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

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Policy Number:
UW-5032
Old Policy Number:
11.03
Responsible Office:
Office of Human Resources

University Policy

Rationale/​Purpose:

Faculty, Academic Staff, and Limited Appointees working in C-basis (academic) appointments must be on an approved appointment to work in the summer and must not exceed working in the equivalent of more than 17.5 biweekly pay periods (formerly, 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.

Definitions:
Academic basis (“C”)
Faculty, academic staff, and limited appointees directly tied to the academic year calendar (39 weeks) and who are FLSA exempt employees.
Pay period
A two-week period starting on a Sunday and ending on a Saturday; published annually.
Scope:

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

Policy:

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 13 weeks (6.5 biweekly pay periods). UW System Administrative Policy 230 requires that any faculty, academic staff, or limited appointee on an academic year (9-month) appointment receiving more than 4.5 biweekly pay periods of academic year 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 17.5 biweekly pay periods (formerly, 8/9ths) of summer salary over any consecutive three-year period without approval from the Provost (or designee).

Policy Detail

  1. The amount a faculty, academic staff, and limited appointee on an academic year appointment can receive is equal to 6.5 biweekly pay period payments of their previous academic year salary but cannot exceed 17.5 biweekly pay periods of salary over the course of three consecutive years without approval from the Provost (or designee).
  2. These employees cannot receive salary increases on their C-basis appointment in the summer as they are not on contract.
  3. 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 6.5 biweekly pay periods of summer salary. Requests for exception to this policy require prior approval of the Provost (UW-5031 Overload designee).
  4. The combination of summer 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 6.5 biweekly pay periods of salary during any one summer. The combination also cannot exceed 17.5 biweekly pay periods of salary over the course of three consecutive years without approval from the Provost (or designee).
  5. 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.
    1. 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.
    2. 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.
  6. For Summer Appointments, certain limited dual role situations are covered by completion of a blanket waiver form. The four situations in which a blanket waiver must be completed are:
    1. researchers teaching during summer term
    2. instructors being paid to conduct research during summer term
    3. individualized instruction assignments
    4. short-term teaching assignments.

Please see Waivers: Tenure Clock Extensions, Leaves of Absence, Conversions, Dual Roles and Track Changes (under “Dual role appointments – Blanket Waivers”) for more information.

Consequences for Non-Compliance 

C-basis employees who worked more than 17.5 biweekly pay periods of salary over the course of three consecutive years without prior approval of the Provost (or designee) may be required to pay back some or all of the overpayment.

 

Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:
External References:

Policy Administration

Approval Authority:
Vice Chancellor for Finance and Administration
Policy Manager:
Associate Vice Chancellor/Chief Human Resources Officer
Contact:
Compensation Admin Director -- Meghan Owens, meghan.owens@wisc.edu, (608) 262-2346
Effective Date:
06-22-2015
Revised Dates:

4-16-2020, 4-27-2021, 04-27-2022

Retrieved:
04-27-2024 06:54:06