Maximum Levels of Appointments & Summer Session Appointments
Summer Appointments for Faculty, Academic Staff, and Limited Appointees on C-Basis
Prior Approval of Summer Appointments
All summer work performed by C-basis faculty, academic staff and limited appointees requires prior approval by the individual’s appointing unit.
The Board of Regents requires that any faculty, academic staff, or limited appointee on an academic year (9-month) appointment receiving more than 2/9th 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 summer salary over any three-year period.
2010 = 2/9
2011 = 3/9
2012 = 2.27/9
2013 = 2.50/9
2014 = 3/9
2010 + 2011 = 7.27/9
2010 + 2011 + 2012 = 7.77/9 --- Therefore, 2014 summer
2011 + 2012 + 2013 = 7.77/9 appointment may not
2012 + 2013 + 2014 = exceed 2.50/9.
Payment Limitations for Summer Appointments
1. Faculty, academic staff, and limited appointees on an academic year (9-month) appointment are typically 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 Academic Personnel Office.
2. 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 3. below). Requests for exception to this policy require prior approval of the Academic Personnel Office.
3. 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 months summer salary over any three-year period. Requests for exception to this policy require prior approval of the Provost.
EXAMPLE: 2/9ths + 3/9ths + 2.5/9ths + 1/2 month salary overload payment during one summer only = maximum 8/9ths summer salary allowed over a three-year period.
Prior written approval is required for all C-basis faculty, academic staff, and limited appointees working in the summer. 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 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.
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. The link to the HEART tool is found here: https://coetools.engr.wisc.edu/heart/reports/2Ninths_Select.php
For more detailed information, consult ACPS #4.
University of Wisconsin-Madison
Unclassified Personnel Policies and Procedures—Ch. 11.02
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Last updated February 24, 2014