Check Banner First

1. Check PEAEMPL
   1. Check to see if they are Active or Termed:
      1. New Hires display an "Active" status in PEAEMPL, with an accompanying message: "Query caused no records to be retrieved. Re-enter", and no additional employee information.
      2. Rehires display a "Terminated" status in PEAEMPL, with the termination date and termination code from the employee's previous assignment.
      3. Existing employees are those who are Active in PEAEMPL, with all relevant employee job information and no termation date or termination code.
2. Check if they have other positions (NBIJLST)
   1. Check the E-Class Compatibility Crosswalk
   2. Adjuncts can hold many other jobs, but may require special handling
   3. Represented Adjuncts can only teach 15 credits per academic year
   4. Changes to E-Class must take place at the beginning of a pay period

Effective Dates

Adjunct assignments must run full pay periods and should include all the work performed in preparation for, and conclusion of a course. Be sure to review the current chart of pay periods to make sure the assignments begin and end with the pay periods.

For-credit assignments typically follow the same schedule. Review the HR Personnel Dates & Deadlines for current information.

Salary

Represented Adjuncts must be paid at least what is listed in the CBA. Departments may pay above that rate, but not below without good documentation. 

Adjunct Salary Schedule

All New Hires require at least an offer card, job form, appointment letter and I-9. But what constitutes a New Hire? What about a rehire? In which situations do you need hire documents?

• Active Employee: Only the job form and appointment letter are needed.
• Brand New Employee: All new hire paperwork is required, see “What New Hire Documents are Required” for details. 
• Terminated Less Than 10 Days: Only the job form and appointment letter are needed.
• Terminated Less Than 1 Year Ago: In addition to the job form and appointment letter, an I-9 and Offer Card are required. Direct deposit may be completed (if they want to set up or reactivate).
• Terminated More Than 1 Year Ago: All new hire paperwork is required. 
• All Non-U.S. Citizens and Non-Permanent Resident Aliens: A GLACIER Tax Summary Report, including Required Document Copies, are required. If the employee does not have access to Glacier, please request Glacier access from the Personnel Team.

When hiring adjunct employees (FT/FW), you'll need the following paperwork.

Required Forms:

• Job Form
  • When not using the Offer Card as the job form
• Signed Appointment Letter
• Copy of the Approved myUA Offer Card
• Form I-9 submitted via LawLogix
• Personal Demographic Form
• Social Security Exemption Form for Temps
• For Non-U.S. citizens and non-permanent resident aliens:
  • GLACIER Tax Summary Report, including Required Document Copies and Required Forms. If the employee does not already have access, request Glacier access from the Personnel Team. 

As Applicable:

• Disclosure of Employment of Immediate Family Member (Nepotism)
• Disclosure of Employment or Activities Outside of the University of Alaska 

Optional Forms - To Be Completed Online after Set Up in Banner

• Direct Deposit Form
• W-4 Form

Optional Union Forms:

• Adjunct Union Dues Form

Print and Deliver to Employee:

• Health Insurance Marketplace Notification
• Employment or Service Outside UA - Memo
• Union Contact Information (if Union Represented)

Many adjunct faculty are represented by United Academic Adjuncts (UNAD) under the terms found in the Collective Bargaining Agreement (CBA) which can be found on the Labor and Employee Engagement site. Guidelines in the CBA impact many pay procedures for adjunct faculty including class cancellation and low enrollment. 

Employees must be given the opportunity to elect to join the union. If they choose to do so, then the Adjunct Voluntary Dues and Fair Share Deduction form must be submitted to Personnel. Employees who choose to stop the deductions for union dues or fair share fees will need to submit the Dues/Fees Deduction Revocation Form. You can find these forms on the Labor and Employee Engagement site.

Job forms are the vehicle that tells the Personnel Technician how to set up an employee’s job in Banner. Our Job Form Completion Guide will provide you with general information on completing a job form. For more specific information on completing an Adjunct Job Form, check out our Job Form Completion Guides:

• Pointers for Job Form Completion: Adjuncts (FT)
• Pointers for Job Form Completion: Adjuncts (FW)

Keep in mind that union represented adjuncts (FT) must be paid according to the Collective Bargaining Agreement (CBA). If you pay an adjunct below the appropriate step, you will need to provide justification, such as “low enrollment” on the job form. If there is no justification, the Personnel Technician will bring the adjunct up to the correct step in compliance with the CBA.

