Add Student-Related Job (e.g. TA, RA,GA) – Graduate Students

overview

This tip sheet provides steps for hiring a Graduate student into a Student-Related job. (For example, Teaching Assistant, Research Assistant, or Graduate Assistant). You will use the Add Job transaction. Student employees are part of the Job Management Staffing Model. This means you do not need to create a position or job requisition prior to adding the job in PeopleSync.

Effective 9/1/2020, we have new job profiles and guidelines for appointing Research Assistants. See updates in Step 7 below. (For a background on these changes and the memo released in August refer to the HR Blog post here.)

roles & Approval chain

The Add Job transaction is initiated by the HR Analyst and routes to the HR Partner and then the Finance Executive for final review and approval. 

(Note: Many of the roles in PeopleSync share the same functionality. The HR Partner can submit the same transactions as the HR Analyst. Refer to the Organization Support Roles Descriptions guide for a list of roles and function.)

PREHIRE

locatE the student’s Record/student pool job

Before initiating the transaction HR should complete the following steps:

1. Search PeopleSync for the student record. 

  • Enter the N# or NetID in the Search field. Enter.
  • Click on the search category All of Workday on the left side menu.

Important. If the record does not exist, contact PeopleLink. Do not proceed with the Add Job transaction until the student pool job has been created in PeopleSync.

2. Select the student record. Under the student’s name on the upper left you should see Graduate Employee Pool Job. You will see the following on the Summary tab.

Organization: New York University (Hamilton, Andrew D) >> New York University Student Pool (NYUStudent)
Job: Job # and Title. For example, 5678910 Graduate Employee Pool Job
Business Title: Graduate Employee Pool Job
Job Profile: STNT04 – Graduate Student

verify Local 2110 bue status

Next check if meets the SIS eligibility guidelines for Local 2110. (For complete overview of how bargaining unit eligibility is determined review the tip sheet Graduate Student Employees: An Overview of Bargaining Unit Eligibility)

  1. Click Personal on the left side menu. Click IDs tab.
  • Under the Other IDs section, locate the rows with SIS_GSOC_BUE. You should see three rows corresponding to Fall, Spring and Summer semesters.
  • A “Y” means yes, the student is eligible for Local 2110 for the semester indicated. Here is a sample record:
Other ID Type Description Identification # Issued Date Expiration Date
SIS_GSOC_BUE Spring Y 1/1/2020 5/31/2020
SIS_GSOC_BUE Summer N 6/1/2020 8/31/2020
SIS_GSOC_BUE Fall N 9/1/2020 12/31/2020

Add Job

  1. In the employee record, click Actions ellipse  next name of the Student. Click Job Change > Add Additional Job.
  2. Enter the name or ID of the supervisory organization (sup org).
  3. Click OK.
  4. In the Effective Date field, enter in the start date of the job or click the calendar icon to select a date. You will enter in the End Employment Date in Step 16.
    • Note: Refer to the guidelines posted on the HRO Community blog for information on Local 2110 job/appointment dates. Job start and end dates must fall within an individual semester. If the job crosses multiple semesters, you will need to create more than one job. 
  5. In the Reason field click the menu icon and select Add Additional Titled Job.
  6. In the Employee Type field enter Fixed-Term.
  7. For the Job Profile field enter in one of the following below, or click the menu icon and select By Job Family > NYU- Academic > Student-Related Positions and choose a job profile.
    • 007027 – Teaching Assistant
    • 017037 – Graduate Fellow
    • 017038 – Teaching Fellow
    • 017044 – Graduate Assistant
    • 017050 – Research Assistant
    • 017051 – Course Assistant
    • 017054 – Dental Resident
    • 018048 – Student Athletics Coach
    • 018049 – Student Reader
    • 018057 – Grader
    • 018058 – Student Laboratory Assistant
    • 018061 – Accompanist
    • For Research Assistant, refer to the chart below:
    • Job Profile Code Job Profile Name Guideline
      017050 Research Assistant The RA job is for a supervisory organization excluded from Local 2110.  Use this for certain Tandon, Courant, CUSP, and FAS organizations explicitly excluded from the 2110 union contract.
      017034 FAS/CIMS – Research Assistant RA job is at FAS or CIMS and is not for one of the excluded organizations.
      017033 Non FAS/CIMS – Research Assistant RA job is NOT at FAS or CIMs (and is not excluded from Local 2110)
  8. In the Time Type field enter Part-Time.
  9. In the Location field select: Washington Square Campus or Brooklyn
  10. Select the Work Space for the student employee’s job. If the Work Space is not found or unknown, assign the appropriate building.
  11. The Pay Rate Type will default to Hourly. Do not modify this field.
  12. In the Scheduled Work Hours field, enter in 20 hours or less.
    • Hours for student employees cannot exceed 20 per week across all jobs.
    • Note: During J-Term a student may work for more than 20 hours. If this is the scenario, enter in 20 hours. 
  13. Click the arrow next to Additional Details to display more fields.
  14. The Job and Business title default to match the job profile. You can change this as needed.
    • Note it is common to create a title that will help the student select the correct job when completing timesheets. For example, “Graduate Assistant – English Dept, Spring 2020.”
  15. The Default Weekly Hours will default to 35. Do not modify this field.
  16. In the End Employment Date field, enter in the end date of the job or click the calendar icon to select a date. Note: Refer to the guidelines posted on the HRO Community blog for information on Local 2110 job/appointment dates.
  17. Complete the comment field if needed.
  18. Click Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Change Organizational Assignments“. Click Open.

change organization assignments

Organization Assignments contain every organization an employee or position is associated with, and default based on the supervisory organization of the position. The org. assignments contain the chartfield, as well as additional information such as Company, Check Location, Time Sheet Approver, Time Off Approver, Compensation Type, FERPA status, etc.

