Administrative Services

Summer Hiring and Employment Processes

This page is a resource for the School of Education’s Department Administrators for summer hiring. This process applies to employees with 9-month Academic Pay Basis appointments, including faculty, instructional academic staff, and graduate assistants. Employees hired on 12-month or annual appointments will follow the normal School of Education hiring practices and procedures.

General Guidelines for Summer Hiring

  • Appointment Guidelines
    • Each summer employment term comprises 13 weeks (6.5 biweekly pay periods). Summer session and summer service employment occur during this 13-week period.
    • Types of Appointments
      • Summer service appointments: utilized for research or other service/administrative activities
        • Must be hired utilizing their current Academic Pay Basis Salary and FTE
        • This allows us to have more accurate reporting for future summers
        • Allows for compliance with grants reporting and credit payments from the university
      • Summer session appointments: utilized for instruction only
        • Must be hired utilizing Period Activity Pay
          • Position will not have standard hours on the position, but hours must be added to the PAP itself
        • The length of the appointment must coincide with the session(s) they are instructing/teaching
    • If faculty are doing a combination of the two, they must have two appointments: one for service and one for the session.
  • Retroactive payments requested after the beginning of the fall term may not be possible and will be evaluated on a case-by-case basis.

Timelines

  • Create/Edit Position Restrictions for the position must be submitted in Workday at least two weeks (10 business days) before the appointment start date.
  • The Hire/Add Job Business Process, with the required attachments, must be submitted at least one week (five business days) prior to the appointment start date.
  • FTE or Job Changes must be submitted at least one week (five business days) before the effective date of the change.

Reports

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

Forms and Templates

Resources

This is an accordion element with a series of buttons that open and close related content panels.

Summer Intake Form

Task Department
Run Summer Session Summer Service Eligibility by Sup Org (UW) or Summer Session Summer Service Eligibility by Worker (UW) Department Administrator
Complete Summer Intake Form

  • Even if faculty or instructional academic staff require two appointments due to instructing and completing research/service, you can indicate that on one form (multiple forms are not required)
 Department Administrator / Employee
Review, sign, and date form Employee & Department Chair
If the request exceeds the 17.5 biweekly pay periods in aggregate over the last two summers through the upcoming/current summer, submit the form to hr@education.wisc.edu before submitting hire to request overage and exception from the Dean’s Office Department Administrator

Preparing Positions for Summer Employment

Task Responsible Party
The following options are available for preparing positions for summer:

  1. If you have an existing vacant summer position, you must reuse prior positions by editing the Position Restrictions (preferred)
    • Edit Position Restrictions can be initiated from searching “Edit Position Restrictions” > search position number or from clicking the three dots on a position and selecting “Edit Position Restrictions”
      • This can also be found in a supervisory organization under the “Staffing” tab > click on three dots > Position Restrictions > Edit Position Restrictions
      • Position Restrictions should be edited so that the unique fields needed for Summer Session and Summer Service Position are completed
    • Position Change Reason > Edit Position Restrictions (Vacant Position) > No Job Requisition
  2. Create a Position in Workday if no other summer positions are available and vacant for your use
 Department Administrator
Unique Fields Needed for Summer Session and Service Position:

  • Position Request Reason: Create Position > Create Position > Summer Session OR Create Position > Summer Service
  • Availability Date: Should match or be before the start of the summer appointment
  • Earliest Hire Date: Should be before the start of the summer appointment
  • Job Profile: Select Title for the position
  • Worker Sub-Type: Terminal (Fixed Term)
  • Scheduled Weekly Hours: Populate the hours they will be working each week.
    • Summer Service: must have scheduled weekly hours
    • Summer Session: must have 0 scheduled hours, and hours worked per week will be indicated on PAP

Screenshot from Workday showing the unique fields needed for setting up a Summer Session or Summer Service position.

  • Compensation Basis: Summer
  • Compensation Plan:
    • Summer Session Period Activity Pay
    • Summer Service Salary Plan

Screenshot from Workday showing the unique fields needed for setting up a Summer Session or Summer Service position.

 Department Administrator
Request Default Compensation for Position:

o   Click on Add Plan Assignment

o   Compensation Plan Type: Salary

o   Compensation Plan: Summer Service Salary Plan or Summer Session Salary Plan > OK

Screenshot from Workday showing the unique fields needed for setting up a Summer Session or Summer Service position.

Frequency: (select applicable option based on summer service or summer session appointment)

  • Annual – Summer Service Appointments
  • Period Activity Pay – Summer Session Appointments
 Department Administrator
Click submit, and the position will route for approvals

Hiring or Adding a Job to Current Employee

Task Responsible Party
From the Workday homepage, search for and select the name of the employee in the search bar.

  • From the Workers Profile, Click Actions.
  • Hover over Job Change and select Add Job.

Screenshot showing the process for hiring or adding a job to a current employee in Workday.

 Department Administrator
Select the Supervisory Organization for the new job.

  • Click OK. Note: Salary and FTE information for the Primary job will pop up. 
  • Enter an Effective Date.
  • Select a Reason: Add Additional Job > Summer Service OR Summer Session
  • Enter the fields in the Job Details section:

Screenshot showing the process for hiring or adding a job to a current employee in Workday.