Additional References: 

Adjunct Determination Chart: What type of Adjunct are you hiring?
Factor Reference Sheet: What are factors and when do they change?
HR Dates & Deadlines: What dates do we use for the next semester and when are things due?
Adjunct Salary Schedule: Pay rates for union represented adjuncts
Pooled PCNs: List of Pooled Position Numbers to use for adjuncts

Once your hiring documents are completed, you will combine them into a PDF file as an electronic new or rehire "packet".

When your packet is ready, you will then upload it to the New Hire & Rehire Submissions in NextGen. Personnel has outlined a preferred order for hiring documents within your packet. Ordering the packets this way helps us to greatly expedite the entry of your employee into Banner, and get them up and running as fast as possible. Linked at the bottom of this page you will find access to the NextGen submission form as well as the preferred document order.

All new hires will need to have an offer card submitted. Review the instructions for Locating & Printing an Offer Card.

After you have received notification from NextGen that your employee has been entered into Banner, please review the entry to ensure it is correct. If there are any errors let us know immediately, and we will update it as quickly as possible. 

We also suggest sending the following information to your employee, this allows them to update their tax deductions, as well as set up direct deposit if they wish to enroll.

Direct Deposit
If your employee has direct deposit, which is highly encouraged, their pay is usually received by midnight on Friday morning. If they are receiving a paper check, receipt timelines are dependent upon their local postal service.

W-4 Form
All new hires are defaulted per IRS guidelines. Your employee  may change their withholding rates at any time using the Online W-4 Form.

Importance of Updating the Employee's Address
It is imperative that your employee's address is up-to-date. HR addresses affect mailout of all items mailed to the employee from UA HR, including: paper checks, W-2 and benefits notifications. Employees can update their address online at any time.

Instructions for Updating an Address through UAOnline
To change your HR address please login to your UAOnline account.

• Click on "Personal Information", then "Manage your address, email, and phone information".
  
• Under the "Mailing Address" click on the box "Change".
  
• Enter your updated address and click on "Save Changes".

Please note that the HR Address will then update in the system at the top of the hour.

When do we make changes to existing employees?
After an employee is hired and settled in their jobs, there will come a time when you have to make changes. These can range from changes to the number of hours per pay period to changes in pay. Following the steps below will help you with basic changes. If you ever have questions or more complex situations, please be sure to email Personnel.

Turnaround Job Forms: What are they?
Turnarounds generate a job form based upon entry that has been done in Banner. Depending on the date range used, it will pull all job forms connected to the employee and the TKL that is input. It is a copy of the job form, providing the accurate information currently set up in Banner. 

Using a turnaround makes it easy to update, route for signatures, and turn into UA HR. To make updates, you simply cross out the old information you are changing, and input the new information next to it, preferably in a different color. Using turnarounds makes it easier for the Personnel team to know exactly what sections of the job form are changing. 

See our Printing Turnarounds document for instructions on printing your turnarounds!

How to Complete a Job Form 
Job Change Procedures
PCNs to Use
Adjunct Salary Schedule
Job Form Submission - Existing Employee Changes

Most adjuncts don’t have to submit a timesheet, but it is still important to have a supervisor set up in Banner. For hourly adjuncts, having a proper Timesheet Approver allows the timesheets to be completed and submitted by employees through Web-Time Entry. 

Supervisors and Timesheet Approvers can be set up by departments in Banner.

Supervisor and Timesheet Approvers Setup 

FYI Approver Setup for Timesheets

It is possible for adjunct instructors to hold other jobs at the University at the same time. Adjuncts may not hold student positions (GN/GT/SN/ST) while they are in an adjunct faculty role.

Please note: If the primary job is hourly (CR/CT/NR/NT), then the adjunct assignment must also be set up as hourly. Use the 147 earnings code and designate a supervisor and timesheet approver. Timesheets will need to be submitted for each pay period and the employee will be eligible for overtime pay, which is paid at the highest hourly rate set up for that employee in Banner. Any exceptions must be approved by Talent Acquisition before being submitted to Personnel.

