Add Adjunct Job for Graduate Student

overview

This tip sheet provides steps for hiring a Graduate student into an Adjunct job. 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.

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

Before initiating the transaction HR should complete the following steps:

locatE the student’s Record/student pool job

Search PeopleSync for the student record:

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

Note: 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.

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

Check if the student meets the SIS eligibility guidelines for Local 2110. (For a 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
  • Applies to PHD/doctoral students only. Next review the GSOC_Beyond7Years flag (see sample below). If a PHD or doctoral student is beyond the 7th year in their program, you must appoint them using a regular adjunct job profile. Do not use STNT07 – graduate adjunct job profile.
GSOC_Beyond7Years Y

STEPS

  1. Click Actions ellipse > 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 15.
    • 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 STNT07.
    • If you receive an alert that the student is not eligible for this job profile, refer to the Verify Local 2110 Status section above. If the student is not eligible you can hire them into a regular adjunct job profile. (Note: If you believe the BUE status is incorrect, contact PeopeLink.)
  8. In the Time Type enter Part-Time.
  9. In the Location field select: Washington Square Campus or Brooklyn
  10. The Pay Rate Type will default to Salary. Do not modify this field.
  11. Click the arrow next to Additional Details to display more fields.
  12. The Job and Business title default to match the job profile. You can change this as needed.
  13. The Default Weekly Hours will default to 35. Do not modify this field.
  14. Select the Work Space for the student employee’s job. If the Work Space is not found or unknown, assign the appropriate building.
  15. 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.
  16. Complete the comment field if needed.
  17. Click Submit.

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. Click Open.
  2. 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 – enter SHARE-51212.
    • Compensation Type: This should be Regular.
    • Time Sheet Approver. 
    • ]Time Off Approver. Enter a timeoff approver.
  3. Refer to the Change Organization Assignments tip sheet for more information.
  4. Click Submit.

assign costing allocation

  1. Click Open.
  2. Select Worker and Position in the Costing Allocation Level field.
  3. If the salary will be charged to the Default Costing Allocation click Submit.
  4. 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.
  5. For additional guidance refer to Assigning Costing Allocation tip sheet.
  6. 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.

add activity Pay

  1. Click Open. 
    • You may also Skip this step using the link provided. 
  2. 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 Adjunct. 
    • For example, Adjunct – Fall 2020.
  3. Select the Period Activity Pay Matrix which has the same academic year as the Academic Period.
    • For example, 2020/2021 – Activity Pay Minimum & Increase Table.
  4. Click OK
    • 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, i.e. those hired into Student-Related jobs.) 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.
    • In first column, Activity, you will see the following fields listed below. 
      • Eligible Activity –This field is for Adjuncts who have been assigned to course(s) in SIS. (See the Important Transaction Notes section above). Click the menu icon and select All Eligible Activities and select the course/section. Notice the Activity and Task fields now prepopulate. 
      • Activity – If you do not see the field above or the course/section is not listed complete the Activity field. Refer to the Activity Pay Map. This provides a list of applicable activities by employee category or job profile. Click the menu icon and select By Category.
      • Adjuncts can only be assigned to Activities with one Letter/one number combinations. An example is A1- Lecture.  For Local 2110 Graduate Adjuncts  they must be assigned to teaching activities. (For example, A1 – Lecture). Note: As of 9/1/2019, TRN2110 – Grad Student Adjunct Training is a new activity for graduate student adjuncts. It is used for contractual training pay. This new activity represents an exception to the teaching-only guideline and was created because many grad adjuncts are required to take training courses in preparation for their appointments.
      • Task – In the task field enter the course/section for Adjuncts. It is recommended that you enter in part of the course/section and allow the system to find this item. Do not click the menu icon because there are too many courses to load. The Task field is required if the Activity is course-based. For example, if you select A-1 Lecture in Activity you will need to complete the Task field. If this is left empty you will see an alert. 
      • Comments – Enter in comments if needed. (Note: If an H activity is selected you will receive an alert to complete the Comment field.  This is a soft warning and the transaction can still be submitted if the field is left blank.)
    • In the next column, enter in the Activity Start and End Dates. Enter the dates or click the calendar and select dates. Notice that once you click enter, the system prepopulates the dates fields in the last column marked Payment. The Use as Payment Date Range is now selected. However, you can modify the Payment Start and End Dates if needed.
      • Guidelines for Payment dates. We recommend that you use start /end dates which align with pay periods. Graduate Adjuncts are assigned to the Semi-monthly employee pay period. An example of dates would be 9/1 to 12/15 not 9/3 to 12/5.
    • In the Units review or enter the Quantity and Assigned Unit Rate.
      • These fields will prepopulate if the Adjunct was assigned to the course in Albert and contact hours were assigned, however you can also modify the fields. For adjuncts the Quantity is typically the number of contact hours. Assigned Unit Rate is the Hourly Rate. (New! We have added validation rules which will require that you enter in a Quantity that is greater than 1 for adjunct activities based on contact hours. An example is A-1 Lecture will require hours greater than 1.)
    • Once these fields are completed, the Compensation column displays the resulting Total Amount. The system multiplies Quantity X Assigned Unit Rate. For example,  30 contact hours X $100 = $3,000.
    • (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.
    • If you need to enter in a Costing Override click on the button under Costing Override in the Compensation column.
      • A pop-up screen displays where you can enter in the costing in the Worktags section.
      • Click the plus icon to enter in more chartfields.
    • Lastly, if you need to enter in more courses or assignments, click the plus icon to add in a new row and repeat the steps above.
    • Enter a Comment if needed.
    • Click Submit.
  5. The transaction routes to the HR Partner and the Finance Executive for review and approval. If you are an approver, refer to the How to Approve a Transaction tip sheet.

pay group

Graduate Adjunct Jobs are assigned to the Semi-Monthly Employee pay group. You can review a list of pay periods and dates on the Payroll Calendars & Schedules webpage.

ADDITIONAL RESOURCES:

Last updated March 2023

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