This policy outlines how all summer work performed by C-basis, Faculty, Academic Staff, and Limited appointees is approved and paid for.
Associate Vice Chancellor for Human Resources
Vice Chancellor for Finance and Administration
Director, Titling and Compensation, Office of Human Resources
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 without approval from the Provost (or designee).
Who This Policy Applies To
Faculty, Academic Staff, and Limited Appointees who work in academic year, 9-month C-basis appointments.
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 without approval from the Provost (or designee). If there is a need to work continually year-round, the appointment should be considered for conversion to a 12-month, A-basis appointment.
- 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.
- 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 (Overload designee).
- 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 (or designee).
- 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 (or designee).
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 (or designee) may be required to pay back some or all of the overpayment.
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.
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