The Adjunct and Wage Faculty Payment Process (also called P14 payments) is typically used to compensate faculty members and classified employees, when hired as wage faculty, for professional services performed in support of instruction or research on a part-time, temporary basis. A stipend amount is paid on a per pay period basis over the course of the work or as a one-time payment, as appropriate. Wage faculty payments are only appropriate for the types of work that would qualify as exempt executive, administrative, or professional duties under the Fair Labor Standards Act (FLSA) and are not duties normally performed by classified employees.
How to: Detailed Steps
Step One: Department determines if need is appropriate for P14 payment.
It is critical that the type of employment be reflected correctly. Departments are advised to review Policy 4296, Adjunct and Wage Faculty Payments and work with their HR Representative to ensure that they select the most appropriate payment method for the work performed.
The following faculty services are appropriate for compensation through the P14 payment process:
1. Payments to faculty and classified employees participating in non-credit instructional programs through the Continuing Education Division.
2. Payments to adjunct teaching faculty members, including retired faculty and classified staff, on or off-campus, for teaching credit courses or providing other credit instruction, or overload payments to full-time instructional faculty who are teaching professional continuing education classes for credit through distance learning.
3. Payments to current faculty and classified employees participating in university-sponsored consulting activities (Technical Assistance Program) coordinated through the Continuing Education division.
4. Payments to part-time, temporary faculty members, including retired faculty, for administrative, instructional support, research, extension, or outreach activities.
5. One-time payments such as payments to current Virginia Tech employees, which would otherwise be paid as an honorarium. (Payments for approved bonuses are entered by Human Resources).
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Step Two: Department makes arrangements with employee to perform services.*
The department locates a candidate to perform the service and completes negotiations of arrangement and gives candidate a formal offer letter (see sample letter - P160).
* Some foreign nationals cannot be hired at Virginia Tech. Please contact the Controller's office to attend a training class on Employing Foreign Nationals.
Step Three: Department ensures appropriate documentation of employee credentials.
The Southern Association of Colleges and Schools accreditation process requires the University to employ adjuncts for teaching that have at least the minimal academic credentials required of all teaching faculty for the level they are teaching. Generally, the earned doctorate or terminal degree in the field is required. Instructors teaching lower division courses must hold at least a master's degree in the field. Under exceptional circumstances, professional experience for academic credentials may substitute but must be documented. Credentials for teaching adjuncts are to be reviewed, certified, and retained by the department. See the Faculty Handbook, Section 2.5.2 for more detail.
In addition, wage faculty appointments to positions viewed as administrative and professional would similarly require an advanced degree or training and work experience at a level that equates to an advanced degree. See the Faculty Handbook, Section 3.0 for more detail.
Adjunct or wage faculty appointments for research faculty should follow the guidelines for academic credentials included in the definitions of those various titles as stated in the Faculty Handbook for Special Research Faculty, Section 2.1.
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Step Four: Department determines the correct class code to be entered in Banner HRIS.
To allow the university to correctly report the FTE* (full-time equivalency) for the various P14 appointment types, new P14 position numbers have been created which have unique employee class codes. When setting up your P14 appointment, select the correct position type from the following employee class code descriptions assigned to position numbers set up for your department:
9A (T/R Wage PT Temp Adjunct)
9B (Non Teaching PT Temp Faculty)
9C (Continuing Educ PT Temp Fac)
9D (T/R Wages One Time Payments)
9T (Technical Assistance Program)
*P14 positions must be monitored so that filled positions are counted and reported to ensure that we remain in compliance with our Maximum Employment Level. Refer to Policy 3850, Management of Internal Position Allocations for more information.
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Step Five: Department and employee complete and sign paperwork.
1. Department completes the Part Time Faculty Appointment Authorization For Payment P14A, obtains appropriate signatures, and maintains the form in accordance with the retention schedule established by Records Management.
2. Employee completes W4 and VA4 tax forms.
3. Department and employee complete the I-9 form.
4. Department makes a copy of the employee's social security card, as appropriate.
5. Department submits W4, VA4, I-9, and copy of ss card to the payroll office (0339).
6. For wage faculty, a copy of the offer letter must be kept as part of the employee's file.
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Step Six: Department enters and approves appointment using Banner HRIS.
Each department should have at least one person who has access and has had training to enter actions in the Banner HRIS system. That person should enter the P14 appointment as they were trained to do so. Detailed entry instructions are available online (Enterer's Manual) and can accessed using a valid pid and pid password. In addition, the Banner HRIS support desk at (540) 231-7763 can provide assistance with the entry steps.
Each department should also have at least one person who has access and has had training to approve actions in the Banner HRIS system. That person should approve the P14 appointment as they were trained to do so. Detailed approval instructions are also available online (Approver's Manual) and can accessed using a valid pid and pid password. In addition, the Banner HRIS support desk at (540) 231-7763 can provide assistance with the approval steps.
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Additional P14 Actions:
Department changes the pay rate or FTE of a P14 using Banner HRIS.
Each department should have at least one person who has access and has had training to enter status change actions in the Banner HRIS system. That person should enter the P14 status change as they were trained to do so. Detailed entry instructions are available online and can accessed using a valid pid and pid password. In addition, the Banner HRIS support desk at (540) 231-7763 can provide assistance with the status change steps.
Each department should also have at least one person who has access and has had training to approve status change actions in the Banner HRIS system. That person should approve the P14 appointment as they were trained to do so. Detailed approval instructions are also available online and can accessed using a valid pid and pid password. In addition, the Banner HRIS support desk at (540) 231-7763 can provide assistance with the approval steps.
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Department terminates a P14 using Banner HRIS.
Each department should have at least one person who has access and has had training to enter job end actions in the Banner HRIS system. That person should enter the P14 job end as they were trained to do so. Detailed entry instructions are available online and can accessed using a valid pid and pid password. In addition, the Banner HRIS support desk at (540) 231-7763 can provide assistance with the job end steps.
Each department should also have at least one person who has access and has had training to approve job end actions in the Banner HRIS system. That person should approve the P14 job end as they were trained to do so. Detailed approval instructions are also available online and can accessed using a valid pid and pid password. In addition, the Banner HRIS support desk at (540) 231-7763 can provide assistance with the approval steps.
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