Wage Authorization for the Academic Areas, 2017- 2018

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This document provides schedules for rates of pay for student wage employees, professional research staff, and faculty engaged in short-term and/or part-time work within academic areas (the eleven schools, the University Library, and the units reporting directly to the Office of the Executive Vice President and Provost). Individuals who prepare the wage actions for these academic employee types must do so in accordance with this authorization.

CONTENTS

  1. Student Wage Employment
    1. Eligibility for Student Wage Employment and Maximum Hours
    2. Requests to exceed maximum hours
    3. Employment of international students
    4. Undergraduate student workers
    5. Graduate student workers
    6. Hourly wage payments for student workers
    7. Federal Work Study (FWS) program
    8. Overtime compensation
    9. Summer payment instructions for student workers
    10. Spring graduates
    11. The payroll calendar for students
  2. Graduate Student Assistantships
  3. Faculty Wage Assignments
    1. Faculty Overload Payments
    2. Summer Wage Payments to 9-Month Faculty
  4. Professional Research Staff
    1. Goal payments
    2. Hourly wage payments for research associates
  1. STUDENT WAGE EMPLOYMENT
    1. ELIGIBILITY FOR STUDENT WAGE EMPLOYMENT AND MAXIMUM HOURS
      Only students enrolled full-time (12 credits or more during a fall/spring semester and six credits during Summer Session or January Term) in a degree program at UVA are eligible to be student wage employees for the University of Virginia. Students may be employed for no more than 20 hours each week during any session in which they are enrolled full-time.

    2. REQUESTS TO EXCEED MAXIMUM HOURS
      The dean of the school may give written approval for a student wage employee to work in excess of the 20-hour limit based upon the recommendation and assurance of the student’s major advisor that progression toward the degree will not be adversely affected. Exceptions may not be granted for international students.

      Student wage employees who have worked a total of 1,500 hours since October 1, 2016, may not return to work as a wage employee again until October 1, 2017.

    3. EMPLOYMENT OF INTERNATIONAL STUDENTS
      International students must have the appropriate and valid visa status and work authorization to be employed while enrolled at the University of Virginia. Based on federal guidelines, international students’ employment must be performed on the school’s premises (including on-location commercial firms which provide contractually direct services for students on campus, such as the school bookstore or cafeteria). If the employment is at an off-Grounds location or for an off-Grounds employer, the employment must be approved in advance by the International Studies Office (ISO) and in most cases by the United States Citizenship and Immigration Service (USCIS).

      International students’ employment, if on F-1 or J-1 status, must not exceed 20 hours a week while school is officially in session. No exemption from this policy can be granted.

      An international student with appropriate work permission (either through visa status, or work authorization granted by the USCIS) may, however, work on Grounds full-time when school is not in session or during official university holidays. For additional information on federal regulations concerning international student employment, contact Richard Tanson (tanson@virginia.edu; 434-982-3017) at the International Studies Office, University of Virginia.

    4. UNDERGRADUATE STUDENT WORKERS
      Undergraduate students are paid under class code 89011, which covers a variety of work in support of the academic programs: paper and exam grading, assisting in the laboratory or library, etc. Undergraduate students should be paid on an hourly basis and complete timesheets for hours worked.

    5. GRADUATE STUDENT WORKERS
      Graduate students who provide similar academic program support (except laboratory or classroom instruction) are paid under class code 89109. Class code 89109 may also be used for graduate students paid from non-state funds, performing duties in research labs. Graduate students paid using 89109 should not be involved in positions as responsible as those paid under the higher pay rate schedules for graduate assistants. Graduate students should be paid on an hourly basis and complete timesheets for hours worked. This type of employment does not qualify graduate students for tuition remission.

    6. HOURLY WAGE PAYMENTS FOR STUDENT WORKERS
      To pay students using these two class codes, hourly rates must be entered into HRMS OTM. The minimum and maximum rates are as follows:

          Hourly Rate Hours per Week
      Class Code Minimum Maximum Maximum
      Undergraduate 89011 $7.25 $17.00 20 hrs.
      Graduate 89109 $7.25 $24.00 20 hrs.

       

    7. FEDERAL WORK STUDY PROGRAM (FWS)
      These hourly wage rates may be superseded by the hourly rates required under the Federal Work Study program. Information about FWS is available at:
      http://uvaforms.virginia.edu/uvaformsfiles/financialaid/fws-employer-handbook.pdf

    8. OVERTIME COMPENSATION
      Student wage employees qualify for overtime compensation for all hours actually worked in excess of 40 hours per week (allowable only when classes are not in session). Overtime compensation is calculated at time and one half their regular rate of pay.

