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).
| Deadline | January | February | March | April | May | June | July | August | September | October | November | December |
| 12-Month RTO | 1/15 for 3/1 effective date | 2/15 for 4/1 effective date | 3/15 for 5/1 effective date | 4/15 for 6/1 effective date | 5/15 for 7/1 effective date | 6/15 for 8/1 effective date | 7/15 for 9/1 effective date | 8/15 for 10/1 effective date | 9/15 for 11/1 effective date | 10/15 for 12/1 effective date | 11/15 for 1/1 effective date | 12/15 for 2/1 effective date |
| 9-Month RTO | 2/1 for 3/16 effective date | 8/1 for 9/16 effective date | 11/1 for 12/16 effective date | |||||||||
| PRF | 1/15 for Feb effective date | 2/15 for Mar effective date | 3/15 for Apr effective date | 4/15 for May effective date | 5/15 for Jun effective date | 6/15 for Jul effective date | 7/15 for Aug effective date | 8/15 for Sep effective date | 9/15 for Oct effective date | 10/15 for Nov effective date | 11/15 for Dec effective date | 12/15 for Jan effective date |
| Fixed-Term OA Renewal | 1/15 for Feb effective date | 2/15 for Mar effective date | 3/15 for Apr effective date | 4/15 for May effective date | 5/15 for Jun effective date | 6/15 for Jul effective date | 7/15 for Aug effective date | 8/15 for Sep effective date | 9/15 for Oct effective date | 10/15 for Nov effective date | 11/15 for Dec effective date | 12/15 for Jan effective date |
| Post-Retirement Renewal | 1/15 for Feb effective date | 2/15 for Mar effective date | 3/15 for Apr effective date | 4/15 for May effective date | 5/15 for Jun effective date | 6/15 for Jul effective date | 7/15 for Aug effective date | 8/15 for Sep effective date | 9/15 for Oct effective date | 10/15 for Nov effective date | 11/15 for Dec effective date | 12/15 for Jan effective date |
| Other Pay Actions Deadline | 1/15 for Feb effective date | 2/15 for Mar effective date | 3/15 for Apr effective date | 4/15 for May effective date | 5/15 for Jun effective date | 6/15 for Jul effective date | 7/15 for Aug effective date | 8/15 for Sep effective date | 9/15 for Oct effective date | 10/15 for Nov effective date | 11/15 for Dec effective date | 12/15 for Jan effective date |
| MyTrack Offers | 8/25 for 9/16 effective date | |||||||||||
| Promotion Eligibility Worksheet For Career | 7/31 for 8/30 notification | |||||||||||
| Continuous Employment Review Worksheet for Career | 7/31 for 8/30 notification | |||||||||||
| Sabbatical Application | 1/31 for 3/15 notification | |||||||||||
| Summer 1 (8 wks duration) | 5/15 for 6/16 effective date | |||||||||||
| Summer 1.1 (4 wks duration) | 5/15 for 6/16 effective date | |||||||||||
| Summer 1.2 (4 wks duration) | 6/15 for 7/16 effective date | |||||||||||
| Summer 2 (4 wks duration) | 7/15 for 8/16 effective date |
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 1st 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.