Dear Graduate Coordinators, Program Directors, and Financial Processors:
The Graduate School recommends that all summer ASE positions for Summer 2025 be paid on an hourly basis. Although Period Activity Pay (PAP), or activity-based appointments, have been used in the past, PAP does not always align as effectively with the diverse needs of summer roles, including teaching, research, and staff positions. Hourly compensation ensures greater flexibility, more accurate pay, improved workload management, and enhanced benefits, making it a better fit for these appointments.
Fair and Accurate Compensation:
Hourly positions enable ASEs to account for and receive payment for the time they work. In graduate summer hourly appointments, employees record their hours in Workday, and supervisors approve them, ensuring transparent communication and balanced workloads. This approach aligns actual hours worked with the commitments outlined in offer letters, fostering supportive discussions about workload balance and professional development.
Summer hourly appointments offer flexibility, accommodating both fixed 20-hour-per-week roles (May 16 – August 15, 2025) and shorter or longer assignments tailored to specific teaching, research, or staff needs. These appointments also provide enhanced benefits over PAP. Unlike PAP, hourly positions also allow ASEs to accrue sick leave, providing added support during their summer employment. Additionally, the Graduate School is often contacted by employees regarding tax deductions on PAP compensated appointments. Whereas the Graduate School does not provide tax advice to ASEs, nor should an ASE’s appointment be based on taxation considerations, those ASEs who meet IRS student exemption criteria do not pay FICA (Federal Insurance Contributions Act) taxes, maximizing their net earnings.
Given the variation in summer teaching, a Summer 2025 ASE Cost Calculator is available online to help estimate hours and costs for teaching offer letters. The calculator is not relevant for research or staff appointments, as they generally follow more regular schedules with a set number of hours per week.
Hourly compensation for all summer ASE positions strengthens fairness, transparency, and compliance while offering ASEs clear pay structures, enhanced benefits, and flexible scheduling options.
Thank you for your attention to this important matter.
Sincerely,
