Deadlines for New MyTrack Offers, Renewal Appointments and PRFs

Upcoming Deadlines Fall 2024 RTO Renewal Deadline is August 1

Please build in time for your business office to generate the renewal, offer, or pay documents and obtain all required approvals, with time to meet the monthly deadlines. These deadlines will help us send documents to the Payroll office by their payroll document deadline.

Do not submit anything more than 6 months in advance. Any renewal effective more than 6 months out is an over-commitment for the University. Renewals over the standard timeline, for fixed-term faculty usually one year, requires President approval.

April 2024 Changes

Friday, March 15 was the deadline to submit PRFs and other pay actions taking effect April 2024.

Summer 2024 Hires and Changes

Monday, April 15 was the deadline for HR Operations to receive:

  • Law School Summer Term appointment renewals:
    • RTOs
    • Fixed-term OA renewals
    • Post-retirement renewals
  • Other pay actions taking effect May 2024.

Wednesday, May 15 is the deadline for HR Operations to receive:

  • Contract Session 1 and Session 1.1 Summer Term appointments. Please see Summer Term Instructional Assignment Guidelines
  • RTOs
    • For 12-month RTOs, the majority renew on July 1 so the deadline is Wednesday, May 15.
    • For 12-month RTOs that renew at other times, the deadline is 6 weeks before the effective date.
  • Fixed-term OA renewals
  • Post-retirement renewals
  • Other pay actions taking effect June 2024.

In order to ensure timely delivery to payroll, the general HR deadlines for new MyTrack offers, renewal appointments, and Payroll Request Forms (PRFs) are laid out below. The faculty deadlines reflect the requirement to deliver faculty appointments 30 days prior to their start date per the collective bargaining agreement with United Academics. In order to meet this requirement, we need to receive the documents a month in advance of the delivery date.

The originating office must build in time for review and approval by any other offices that have to sign off (Deans/Directors).

MYTRACK OFFERS

  • Please submit offer cards as soon as possible after the candidate has accepted their contingent offer and a start date has been decided. Whenever possible, submit the offer card at least two weeks before the planned start date.

RENEWAL AND NON RENEWAL NOTICE DEADLINES

For information on deadlines for the May 1st renewal notice for Career faculty, visit the Office of the Provost website.

RENEWAL APPOINTMENT DEADLINES

12-month Faculty and fixed term OAs:

  • May 1st for July 1st renewals, or
  • Two months prior to start of the renewal appointment.

9-month Faculty and fixed term OAs:

  • Regular Academic Year
    • August 1st for Fall Term
    • November 15th for Winter Term
    • February 1st for Spring Term
  • Law School Semester based Academic Year
    • June 1st for Fall Semester
    • November 15th for Spring Semester

Other renewal dates:

  • Two months prior to the start of the notice of appointment.

OTHER FORMS AND ACTIONS

  • Summer Appointments: May 15th or the 15th of the month prior to the effective date on PAW.
  • Separation Requests: No sooner than 45 days in advance of their effective separation date. Preferably 1st of the month in which the separation occurs.
  • PRF Labor Distribution Changes: Send directly to payroll prior to the payroll document deadline.
  • All Other Forms: 15th of the month prior to the effective date.

These deadlines are to ensure that the appointment and renewal information reaches the Payroll Office by the payroll deadline.

**The new tenure track deadline is to meet the AAU guideline of making an offer to a faculty member of another AAU institution by May 1.