Academic Employment

Academic HR Workday Business Process (BP) Guide 

(For Use by CoLA Departments/Centers/Units)

 

T/TT and NTT Faculty

Hire faculty

1. Faculty new to your department:
   1. Create Job Requisition BP
   2. Hire BP [Note: This is not a WIG, but it includes the steps to follow before and after the PAR is completed.]

NTT Job Changes

1. NTT (Renew) who held an active position in your department last semester
   1. Change Job BP 
   2. (If renewing with no change in hours or compensation) Add a Contract
2. NTT (Reactivate) who held an active position prior (within last 3 years) in your department
   1. Change Job BP 
3. NTT (Inactivate) who is not teaching this semester and holds an active position in your department
   1. Change Job BP 

Pay a full-time faculty member in your department for extra work (Instructional Overload* or Additional Employment**)

1. Complete the appropriate pre-approval form (outside of Workday):
   1. Instructional Overload Form 
   2. Other Additional Employment
2. Process payment in Workday (attach the final-approved form to your BP):
   1. If extra work will be 30 days or more & the payment amounts and dates will be consistent: Allowance – Request Compensation Change BP, Add an Allowance Plan
   2. If 29 days or fewer--or if 30+ days and payments & dates are inconsistent: One-Time Payment

Pay a full-time faculty member in another department/unit for extra work (Instructional Overload* or Additional Employment**)

1. Complete the appropriate pre-approval form (outside of Workday):
   1. Instructional Overload Form
   2. Other Additional Employment
2. Add a Faculty Associate Job BP in Workday 
3. Process payment in Workday (attach the final-approved form to your BP):
   1. If extra work will be 30 days or more & the payment amounts and dates will be consistent: Allowance – Request Compensation Change BP, Add an Allowance Plan
   2. If 29 days or fewer--or if 30+ days and payments & dates are inconsistent: One-Time Payment

Process Merit increases

1. NTT Merit - Request Compensation Change BP (NTT done by department-T/TT done by dean’s office) 
2. Additional information about merit process will be provided at a later date.

Faculty Separation

1. When a faculty member resigns, retires, or otherwise separates from the University, forward the written notification of the separation (resignation/retirement letter with effective date), along with the Chair’s written acceptance of the separation and effective date, to the CoLA Faculty HR Team (Cindy and Sally).
2. CoLA will process the Termination for Faculty and Academic Staff BP 
   1. Update NTT Contract (if applicable) 
   2. If faculty member has sponsored projects, will need to gather award details to Complete Termination Questionnaire (as applicable) 

 

  *Teaching an organized class in excess of 100% FTE

  **Performing other work that is not for an organized class

 

Questions: Contact Cindy Brewer or Sally Dickson

Additional Academic Employment Information/Resources: 

• Faculty Leave of Absence or Release from Instructional Budget
• Additional Employment Definitions
• Additional or Sporadic Employment Decision Tree
• Additional or Sporadic Employment Overview for Faculty

 

For more info, contact:

Liberal Arts Workday Email:

cola-workday@austin.utexas.edu

 

Cindy Brewer

Faculty Administrative Services Officer II

232-7025

Sally Dickson

Senior Faculty Resource Coordinator

232-5711

 

Related Links

• Academic Employment Training
• Workday Help Desk
• About Workday
• Workday Reporting