REQUEST TO WORK ADDITIONAL HOURS

Please note: This process has been updated to coincide with the implementation of Workday in December 2017. Updated: November 2020

  1. Students that hold positions of Graduate Assistant Teaching (GAT), Graduate Assistant Non-Teaching (GANT), Graduate Assistant Research (GAR), and Graduate Assistant Lecturer (GAL) are normally required to work 20 hours per week (50% FTE). At times, students will request to work additional hours in or outside of the primary graduate assistant position. The approval to work additional hours must be approved by the Office of Graduate and Professional Studies (OGAPS). A completed Request for a Graduate Assistant to Work Additional Hours form must be submitted following the Submitting a Request to Work Additional Hours process (see section #5 below). Further items for consideration:
    • The form must be submitted each semester before the additional work has started and generally no later than the 12th day of class for verification and registration purposes. Note: Not submitting the form in a timely manner could result in delayed compensation to the student.
      • Form must be submitted directly to OGAPS when there are no updates needed in Workday (see section #5 below for Submitting a Request to Work Additional Hours for submission process).
    • The form should be signed by the student’s primary academic department or committee chair.
    • Graduate assistants are required to follow the graduate assistant registration requirements.

The information in items 2, 3, and 4 below outlines allowed work hours per term and the policy for working additional hours.

  1. Maximum Additional Hours During Fall and Spring when Classes are in Session: Students employed in GAT, GANT, GAR, and GAL positions are not allowed to work beyond 20 hours (50% FTE) without the approval of OGAPS. This also applies to processing one-time payments for additional work by graduate assistants.
  1. Maximum Additional Hours During Summer Session:
    • Domestic: Domestic students may work up to 40 hours (full-time) in all combined jobs.
    • International: International students may work up to 40 hours (full-time) in all combined jobs. See F-1 On and Off Campus Employment & J-1 On and Off Campus Employment.
    • Domestic and International: If in a graduate assistant position and working more than 20 hours a week, an add job form must be submitted for approval. See section #5 below.
  1. Maximum Additional Hours During Break Periods and Classes are Not in Session (Thanksgiving, Winter Break, Spring Break, Intercession periods between fall and spring, spring and summer and summer and fall):   
    • ​​​Domestic: Domestic students may work 40 hours (full-time) in all combined jobs.
    • International: International students may work 40 hours (full-time) in all combined jobs. See F-1 On and Off Campus Employment & J-1 On and Off Campus Employment.
    • Domestic and International: If in a graduate assistant position and working more than 20 hours a week, an add job form must be submitted for approval. See section #5 below. 
  1. Submitting a Request to Work Additional Hours: Additional job forms are to be submitted each semester. OGAPS must verify the student is meeting registration requirements for the semester and obtain a form each semester for OGAPS recording and auditing purposes.
    • A completed Request for a Graduate Assistant to Work Additional Hours form must be attached to the Workday payroll action requesting an increase in % effort or “Start Additional Job” “Data Change” or “Transfer” function for a graduate assistant. Areas to consider when processing Workday business processes for graduate assistants:
      • Annual Work Period is selected only for working terms of position.
        • The Annual Work Period does not overlap with another position and exceed allowed hours per working term policy.
      • Scheduled weekly hours reflect exact hours.
        • Scheduled weekly hours does not exceed the working terms policy when combined with another position.  
      • The student does not have any open jobs outside hiring department with a potential conflict with request.
        • Departments have restrictions on viewing other divisions Workday information per assigned Workday roles (i.e. College of Education unable to view AgriLife) and should be communicating with students about previous and current work on campus.
      • A new form​ must be submitted each semester as OGAPS must verify the student is meeting registration requirements. The form is required to be on file with OGAPS for recording and auditing purposes. When a business process is not required in Workday for the semester, Colleges/departments will need to submit the form directly to OGAPS using the secure portal Academic Department Request of Graduate Assistant >50% Effort Laserfiche process (link might require use of campus internet or TAMU VPN when off campus). Contact PITO at sdp.tamu.edu for technical troubleshooting.
    • College of Engineering, AgriLife and Galveston Campus: The Academic Department Request of Graduate Assistant >50% Effort (link might require use of campus internet or TAMU VPN when off campus) process in Laserfiche is designed to provide the University a secure portal for submitting the Request to Work Additional Hours form outside of Workday for approval. The process must be used first and then attach the approved form in the desired Workday business process (start additional job, data change or transfer) (OGAPS Grad Studies Partner does not review the request in Workday only Laserfiche). The approval process is completed through the form and once completed the department will process in Workday.
      • The new form must be submitted each semester as OGAPS must verify the student is meeting registration requirements. The form is required to be on file with OGAPS for recording and auditing purposes. When a business process is not required in Workday for the semester, Colleges/departments will need to submit the form directly to OGAPS using the secure portal Academic Department Request of Graduate Assistant >50% Effort Laserfiche process (link might require use of campus internet or TAMU VPN when off campus). Contact PITO at sdp.tamu.edu for technical troubleshooting.
  1. One-time Payments: One-time payments are considered additional work. A one-time payment for extra work outside of the scope of an employee’s primary graduate assistant duties (not recurring) is processed in Workday using the Request One-Time Payment business process. Employers must check with OGAPS before processing to confirm a one-time payment is appropriate. If confirmed, the employer will send a completed Request for a Graduate Assistant to Work Additional Hours form to OGAPS for approval and attach it to the Workday process. *More information regarding compensation for graduate assistants will be published in the coming months. *
 

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