Graduate Assistant/Associate Supplemental Compensation Policy

A. Supplemental Compensation Processing

1. Additional compensation for GAs, from any source, must be processed using the Supplemental Compensation for GAs web form in UAccess Employee > Manager Self Service ("sup comp").
2. Only graduate students concurrently appointed as a GA, or a GA for the preceeding Spring semester, if processing for summer compensation, can be compensated via the supplemental compensation form.
3. A GA cannot receive supplemental compensation past the end of their appointment if they have graduated the previous semester.
4. A continuing GA must be hired on supplemental compensation during the summer months to maintain their exempt employment status and associated benefits.

B. Compensation Limits

1. GAs are limited to working no more than 26.4 hours per week if domestic and 20 hours per week if international of total compensation while classes are in session (0.66 FTE or 0.50 FTE), including the GA position and any additional on-campus position to prevent them from becoming eligible for employee health benefits under the Affordable Care Act (ACA).  Eligible supplemental compensation hours are calculated as the difference between 0.66 FTE (26.4 hours) and the GA FTE. For example, if the GA is on a 0.50 FTE (20 hours per week) appointment, then the GA can receive supplemental compensation of 6.4 hours per week. Units may set lower maximum limits.
2. Employment for international students on F-1 or J-1 visas must be limited to twenty (20) hours per week (0.5 FTE) while classes are in session. This is a federal regulation, and Units are responsible for compliance (more information is available from International Student Services). Please contact International Student Services at 520-621-4627 for additional information.
3. Class break periods allow some additional hours, and F-1/J-1 visa restrictions no longer apply.
4. Winter Break  
   1. Students graduating in December or January with a terminal degree cannot continue in any student positions after graduation. Those individuals that are interested in continued employment must be hired into faculty, staff, or post-doc positions.
   2. When school is not in session, GAs are still paid during winter break based on their current semester, academic, or fiscal contract/appointment.  Students can be compensated up to the difference between 0.875 FTE (35 hours) and the GA FTE.
   3. In the normal course of business, GAs should not be expected to work during official University holidays or University closures. If for some reason this is not possible (e.g., maintenance of an animal laboratory or clinical support), this should be discussed with the GA upon hiring, and equivalent compensatory time off should be given.
   4. GAs on academic appointments are not required to work during the winter break. Any hours worked must be paid via supplemental compensation. If you have any questions, please contact gahelp@grad.arizone.edu for additional assistance.
5. Summer Break 
   1. GAs on supplemental compensation as summer hires who are continuing as GAs in the fall are limited to no more than 35 hours per week total compensation during the summer.
   2. GAs receiving summer supplemental compensation that will continue as GAs for the following fall must be enrolled for 6 units for the fall term to prevent any accumulation of time toward Arizona State Retirement (ASR) eligibility causing both the hiring Unit and student to pay toward ASR.
   3. Units must ask GAs about plans to teach for summer session before submitting summer supplemental compensation forms in order to avoid potential excess of allowable FTE.
   4. Continuing GAs on fiscal appointments can be compensated up to the difference between 0.875 FTE (35 hours) and the GA FTE.
   5. Students graduating in May or August with a terminal degree cannot continue in any student positions after degree completion. Those individuals that are interested in continued employment must be hired into faculty, staff, or post-doc positions.
   6. GAs not continuing as GAs or in any other student employment position or completing their degree during the summer can be hired on supplemental compensation without fall enrollment. However, the hiring Unit and the student should be aware that the student may meet the minimum required to contribute to ASR.
      1. Arizona law requires anyone who is employed at 20 hours per week (0.5 FTE) or more for a period of 20 weeks or more in a fiscal year to participate in a recognized State of Arizona retirement plan, with the exception of postdoctoral scholars and any employee exempt from FICA taxation. See the Retirement Policy.
   7. In the normal course of business, GAs should not be expected to work during official University holidays, which include Memorial Day, Juneteenth, and Independence Day during summer break. If for some reason this is not possible (e.g., maintenance of an animal laboratory or clinical support), this should be discussed with the GA upon hiring, and equivalent compensatory time off should be given.  

C. Enrollment Requirements

1. GAs on supplemental compensation are not typically required to enroll during winter or summer session to maintain eligibility. GAs planning to complete their degrees during winter or summer while still earning supplemental compensation will need to work with their Unit to determine eligibility. Continuing students that do not have to enroll will have FICA taxes withheld from their paychecks.