Submitting Adjunct Appointments
The following information relates to the hiring of Adjunct Instructors. For a step-by-step guide for all appointment types, please visit our helpful Payroll Guide. If you have any further questions about the below, please contact FAS Payroll.
Before each term, all appointments for adjuncts should be updated in the courses module of the Arts & Science Information System (ASIS). Email announcements are sent that provide specific deadlines and instructions. The appointment amount inputted into ASIS reflects the adjunct’s Contact hour rate multiplied by the number of contact hours that they will be teaching. For more information on calculating appointment amounts, please contact FAS Payroll.
When the appointments are in ASIS, FAS Payroll will begin the process of finalizing the appointments with the department administrator via Excel spreadsheet. It is at this point that contact hour rates, appointment amounts, and courses are clarified or approved to be processed by FAS Payroll.
After the spreadsheet is finalized and approved for processing, all additions or changes to the sheet must be completed via the FAS Payroll Forms. Please note that all new hires must be submitted via the New Hire Employment Form (see Payroll Guide) and cannot be processed via the spreadsheet:
When hiring an Adjunct who has either never worked at NYU before, or has had a break in employment with the University for three years or longer, please fill out a New Hire Employment Form, and attach all relevant backup documentation, such as the appointment letter and Labor Law 195 form. The Payroll Guide will help you determine which documents to include in the new hire packet.
Making additions to the appointments on the spreadsheet:
If the employee has worked for NYU before without a significant break in employment, and you need to give an adjunct a new appointment, then please complete a New Additional Appointment/Compensation form (see Payroll Guide). Please note that a separate form should be used for each appointment.
For example: If an adjunct will be teaching and grading for two courses, two New Appointment/Compensation forms should be submitted: one for the teaching portion and one for the grading.
This addition should also be updated in ASIS.
Making changes to appointments on the spreadsheet:
If you would like to change an appointment for an adjunct, please also use a New Appointment/Compensation form, but please write on the top that this is a Turnaround Document (TAD). Please indicate the new information on the job section that details the adjunct appointment that needs to be adjusted.
- Changes that are made on the TAD for adjuncts include:
- Changing the course number
- Correction of appointment amount
- Cancellation of appointment (please be careful to specify whether all appointments (teaching + grading) or only a subset of appointments are being cancelled)
- Prorating the appointment amount (for more information on this, please contact email@example.com)
All of these changes should be updated in ASIS.
If you are changing the department for an adjunct appointment (e.g. to a MAP appointment) you will first need to cancel the existing appointment via TAD, and then submit an Additional Appointment/Compensation Form for the MAP course.
A LL195 form is necessary for all adjunct appointments, and a separate form should be submitted for teaching appointment listing contact hour rate, or other duties, such as grading or as a course assistant listing the full appointment amounts.
For assistance in filling out any of the forms listed above, please contact FAS Payroll.