Summer Appointments for 9-Month Employees

All summer work performed by 9-Month (academic year) Faculty, Academic Staff and Limited Appointees (FAASLI) requires prior approval by the individual’s appointing unit. Separate summer appointments are required for 9-Month FAASLI to work and get paid during the summer.

 9-Month FAASLI who work 17.5 biweekly pay periods or less of summer salary over any consecutive three-year period are eligible to work during the summer.

Summer is comprised of 13 weeks (6.5 biweekly pay periods). UW-Madison Policy UW-5032 requires that any FAASLI on a 9-Month appointment receiving more than 4.5 biweekly pay periods of academic year salary during the summer appointment must obtain prior approval from the dean or director designee. For academic units, the department chair can serve as the designee. It is the policy of UW-Madison that any FAASLI on a 9-Month appointment may not exceed 17.5 biweekly pay periods of summer salary over any consecutive three-year period without approval from the dean or director designee.

The Summer Appointment Request Questionnaire can help determine summer work eligibility for ongoing 9-Month FAASLI employees who intend to work in a summer session and/or summer service. See the Summer Appointment Approval Process for more information.

NOTE: All summer payments count towards the summer salary limit, regardless of how they are paid or the duration. For example, as Full-Time Equivalent (FTE) or lump sum.

As 9-Month appointments can only get paid during the Academic Year and do not get paid during the summer, a separate Summer appointment would need to be used if work is being performed during the summer. The summer appointment can either be paid via:

• Percent of Effort (i.e. FTE)
  • Payment amount follows the biweekly pay schedule
  • Allows for effort reporting
  • Workday business process: Add Additional Job
• Lump Sum
  • Payment is processed as a lump sum. Can be paid as one-time lump sum, or can be customized.
  • Lump sum will pay the exact amount listed in Workday.
  • Workday business process: Period Activity Pay (PAP)
    • Include the hours worked per week when submitting the summer PAP. This is used for WRS and effort reporting.

Note about Allowances

TWAs will not pay during the summer.

If the FAASLI employee has a Temporary Work Assignment (TWA) on their primary, 9-month appointment, and the TWA should continue to be paid during the summer, then the TWA amount should be factored into the total base compensation of the summer appointment; they should not have a TWA on an appointment with a summer compensation basis.

Unless indicated in the employee’s appointment letter, each employee must receive a summer appointment letter, or Memorandum of Understanding, that contains:

• Dates of the appointment
• Title
• Compensation
• FTE/expected hours of work
• Type of work:
  • If teaching, include course number
  • If doing research, include a brief description and funding source

Summer employment for 9-Month employees is not considered an overload. In limited situations, a 9-Month employee may receive an overload in addition to the summer session or summer service payment. Working more than 100% FTE in all combined appointments results in an overload subject to the Overload policy (UW-5031). The overload appointment is completed during the summer pay periods and is outside of their regular responsibilities performed during the contract/academic year.

Required Pre-Approvals

The following requests can be routed through the Compensation Center of Excellence (CCoE) (compensation@ohr.wisc.edu) for approval as the provost designee.

• Summer overloads
• Faculty teaching overloads using the Faculty Teaching Overload Form
• Inter-Institutional Overloads over $1,000

Overlap occurs when courses or work overlap with the academic year calendar.

• Y Session Week: When summer starts before the end of the Spring semester.
• First Fall Week: When summer session ends after the start of the Fall semester.

If the duties during the overlap period are being done instead of work that may have been done as part of the regular contract/academic year, than an overload is not needed; no additional payment is due.

If the duties during the overlap period are being done in addition to the work being done as part of the regular contract/academic year, then an overload is needed; additional payment is due.

• Overload up to 40% will be considered by OHR;
• Faculty teaching in an overload must be pre-approved by OHR using the Faculty Teaching Overload Form;
• Must be setup and paid on the academic year payroll (not summer);
• Must be paid as a lump sum on the current 9-Month appointment; and
• Payment for the overlap week does not count toward the summer salary limitations.

For summer appointments, certain limited dual role situations are covered by completion of a blanket waiver form. The four situations in which a blanket waiver must be completed are:

1. Researchers teaching during the summer term.
2. Instructors being paid to conduct research during summer term.
3. Individualized instruction assignments.
4. Short-term teaching assignments.

Additional action is needed for new 9-Month employees who were hired to start in the Fall and will start during the summer, prior to their academic year appointment. The Office of Human Resources stresses the importance of identifying summer employment before entering new fall appointments into Workday to avoid benefit discrepancies.

Important Setup Notes:

• The 9-Month (primary) appointment must be entered first, using the summer appointment start date. After the 9-Month appointment is fully entered, then enter the summer appointment (see steps below).
• Ensure the Employee Contract start date is consistent across both academic year and summer contracts so benefits process correctly. 
• If the academic year position is benefits-eligible, benefits begin effective the summer hire start date. 
• Do not make the summer appointment the primary job.
• The 9-Month academic year position does not get put on a short work break as it did in HRS. The academic year position will only be paid during the academic year regardless of the hire date.

The steps below outline how to sequence the appointments into Workday:

Incorrectly processing eligibility and payments for summer appointments could result in:

• Employees not getting paid on time or being paid incorrectly.
• Employees required to pay back an over payment.
• Problems with beginning or continuation of benefits.

The items below outline additional factors to review before determining whether a summer appointment is appropriate:

• If a current UW System or state employee is hired for a summer appointment, it is the responsibility of the SCD to verify how summer work will coordinate with the employee’s current appointment(s).
• Additional limitations for:
  • Academic Staff terminal appointments
  • Graduate Student appointments
  • International student appointments
• Combining 12-Month and 9-Month appointments
• Requirements for Instructors

The table below outlines the payment options for 9-Month FAASLI who work during the summer. In all three scenarios, the compensation basis should be SS or SV.

The table below outlines how summer salary and limits are calculated for the 9-Month FAASLI who is working during the summer. If the employee’s total FTE is more than 100% at any time, then it is an overload. In all three scenarios, the compensation basis should be SS or SV.

 **Note about Allowances: If the FAASLI employee has a Temporary Work Assignment (TWA) on their primary, 9-month appointment, and the TWA should continue to be paid during the summer, then the TWA amount should be factored into the total base compensation of the summer salary.

To determine how much a worker can work during the summer based on policy, the following reports are available:

• Summer Session Summer Service Eligibility by Worker (UW)
• Summer Session Summer Service Eligibility by Sup Org (UW)

Some schools, colleges, and divisions may use the Workday Summer Appointment Request form to obtain approvals for all of their 9-month employees, and some may choose to only use it when it exceeds the allowable salary limitations. The following report provides responses to the Summer Appointment Request questionnaire:

• UW-Madison Summer Appointment Responses (UW)

Summer payments for 9-month employees can be processed through one of the following Workday business processes: 

• FTE: Summer Session or Service Add Additional Job
• Lump Sum: Period Activity Pay

Note: Re-use old summer position, if available.

See New 9-Month Employee Starting in Summer if you have a new 9-Month hire who will start working during the summer.