    9. SUMMER/J-TERM PAYMENT INSTRUCTIONS FOR STUDENT WORKERS
      Individuals not enrolled in Summer Session or January Term may be paid through the student payroll during the summer or J-Term only if they were enrolled as full-time students at the University during the previous fall/spring semester and intend to enroll in the following fall/spring semester as full-time students. Those students who are not enrolled full-time (six credits) during Summer Session or J-Term may work in excess of the 20 hour per week limit during the summer. Students who work in excess of 40 hours per week, however, may qualify for overtime compensation (for more information, see “Overtime Compensation” above).

    10. SPRING GRADUATES
      Undergraduate and graduate students who graduate in the spring may continue to work in student wage assignments through the summer following graduation until the first day of the fall semester.

    11. THE PAYROLL CALENDAR FOR STUDENTS
      There are typically 26 bi-weekly pay periods in a calendar year. The academic year for student payroll purposes for 2017–18 is defined as the 20 biweekly pay periods extending from August 21, 2017 to May 27, 2018. IRS guidelines enable students (if they meet all requirements) and hiring units to be exempt from payment of FICA when classes are in session. If any of the student bi-weekly payroll periods fall fully outside the dates that UVA is in session, students and hiring units will have to pay FICA. In 2017–2018, classes are in session for only 19 of the 20 student bi-weekly pay periods.

  2. GRADUATE STUDENT ASSISTANTSHIPS
    Graduate student assistantships include Graduate Teaching Assistantships (GTA) and Graduate Research Assistantships (GRA). For more information regarding assistantships, including the procedures for paying wages associated with an assistantship, see the policy, “Graduate Assistantships.” Please note that the amounts in the chart below are academic year figures to be paid as “goal payments” in the University’s human resource system. The system will display a full-time minimum/maximum salary range adjusted for 40 hours/week.

    Academic Year Compensation (9-month)       Hours Per Week
    Class Code Minimum Maximum Maximum
    GRA-A 89103 $10,000 $21,300 20 hrs.
    GRA-B 89104 $11,400 $24,900 20 hrs.
    GTA-A 89175 $10,000 $21,300 20 hrs.
    GTA-B 89176 $11,400  $24,900 20 hrs

    Graduate students appointed to a graduate assistantship for 12-months may earn an additional 1/3 of their 9-month compensation in the summer.

  3. FACULTY WAGE ASSIGNMENTS
    1. FACULTY OVERLOAD PAYMENTS
      Overload wage assignments for full-time salaried faculty employment are subject to policy HRM-045, Faculty External Consulting and Internal Overload. In addition to entering an assignment in HRMS as a goal payment, departments are required to complete the Faculty Internal Overload Authorization Form, obtain the required approvals, and submit the completed form to the Office of the Executive Vice President and Provost before the assignment begins.

    2. SUMMER WAGE PAYMENTS TO 9-MONTH FACULTY
      Summer wage payments may be made to faculty on 9-month appointments who are employed to teach in Summer Session and/or conduct research during the summer. Compensation is based on previous academic year salary. Total pay from all sources for the summer period may not exceed 3/9ths of the faculty member’s salary during the prior academic year.

  4. PROFESSIONAL RESEARCH STAFF

    Professional research staff working for a limited period not to exceed six months should be paid using class codes 89179 (research associate), 89626 (research scientist), 89627 (senior scientist), and 89268 (principal scientist). Those hired for regular employment or for assignments exceeding six months must have an on-line action submitted to University Human Resources to initiate payment as a salaried employee. Refer to the policy on the Employment of Professional Research Staff for additional information.

    1. GOAL PAYMENTS

        Annualized Base Compensation Hours per Week
      Class Code Minimum Maximum Maximum

      Research Associate 89179

      $33,300 $77,600 40 hrs.
      Research Scientist 89626 $46,200 $115,100 40 hrs.
      Senior Scientist 89627 $57,400 $142,900 40 hrs.
      Principal Scientist 89268 $88,200 $219,200 40 hrs.

    2.  

    3. HOURLY WAGE PAYMENTS FOR RESEARCH ASSOCIATES
      To ensure maximal flexibility, research associates who are hired for a period of three months or less may be compensated on an hourly basis using class code 89179. These wage positions must be posted and searched through Jobs@UVA if the assignment is to last more than three days.

          Hourly Rate Hours per Week
      Class Code Minimum Maximum Maximum
      Research Associate 89179 $22.83 $37.31 40 hrs.

      Research associates paid on an hourly basis qualify for overtime compensation for all hours actually worked in excess of 40 hours per week. Overtime compensation is calculated at time and one half.


RELATED LINKS

Graduate Assistantships Policy (PROV-001)
Employment of Professional Research Staff (HRM-033)
Faculty Wage Employment (PROV-026)
Faculty External Consulting and Internal Overload (HRM-045)
Student Enrollment (PROV-011)
Student FICA Tax Exemption Policy (HRM-008)