The following chart lists all faculty and graduate assistant Winter Session appointment types that will process through payroll’s tiered routing environment. EXST processes all Winter Session payroll appointments for instructional staff assigned to EXST-managed courses.

Winter Session Full- and Part-Time Faculty and Graduate Assistants Working as Lecturer (On a Visa)

Winter Session Full- and Part-Time Faculty and Graduate Assistants Working as Lecture (Not on a Visa)

Full- and Part-time (33-Exempt Regular Appointee) Working as Lecturer or TA regardless (if on a Visa)

Full- and part-time Graduate Assistant working as TA (a non-teaching assignment) (regardless if on a VISA)

* Submit approved Graduate Student Overload Assignment Request form to oes-finance@umd.edu.

** Required supervisor and college approval for exempt employees.

Submit a copy of Overload forms to EXST at oes-finance@umd.edu.

Faculty Overloads

For faculty appointees, departments obtain supervisor approval via email using the template below and forward it to EXST at oes-finance@umd.edu so that the appointment may be entered into payroll.

Instructor’s immediate Supervisor listed in payroll appointment:

I am requesting an overload approval for __________ (name and UID # _________), a __(title)__ with a ___ (type of appointment) ___ appointment in the Department of __________, for the Winter Session course ________ during Winter 2025. Your positive response will serve as your approval for this overload. The overload payment for this course will be $__________ and will be processed by Extended Studies in the University's HR system. This overload payment is for an assignment that is not a part of ___________'s regular duties. In forwarding this request, ____________ and their supervisor mutually acknowledge and agree that (1) the employee has permission to work on an overload basis; (2) performance of the overload duties will not occur at time periods during which the employee performs their regular duties; (3) performing this overload will not otherwise interfere with the performance of the employee's regular duties. Please indicate your permission for __________ to teach this course by replying to this email by _____(date)_____.

Thank you for your consideration. Please contact me at (301) -_____or [UMD email address] if you have any questions or concerns.

For 33-Exempt Regular appointees, departments obtain supervisor approval using the appropriate template found on the UHR website. 33-Exempt Regular appointees working as Winter Session lecturers should use the Staff Overload Worksheet (Teaching), and those working non-teaching capacities should use the Staff Overload Worksheet (Non-Teaching). Once approved, departments forward the completed form to EXST at oes-finance@umd.edu so that the appointment may be entered in payroll.

Faculty members may teach Winter Session courses off-load (on approved overload), provided that doing so does not interfere with the instructor’s regular duties. If the winter instructor is employed by a Maryland state agency or other institution in the University System of Maryland, the instructor must obtain written approval from their supervisor to teach. EXST will enter the approval information in in the Additional Faculty Information screen.

EXST must receive all electronic overload approvals by the deadlines listed in the Calendar. Per the Provost’s directive, EXST will cancel winter courses that do not have instructor overload approval by the deadlines.

Overload appointment instructions are available online.

Graduate Assistant Overloads

Graduate Assistants with 9-, 9.5- and 12-month appointments working off-load as Winter Session (1) lecturers or (2) teaching assistants (non-teaching) working over 40 hours per week must have an approved overload prior to the start of the term. Winter Session graduate assistants do not need an overload if they are working less than 40 hours per week as a teaching assistant (non-teaching). If they are working over 40 hours as a teaching assistant or as a lecturer, create an overload appointment in the payroll system. See the Graduate Student Overload Assignment Request form.

The department is responsible for entering or updating the demographic, degree, and I-9 Profile ID data in payroll for all new appointees and current appointees. EXST cannot process payment appointments unless the department completes/updates the payroll demographic, degree, and I-9 profile ID screens. If the appointee does not have a current active appointment, the department also must process a non-paid appointment so that the appointee can be entered into SIS. This in turn will allow the appointee to obtain access to ELMS and other university resources.

The department obtains and provides the I-9 profile ID for new/adjunct instructors, new/adjunct GA and new labor assistants. This information is required so that EXST can build the payroll appointment.

• For instructors, include the I-9 profile ID in the EXST Budgets and Contracts notes screen for the appropriate course prior to submitting the budget to the next approval level.
• For TAs and Labor assistants, provide the I-9 profile ID in the I-9 column of the transmittal form.

W-4's and Payroll Tax Withholdings

Submit both original tax forms to Payroll Services by the due dates found in the Payroll Schedule. Any payments processed by the State's Central Payroll Bureau (CPB) prior to the entry of the W-4 and MW507 into the Payroll System will be taxed according to the W-4 and MW507 on file at CPB or, in the case of a new hire, have the maximum amount of taxes withheld.

Refunds of “over-taxing” due to late submission of the W-4 will not be possible. When salaries are paid over one, two, or three pay periods as they are in the Winter Session, it is important to note that Federal and State payroll taxes are withheld at a higher rate than salaries paid over an academic semester or year. Payroll Services cannot segment the number of bi-weekly pays over more pay periods then the actual pay dates for Winter Session to reduce tax withholdings. Visit the CPB website to obtain blank W-4 and MW507, find instructions for completing the W-4 and MW507, and access the Net Pay Calculator to estimate the amount of taxes that will be withheld.

Instructions Regarding Salary Overpayments

Upon receipt of bi-weekly payroll checks/advice to winter employees, each unit’s business office must verify that the gross payment received is correct and should alert EXST to any discrepancies. It is also the responsibility of the employee to review their paycheck/advice upon receipt and contact the department if any variance is noted. If an employee is overpaid during their appointment, that employee will return/reimburse all overpayments immediately to the University. If the employee is unaware of the overpayment at the time, they are still responsible for refunding the full amount, less any taxes withheld, immediately upon receiving notification of the overpayment. If the employee is to receive future wages, the gross amount of the overpayment must be recovered via an “overpayment recovery” pay adjustment. If the employee is not going to receive wages in the immediate future, a net payback amount should be requested from the University’s Payroll Services. Checks should be made payable to: Treasurer, State of Maryland and forwarded to Payroll Services.

Guidelines for Winter Time Report Records

If a faculty member is 9-month (22 pay) and they teach during any of the Winter sessions, accrued sick leave for the session that they are teaching will automatically be accrued in the Faculty Leave Reporting System.

Winter Session Pay Dates

Winter Session tuition remission will be awarded to eligible employees and their eligible dependents who choose to utilize the benefit in accordance with the Board of Regent’s Policy VII-4.10, “University System of Maryland Policy on Tuition Remission for Faculty and Staff,” and Policy VII-4.20, “University System of Maryland Policy Concerning Tuition Remission for Spouses and Dependent Children of Faculty and Staff.”

Full-time, regular status faculty and staff may receive up to eight credits of Winter Session tuition for undergraduate and graduate-level courses. Part-time regular status faculty and staff tuition remission credits are prorated based on the employee’s percentage of employment.

Tuition Remission Credit Eligibility

This is the total credit eligibility for the entire Winter Session.

EXST does not pay tuition remission for graduate assistants appointed as winter lecturers.

Tuition remission guidelines for all eligible employees, dependents, and retirees can be found on the UHR website.