 6/1/2022 to extend the End Employment Date, modify the supervisory organization, compensation details, and/or scheduled weekly hours, as appropriate.

• 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 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 Student Appointments – FAQ

Anchor Jobs

1. If we employed a student from another department as a TA/AI in the Spring, who should create the anchor job – their home department or Spring hiring department?
   1. The Spring hiring department should process the Anchor Job, with the home department verifying their students are covered as necessary. (There may be cases where a student is employed by a non-home department for Spring and then again in Fall, where processing a transfer just for the Summer Anchor Job would be unnecessary.)
2. A student is eligible for an Anchor Job but will be working in a non-academic student title during the Summer. Do they need an Anchor Job or can we use the non-academic title to show benefits-eligibility?
   1. If a TA/AI who is eligible for an Anchor Job also has a non-academic student employee position between 6/1 – 8/31, you will need to process a Change Job to create the Anchor Job, then process an Add Job for the non-academic position. The Anchor Job should remain the primary job for insurance purposes.

TA/AI Appointments

1. When extending a current benefits-eligible TA/AI from Spring into Summer Session 1, should the end date be 7/15 or 8/31?
   1. It is safer to set the End Employment Date and Compensation Actual End Date to 7/15 to prevent an overpayment.
2. A student I want to hire as a TA/AI is graduating in May. Can they still work as a TA/AI in the summer following their graduation?
   1. Per HOP 9-2020 (Teaching Assistants) and HOP 9-2010 (Assistant Instructors), only admitted students in a degree-seeking program can be employed as a TA or AI. 

Insurance 

1. My Spring TA/AI will work in the Summer as a GRA for less than 20 hours and is not eligible for an anchor job. Is there a way to prevent insurance premiums from being deducted from their June 1 paycheck? 
1. The only way to prevent the deduction is by terminating the student by May 18. However, once the non-benefits eligible assignment is finalized, Payroll will be able to provide a refund. 

Other 

1. Can students continue to work in a student title in the Summer after they graduate? 
1. Please refer to this chart to see what job titles a student can work in the Summer after they graduate. 

Related Webpages

• 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: Wednesday, May 25, 2022.
• Deadline for Mass End Employment Date Extension submissions: Monday, June 6, 2022.
• Current End Employment Date: The current end employment date for a job must be on or between 5/1/22 and 5/31/22.
• Proposed End Employment Date: The proposed end employment date must be on or after 6/1/22.
• 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.
• 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 sml3323 (Sonia Laredo).

Additional Resources

Important Dates for Student Employment Summer 2022

April 2022 Student Employment Forum Slides

HUMAN RESOURCES/GRADUATE SCHOOL/TEXAS GLOBAL 

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