Secondary Job: NT/XT
When an adjunct instructor is also a temporary employee, the adjunct position will be primary and will be set up according to standard adjunct processing. Union dues may be deducted and tuition waivers will be banked, if the position is represented by UNAD.  

Primary Job: CR/CT/EX/NR/XR
When the primary job has health insurance associated with it or is union represented (CT), that position will be the primary position and the adjunct assignments will be secondary and non-represented (FW only). There will be no adjunct union dues deducted, and no tuition waivers will be banked.

If the class is for-credit, the adjunct may still be paid using the UNAD salary scale (i.e. CR_10), but using the 032 earnings code. Hourly employees would need to have an hourly rate and use the 147 earnings code.

How can I set up an Hourly Adjunct?

Hourly adjuncts must complete web time sheets, and are paid for all hours worked. They are also subject to overtime pay, which is paid based upon the highest paying job. 

You'll still set them up like regular adjunct assignments with a few changes:

• Use Grade 00_HR, Step 0
• Include earnings code 148 (FT) or 147 (FW); no units are required**
• Calculate an hourly wage

For most FT assignments, you can use the normal adjunct salary rate divided by the Hours per Pay-Period to come up with an hourly rate. FW assignments are not paid on a pre-established scale and hourly rates may differ.

Please note: earnings code 091 should not be included on the job form, as this earnings code accounts for ACA hours and does not apply to hourly employees.

Depending on the type of change, there are different things you’ll have to keep in mind when employees move from one employee class (E-class) to another. Regardless of the type of change, they must occur at the beginning of a pay period. 

Temporary to Regular

Follow these steps when a temporary employee, including adjuncts and students, moves into a regular, benefited position:

• Submit a stop job for the temporary position if it is not already ended
• Upload a resignation letter (if applicable) through NextGen
• Sign them up for New Employee Benefits Overview to learn about benefits

Regular to Temporary

When a regular employee moves into a temporary position, they must be entered through Termination Workflow. This process will ensure that their leave balances are adjusted, their benefits end, and that they are offered COBRA continuation options. Here are the steps you’ll need to follow:

• Enter the termination in Banner on NEA2TRM
• Upload a resignation letter through NextGen
• Submit the temporary job

The temporary job will not be able to be set up until the benefited position completely processes through termination workflow, which cannot occur until after that pay cycle is finalized. Payroll finalizes one week after the end of the pay period, and it can take up to 5 days to finish the termination after that point. A paper timesheet may be required for the first pay period in the temporary position. Be sure to watch your email; you will be notified as soon as the new position is entered.

Department Coordination

If you are hiring an employee that is coming from another department, please coordinate with that department before submitting documents to Personnel. It works best if you are able to submit the stop job and the start job at the same time. The HR Coordinator List provides contact information for HR Coordinators across the University.

Additional References:

Compatible Employee Classes Crosswalk

The Suffix field is the number of times a person has worked in a specific PCN, starting at 00 and increasing by 1 each time the employee holds a new assignment under that same PCN (01, 02, 03, etc.). If an employee starts in a new PCN, no matter what their suffix was in their old PCN, the suffix will restart to 00 in that new PCN.

As an example:

PCN: 987001 Suffix: 00 Dates: 01/01/20 - 05/01/20

PCN: 987001 Suffix: 01 Dates: 05/02/20 - 08/01/20

PCN: 987001 Suffix: 02 Dates: 08/02/20 - 10/01/20

PCN: 987002 Suffix: 00 Dates: 10/02/20 - 05/01/21

The FTE field is used specifically for Adjuncts (FT/FW) and shows the number of prior full semesters taught. Adjuncts will start with a FTE of 0.000 and increase each semester after that (0.001, 0.002, etc.). All other employee types set the FTE field to 1.00.

What is the FTE field used for?

The FTE field is used for Adjuncts (FT/FW) and shows the number of prior semesters taught. Adjuncts will start with a FTE of 0.000 and increase each semester after that (0.001, 0.002, etc).

