Summer Appointments for Faculty, Academic Staff, and Limited Appointees on C-Basis

This policy outlines how all summer work performed by C-basis, Faculty, Academic Staff, and Limited appointees is approved and paid for.

Functional Owner

Associate Vice Chancellor for Human Resources

Executive Sponsor

Vice Chancellor for Finance and Administration

Policy Contact

Director, Titling and Compensation, Office of Human Resources

Policy Summary

All summer work performed by C-basis (9-month) faculty, academic staff, and limited appointees requires prior approval by the individual's appointing unit. Each summer is comprised of three months, referred to as “ninths.” The Board of Regents requires that any faculty, academic staff, or limited appointee on an academic year (9-month) appointment receiving more than 2/9ths salary during a summer appointment must obtain prior approval from the Dean or Director designee. For academic units, the department chair can serve as the designee. It is the policy of UW–Madison that any faculty, academic staff, or limited appointee on an academic year (9-month) appointment may not exceed eight months (8/9ths) of summer salary over any consecutive three-year period.

Who This Policy Applies To

Faculty, Academic Staff, and Limited Appointees who work in academic year, 9-month C-basis appointments.

Rationale

Faculty, Academic Staff, and Limited Appointees working in C-basis appointments must be on an approved appointment to work in the summer, and must not exceed working in the equivalent of more than 8 of 9 months in three consecutive summers. If there is a need to work year-round, the appointment should be converted to a 12-month, A-basis appointment.

Policy Detail

  1. The amount a faculty, academic staff, and limited appointee on an academic year appointment can receive is equal to 3/9ths of their previous academic year salary. These employees cannot receive salary increases on their C-basis appointment in the summer as they are not on contract.
  2. Faculty, academic staff, and limited appointees on an academic year (9-month) appointment typically are ineligible to earn additional overload payments during any summer they earn 3/9ths summer salary. Requests for exception to this policy require prior approval of the Provost.
  3. The combination of summer "ninths" salary earned by faculty, academic staff, and limited appointees on an academic year (9-month) appointment, plus any overloads earned during summer typically may not exceed 3/9ths salary during any one summer. The 8/9ths policy also applies (see below). Requests for exception to this policy require prior approval of the Provost.
  4. The maximum summer "ninths" salary, plus summer overload payments earned by faculty, academic staff, and limited appointees on an academic year (9-month) appointment may not exceed eight month’s summer salary over any three-year period. Requests for exception to this policy require prior approval of the Provost.

Example

2011 = 2/9
2012 = 3/9
2013 = 2.27/9
2014 = 2.50/9
2015 = 3/9

2011 + 2012 + 2013 = 7.27/9
2012 + 2013 + 2014 = 7.77/9 --- Therefore, 2016 summer appointment may not exceed 2.50/9.
2013 + 2014 + 2015 = 7.77/9
2014 + 2015 + 2016 =

Each division may establish its own form of documentation (e.g., letter of offer, memorandum of agreement, form, etc.), but the documentation used must include the appointment dates, the FTE/percent, and the type of work to be performed. If the appointment will be paid as a lump sum, the form should include the proposed lump sum amount. If the employee is teaching, the course number(s) should be provided. If the employee is doing research, there should be a brief description of the duties or one or more funding source/s should be identified.

Consequences for Non-Compliance

C-basis employees who worked more than 8/9ths without prior approval of the Provost may be required to pay back some or all of the overpayment.

Supporting Tools

The HRS Easy Access to Reporting Tools (HEART) can be utilized by all divisions and provides a number of reports and forms that can be useful for tracking and documenting approvals for summer employment. Access to the HEART tool can be received by contacting the College of Engineering.

UWMSN - JEMS HIRE - Summer Appointments

Responsibilities

Office of Human Resources (OHR)
Compensation & Titling
  • Audit summer activity to ensure compliance with the 8/9th limitation
  • Provide tools/guidance for division HR to ensure they are in compliance with the policy
Provost
  • Review and respond to all requests to exceed 8/9ths prior to the start of the summer calendar
College/School/Division HR
  • Provide guidance to departments on the process for requesting summer employment for C-basis employees
  • Work with OHR Compensation & Titling to request exception to the 8/9ths rule prior to the start of the summer calendar
  • Provide departments of reports of C-basis staff eligibility to work in the upcoming summer
Supervisor/Department Chair
  • Approve all summer activity prior to the start of the summer calendar
  • Request exceptions to exceed 8/9ths prior to the start of the summer calendar
  • Receive approval to exceed 8/9ths prior to start of the summer calendar

Link to Current Policy

https://kb.wisc.edu/ohr/policies/page.php?id=53006

Link to Related Policies

Academic Year Definition and Assorted Derivatives

Summer Leave Reporting




Keywords:summer, appointment, limited, approval, payment, limitations   Doc ID:53006
Owner:OHR .Group:HR Policies
Created:2015-06-22 11:14 CSTUpdated:2017-03-20 14:28 CST
Sites:HR Policies
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