Adjunct and Wage Faculty (P-14)

It is critical that the type of employment be reflected correctly. Departments are advised to review University Policy 4296: Adjunct and Wage Faculty Payments (P-14 payments) and work with their college or department HR representative to ensure that they select the most appropriate payment method for the work performed. Refer to the Faculty Handbook for specific policies regarding additional compensation for current salaried faculty employees. The following services are appropriate through the P-14 payments:

• Faculty and staff employees participating in non-credit instructional programs through Continuing and Professional Education
• Adjunct teaching faculty members, including retired faculty and 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
• Current faculty and staff participating in university-sponsored consulting activities (Technical Assistance Program) coordinated through Continuing and Professional Education
• Part-time, temporary faculty members, including retired faculty, for administrative, instructional support, research, extension, or outreach activities
• One-time payments to current Virginia Tech employees, which would otherwise be paid as an honorarium
• Payments for approved bonuses are entered by Human Resources

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.

Wage faculty appointments to positions viewed as administrative and professional similarly require an advanced degree or training and work experience at a level that equates to an advanced degree. See the Faculty Handbook for  more information.

Adjunct or wage faculty appointments for research should follow the guidelines for academic credentials included in the definitions of those various titles as stated in the Faculty Handbook.

For teaching adjuncts, departments must submit a completed statement of faculty qualifications and the official, original transcript to the Office of Analytics and Institutional Effectiveness (0433). Departments should maintain a copy for their records.

The department locates a candidate to perform the service and completes negotiations of arrangement and determines the correct class code to enter into HR Banner. When setting up a P-14 appointment, select the correct position type from the following employee class code descriptions assigned to position numbers set up for your department:

• 9A (Instructional PT Temp Adjunct)
• 9B (Non-Inst PT Temp Fac/Sum Research)
• 9C (Continuing Educ PT Temp Faculty)
• 9D (T/R Wages One Time Payments)

P-14 positions must be monitored so that filled positions are counted and reported to ensure that the department remains in compliance with the maximum employment level. Refer to University Policy 3850: Management of Internal Position Allocations for more information.

NOTE: Some foreign nationals cannot be hired at Virginia Tech. Review the information on employee foreign nationals on the Controller's Office. For more information on visa requirements contact Global Strategic Services.

Maxium workload on a P-14 appointment is 0.725 FTE or approximately 29 hours or less per week. Appointments in excess of 29 hours per week may result in the employee becoming full-time and eligible for health care benefits under the Patient Protection and Affordable Care Act. See the frequently asked questions below for instructions on calculating FTE.

Department and employee must complete and sign the following paperwork for a P-14 appointment:

• A conviction check is required for all non-student hires as defined by Policy 4060: Conviction and Driving Record Investigation for Employment. Determine if a conviction/driving check is required by viewing the employment verification screen on Banner or contacting the college or department HR representative. The results of the check should be completed and reviewed by HR before the adjunct faculty begins work. You will receive confirmation of conviction check completion and results via email. Visit the conviction check process page for more information.
• Department completes the Part Time Faculty Appointment Authorization For Payment (P-14A) form, obtains appropriate signatures, and has the employee fill out the Wage Employment Appointment Record (P12W) form. These documents need to be maintained in departmental files in accordance with the retention schedule established by Policy 2000, Management of University Records.
• Department gives candidate a formal offer letter identifying job responsibilities, pay per pay period or per project, and anticipated end date based on performance, continuing need, and budget. Download a sample offer letter.
• The employee will need to:
  • Complete new hire paperwork, as needed if they are a new employee, including tax forms, Selective Service form, and federal Form I-9 (Employment Eligibility Verification) in the New Hire Center.
  • If the employee has worked for Virginia Tech before but had a break in service, they will need to complete a new federal Form I-9 (Employment Eligibility Verification).
  • Set up or reactivate their Virginia Tech ID.
  • Set up direct deposit in Hokie Spa.

NOTE: All new Virginia Tech employees will need to complete the federal Form I-9. When completing the Form I-9, employees must provide original documentation to their employers to show their identity and authorization to work. Failure to complete the Form I-9 within the required timeframe may lead to termination or delay of employment.

For questions about what onboarding activities a P-14 employee needs to complete, contact the college or department HR representative. 

Each department should have at least one person who has access and training to enter actions in the HR Banner system. The designated HR Banner enterer will:

1. Update or enter the employee biographic information using the Banner form  PWAEBIO.
2. Enter the P-14 appointment using the PAF process.

Each department should have at least one person who has access to approve actions in the HR Banner system. The designated HR Banner approver will approve the P-14 appointment using the Banner form NOAAPSM.