Current Part-time Faculty and Academic staff

When paying an employee* who has an FTE lower than 100%, it is our obligation to pay for additional duties by adding FTE rather than by lump sum payment. It is generally permissible to pay a lump sum payment when the duration of the assignment is less than one month, longer term assignments should be made using a salary and FTE. In some cases, an hourly academic staff appointment may be appropriate. HR can help determine the appropriate payment type and should be consulted to approve lump sum payments to part-time employee.

In any case, an employee action form (EAF) is needed.

Employee action form

If a lump sum payment is approved, lump sum payment form in addition to the EAF.

Lump sum payment request form

*this applies to part-time UWL employees as well part-time employees of other UW System institutions

New or Former UWL employees

In most cases, new or former employees should be hired through the recruitment process using People Admin.

For new and returning employees, it is our obligation to pay using a salary and FTE rather than by lump sum payment. It is generally permissible to pay a lump sum payment when the duration of the assignment is less than one month, longer term assignments should be made using a salary and FTE. HR can help determine the appropriate payment type and should be consulted to approve lump sum payments to part-time employee.

If a direct hire is being made in lieu of a recruitment, complete an employee action form (EAF).

Employee action form

If a lump sum payment is approved, complete a lump sum payment form in addition to the EAF. 

Lump sum payment request form

UW System Institution Faculty and Academic Staff

Overload payments made to full-time employees of other UW System institutions require the UWL overload form as well as additional documentation.

• Contact HR to confirm employee is full-time at other campus and to get employee ID number.
• Complete UWL overload form and send advance copy to HR (HR needs to contact employee about form I-9 requirement)
• If payment is $1000 or more, an inter-institutional overload payment form (IIOA) is also required.
• More information about inter-institutional payments can be found on this document.

Overload and summer payment form
Inter-institutional overload payment form

University Staff

To pay FLSA non-exempt University Staff for additional duties, departments must contact HR prior to the work beginning for approval and additional instructions.

To pay full-time FLSA exempt University Staff, departments may use the process for paying full-time academic staff and faculty, in consultation with HR.

Graduate and Teaching Assistants

Graduate and teaching assistants who have at least 33% FTE and have additional duties related to their assistantship and in the same department as their assistantship, can be paid using the overload and summer lump sum payment form.

Overload and summer payment form

Graduate and teaching assistants who are working for another department or have additional duties not related to their assistantship should be paid on the biweekly student payroll. In most cases, an hourly rate should be determined. In rare cases, a student lump sum payment can be made, with approval from HR.

Student Employee Action Form

Student Workers

In most cases, an hourly rate should be assigned and student employees should punch their hours worked using the webclock. To set up a student employee on payroll, complete a student employee action form. 

Student Employee Action form
Student supervisor webpage

In rare cases, students can be paid lump sum payments if approved in advance by HR. To pay a student lump sum, complete a student employee action form and a lump sum payment form.

Student Employee Action form
Lump sum payment request form