    • Position
    • Employee Type: Terminal (Fixed Term)
    • Job Profile
    • Time Type: Part Time (if less than 40 scheduled hours) or Full Time (if 40 scheduled hours)
    • Location: Building Code
    • Optional: Work Space
    • Pay Rate Type: Salary, Hourly, or Period Activity Pay (depending on position and Job Profile)

Note: Some of the Job Details section may autofill based on the position.

 Department Administrator
Confirm/enter the fields in the Additional Details Section:

Screenshot showing the process for hiring or adding a job to a current employee in Workday.

  • Job Title
    • Summer Session – “JOB TITLE – Summer Session – LAST NAME” (e.g. Professor – Summer Session – Matthews / Lecturer – Summer Session – Matthews)
    • Summer Service – “TITLE – Summer Service – LAST NAME” (e.g. Professor – Summer Service – Matthews”
  • Business Title
  • Annual Work Period: Leave blank for Summer Session or Service
  • Disbursement Plan Period: Leave blank for Summer Session or Service
  • Optional: Additional Job Classifications
  • First Day of Work: Will pull in from Effective Date
  • End Employment Date: Enter an End Date for the job
    • Reminder: Summer Session dates must coincide with dates worked
 Department Administrator
Confirm or enter the fields in the Working Time section:

Screenshot showing the process for hiring or adding a job to a current employee in Workday.

  • Scheduled Weekly Hours: will populate based on the position.
    • If Period Activity Pay is the Pay Rate Type, the Scheduled Weekly Hours must be 0.
    • Working FTE & Work Shift: Leave blank

 

 Department Administrator
Confirm/enter the fields in the Organization Assignments section:

Screenshot showing the process for hiring or adding a job to a current employee in Workday.

  • Optional: Assign Default Organization Assignments checkbox
  • Cost Center
  • Legacy: Leave Blank
  • Function
  • Campus Security Authority:
  • Compensation Basis: Summer
  • Position of Trust: Not a Position of Trust – CBC Not Required
  • Optional: Enter a Comment.
 Department Administrator
  • Required: Add Attachments.
    • Upload Summer Intake Form (required)
    • If you did not complete “Prior Summer Work Commitment Category” on the Summer Intake Form, a Summer Session Summer Service Eligibility by Worker (UW) report is also required to be uploaded
  • Provide description and Select document category
 Department Administrator
Click Submit
NOTE: Click Save for Later if you would like to save your current progress before exiting the task		 Department Administrator

Hiring Graduate Assistants

Task Responsible Party
Creating Position, Edit Position Restrictions, and hiring the job is the same as it is for faculty/instructional academic staff

 Department Administrator
Teaching assistants and lecturer student assistants must be paid via Period Activity Pay (see Period Activity Pay (Summer Session) below for additional information)

  • Period Activity Pay rates should align with salary rate of prior fiscal year outlined by GAPP
  • Biweekly pay amounts based on FTE for hires with an effective date/hire date of 5/18/2026–6/30/2026:
    • 100%: $2,990.46
    • 75%: $2,242.85
    • 50%: $1,495.23
    • 33%: $986.85
 Department Administrator
Project/program assistants and research assistants will be paid via FTE and hourly/salary rate, depending on FLSA status

  • Hire using prior fiscal year rates when hired from 5/18/2026–6/30/2026
  • Hire using FY27 fiscal year rates when hired after 7/1/2026
 Department Administrator

Period Activity Pay (Summer Session)

Task Responsible Party
Enter Period Activity Pay (for Summer Session only)

  • Select Academic Period
  • Ensure Period Activity Rate Matrix is selected
  • Things to Note:
    • Summer Service must be paid on FTE with salary
    • There must be hours in the “Work Hours Per Week” section of the Period Activity Pay
    • Activity Dates must align with the dates when the work is performed
 Department Administrator

Summer MOUs and Offer Letter

Task Responsible Party
Create Summer Service or Summer Session offer letter using template letters, which generates a task in Workday

  • All documentation must be sent through Workday
 Department Administrator
Offer letters must be sent to all graduate assistants and anyone who did not hold a Spring 2026 appointment with the School of Education

  • MOUs/MOAs can be sent to any faculty or staff who held a Spring 2026 appointment with the School of Education
 Department Administrator

Submitting FTE Changes

Task Responsible Party
At least one week before the effective date of the FTE change, submit the FTE Change via the Job Change Process Department Administrator
Navigate to Worker Profile > Actions > Job Change > Start Job Change Department Administrator
Make sure the correct Worker and Job (Summer Service/Summer Session) are selected

  • What do you want to do: FTE Change Voluntary (Perm or Temp depending on if there will be further FTE changes on the position in the future)
 Department Administrator
Select Effective Date and update Standard Hours Department Administrator
Add comment that explains FTE change

  • Note: If FTE change does not align with Summer Intake form due to a change/update in Summer Service/Summer Session plans, a new, signed copy of the form must be uploaded with the FTE change
Click Submit Department Administrator
A task will populate to Generate Document due to the job change

  • Utilize Job Change Template language when completing this Worker Document
 Department Administrator