When counting the number of prior semesters, be sure to only include assignments that are for teaching courses, which are at least a semester or equivalent in length. Course preparation and development is not included for counting prior semesters. Sabbatical and Leave Without Pay (LWOP) also do not count.

You may use our Prior Semesters Count Tool to assist you in counting your Adjunct’s FTE.

For all other employee types, the FTE field is simply set to 1.00 and is not used to indicate anything.

Class Cancellations 
When a class is canceled, the adjunct faculty member may still be owed partial payment. A job form will need to be submitted noting the reason for the class cancellation and when notice was provided to the adjunct faculty. This will allow us to ensure we are paying the adjunct any monies owed.

For detailed instructions covering a variety of possible scenarios, please review the Adjunct Faculty Class Cancellation Guide.

When an employee is terminating, there are a couple of things that you will need to do: enter the termination in Banner and submit the supporting documentation to UA HR.

Entering a Termination

Terminations should be entered into Banner as soon as you are notified. Future dated terminations will be automatically held by the system and won’t start the termination process until 10 days prior to their last day.

How to enter a termination

Timing of Terminations

Termination Codes

When you enter a termination into Banner, it is essential to use the right termination code. These codes are used to understand why people leave the University and if there are any items requiring special handling.

The UA Terminations Codes: Definitions & Special Handling document provides you a list of termination codes that can be used. Pay attention to the termination types that require coordination with UA HR Teams. Those types of termination will require coordination with UA HR before you enter the termination in Banner.  

Submitting Termination Documentation

Whenever an employee is terminated, the back up documentation needs to be submitted to HR through NextGen. Examples of documentation include resignation letters or emails; or notice of non-renewal. Even when you are coordinating a termination with a UA HR team, it is the department’s responsibility to upload the final documents after the termination has been entered. You’ll need the information from NEA2TRM to submit the documents online. 

Adjunct instructors that are represented by the UNAD union (FT) cannot teach more than 15 credits per year

• Summer semester doesn’t count toward credit count
• FW assignments don’t count toward credit count

If you have a situation where an adjunct instructor is teaching more than 15 credits in an academic year, then they must be moved into a benefited, F9 position and be represented by UNAC.

Required training can be found on the TA&D website.

FT Assignments:

FT Adjuncts are union represented, and as such must be paid according to the current Faculty Salary Schedule, unless a valid reason exists for paying below the salary schedule rates or “below scale”. 

Above Scale: Adjuncts can be paid above the official scale.

Below Scale: Adjuncts can only be paid below scale in a few circumstances, such as for a low enrollment class. The job form must provide the justification for the lower rate of pay. If there is no justification, the HR Technician will bring the adjunct up to the correct step.

Use Grade 00_CV, Step 0 for both scenarios.

For more information about salary guidelines for union represented adjuncts, please review Articles 9 and 13 of the Collective Bargaining Agreement.

FW Assignments:

There is not an official scale for FW assignments and pay varies based upon the type and amount of work that they are expected to perform.

Adjuncts may be paid per student due to low enrollment. Article 9.6 of the CBA outlines an option for paying the adjunct per student rather than canceling the course:

If a bargaining unit member is notified that a class is being canceled as a result of low enrollment, the bargaining unit member in his/her discretion may agree to teach the class for reduced compensation, provided the compensation is at least $120 per student per credit. The University may either proceed with or may cancel the class at its discretion, subject to the cancellation provisions of this Article. If there is an offer to the bargaining unit member to teach a low enrollment class for reduced compensation, he/she shall have up to two days to decide whether to accept the offer.

Be sure to notate on the job form that the adjunct is being paid per student due to low enrollment. If there is no justification on the job form, the HR Technician will bring the adjunct up to the appropriate step, in compliance with the CBA.

If the number of students changes later, submit the appropriate Increase/Reduction in Assignment (IFTE/RFTE) job form and appointment letter.

Adjuncts can hold a variety of other positions at the University. For more information, please view the Concurrent Assignment section.

Please submit a Request for Assistance to the Personnel team with a detailed explanation of what needs to be corrected. You can always attach documents to your request, if applicable to your situation.

Please remember that any documents which contain sensitive information should be sent through an ESM ticket, not an email, to ensure that the information is sent securely.