  1. Review the following fields and make changes as needed:
    • Region. This refers to the check location and is a required field. Select a check location designated for students. 
    • Cost Center
    • Business Unit
    • Program
    • Fund
    • Project
    • Account
    • Compensation Type This should be Regular.
    • Time Sheet Approver. This is a required field.
    • Time Off Approver. This is a required field.
  2. Refer to the Change Organization Assignments tip sheet for more information.
  3. Click Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Assign Costing Allocation“. Click Open.

assign costing allocation

  1. Select Worker and Position in the Costing Allocation Level field.
  2. If the salary will be charged to the Default Costing Allocation click Submit.
  3. If the salary will be charged to more than one chartfield and/or for specific time periods click Add.
    • Enter in the Start and End Date.
    • Enter the chartfield in the Worktags section
    • Review and, if needed, edit the Distribution Percent.
    • Click the plus sign to add more rows.
  4. For additional guidance refer to Assigning Costing Allocations tip sheet.
  5. Click Submit.
    • Note: If you added in a row but did not complete the fields you cannot submit the transaction. To delete the row click Remove.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Add Activity“. Click Open. (You may also Skip this step using the link provided.)

add activity Pay

  1. Select an Academic Period by clicking on the menu icon and selecting By Academic Year. Next select the academic year. For example 2020. Next select the Academic Period beginning with Non-Adjunct. Do not select those beginning with Adjunct.
    • For example, Non–Adjunct – Fall 2019 (08/01/2019 – 12/31/2019)
  2. Select the Period Activity Pay Matrix which has the same academic year as the Academic Period.
    • For example, 2019/2020 – Activity Pay Minimum & Increase Table.
  3. OK
  4. Click the menu icon in the Reason field. You will see two reasons:
    • On the  Manage Period Activity Pay Assignments screen complete the Reason field. You will see two reasons:
      • Select Period Activity pay > Assign Activity Pay > Assign Activity Pay – Generate Form 195 (WTP Notice). (Note this reason is only applicable to Adjuncts, PT Faculty and Non-Hourly Student employees who work in New York. 
      • If you do not need to generate the form select Period Activity pay > Assign Activity Pay > Assign Activity Pay.
      • Refer to the Labor Law Form tip sheet for more information.
  5. In the Activity column modify the following fields:
    • Activity. Enter RST 
    • Comment. Include a comment if needed.
  6. In the Activity Dates column enter in the Start and End Date.
    • Once you complete these fields the  check box is selected under Use as Payment Date Range and the dates are replicated in the Payments column. You can always modify the payment dates if these should be different.
  7. In the Units column enter in the Quantity and the Assigned Unit Rate:
    • In Quantity enter 1.
    • In the Assigned Unit Rate enter the total payment amount.
  8. In the Compensation column the Amount will populate automatically.
    • This is the Quantity multiplied by the Assigned Unit Rate.
  9. In the Payment Dates column you will see that the Payment Start and End Dates have prepopulated to match the Activity Dates.Modify these as needed.
    • Number of Payments is calculated based on the Payment Dates.
  10. (Optional) Use the Customize Payments button only if you need to change the disbursement amounts by payment. 
      • The payment by default will be split evenly across each period that falls within the payment start and end dates.
      • You can customize the payments to schedule differing payment amounts, even having a $0 payment for certain periods if desired.
      • If your period activity pay includes retro periods (payments with scheduled pay dates in the past), we recommend putting in $0 for the retro periods and add those amounts to the next scheduled payment.  This will ensure the payment will be included in the regular on cycle payment and not require a retro payment.
      • Example: Activity Pay for a lecture beginning on 1/16 is entered late into PeopleSync. Payroll has just closed for the 1/16 to 1/31 pay period. Instead of requesting an offcycle, add this missed payment amount to the next pay date. See sample below:
        Paydate Amount Correct amount to:
        1/16/2023 500 0
        2/15/2023 500 1000
        2/28/2023 500 500
      • Reminder – Do not use this tool to disburse all payments to a semi-monthly employee as if they were monthly. An employee should regularly be paid according to their assigned pay group.
  11. If you need to enter in Costing Overrides, select the button under Costing Overrides in the Compensation column.
  12. Enter a comment if needed.
  13. Click Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: HR Partner, Consolidated Approval by HR.

  1. The transaction routes to the HR Partner and then the Finance Executive for review and approval. If you are an approver, refer to the How to Approve a Transaction tip sheet.

pay group

Student-related positions are assigned to the Semi-Monthly Student pay group. You can review a list of pay periods and dates on the Payroll Calendars & Schedules webpage.

ADDITIONAL RESOURCES:

Last updated in December 2021.

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