An incumbent is an individual who has a relationship to a position. When an student is hired (assigned) to work in a specific position, he or she becomes the incumbent and inherits the attributes of the position. When the student leaves a position, the position stays, retains its attributes, and is vacant. Another incumbent can then fill the position.
The Incumbent View for a student in a pooled position can be accessed by selecting the Position|Incumbent tabs, entering the position ID and View as of date, and clicking Go.
The Incumbent List, which displays all incumbents assigned to the pooled position, appears.
To view the Incumbent View page for an individual in the pool, click the EID next to his or her name on the list. A link below the header, Return to Incumbent Pool for Position ID . . . , returns you to the Incumbent List.
Incumbent View information is arranged as follows:
Incumbent Details for [Position title] ([Position ID])
- The section heading identifies the position held by the student. Click the position ID link to go to the corresponding View Position Details page.
- Incumbent (EID) – Incumbent’s full name followed by his or her EID. The student's name is linked to the corresponding Employee Profile page.
- Campus – Identifies the UT campus where the incumbent works.
- Start Date – Date the student was first assigned to the position.
- End Date – Date on which the position is scheduled to terminate, if applicable.
- Reason – If an end date is given, this field identifies the reason.
- Pay Type – The rate by which the incumbent's salary is paid: monthly or hourly.
- Hours Per Week (percent time) – Number of hours assigned to the incumbent. Percent time equals the percentage of an assignment's total hours in relation to a 40-hour work week. (Click here for more information.)
- Workdays – Work days assigned to a position for each work week. (Click here for more information.)
- Click the link provided to view departmental coding details.
- Concurrent Assignments – Assignment information is displayed if the incumbent holds more than one position within one or more departments. Click More... to view additional concurrent assignment information, if applicable.
- Additional Info
- FLSA Status Override – Within HRMS, Exempt or Non-Exempt FLSA status will be derived from the job code system.
- Work Study – Indicates if the incumbent is enrolled in the Work-Study program.
- Student Data: The student's classification is displayed. When clicked, the link opens a window with additional information about the student .
- Driving Required – Indicates whether the incumbent's duties require the use of a vehicle.
- Contact – The name and EID of the work-study liaison are displayed. Click the EID to view the individual's Employee Profile page.
- Unofficial Reports To – The name and EID of the student worker's Reports to supervisor. Click the EID to view the individual's Employee Profile page.
- Annual or Hourly Rate – The annual or hourly rate of pay is displayed.
- Insurance Eligible – Indicates whether the incumbent’s assignment comprises at least 20 hours a week, is a minimum of 50% time, and will continue for four and one-half months or longer.
- Premium Sharing – Indicates whether the student worker is eligible for state and university assistance to help offset insurance costs.
- Holiday Pay Eligible – Compensation for time worked by an employee during regularly scheduled hours on a date observed as a holiday by the state.
- Retirement Plan Eligible – Indicates if the student worker’s position meets the criteria (e.g., duration, percent time, job type) for membership in a retirement plan.
- Retirement Plan – Identifies the retirement plan associated with the incumbent, if applicable.
- Residency – State and country where the incumbent resides.
- Actual Work Location – State and country where the position is held.
- Award Limit – The maximum amount that a student with a work-study award can be paid from their work-study grant.
- Code – Designation of the source of work-study grant funding: Federal, Federal (OSFS), State, State (OSFS), Community Service, Community Service (OSFS), Tutor.
- Award Paid To Date – The amount of the student's work-study award paid to date.
- Job ID – The ID number entered into the UT Hire a Work-Study system.
The university’s nepotism policy is intended to prevent conflicts of interest and appearances of favoritism that result from the appointment, reappointment, and/or supervision of an employee by a close relative. No university employee may approve, recommend, or otherwise take action with regard to the appointment, reappointment, promotion, salary or supervision of a close relative as defined by university policy. Employees are required to fully disclose the existence of any relationship that may create a conflict of interest at the time of employment, or that develops at any time during employment. (Click here for more information.)
Click here to go to the Incumbent List Help page.