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Maintaining Employer Continuity for TA, GA, and RA Appointments
Supervisor Guidance for Preventing Pay and Benefit Disruptions
Supervisors of Teaching Assistants (TAs), Graduate Assistants (GAs), and Research Assistants (RAs) play a key role in protecting students from disruptions to pay and benefits. One of the most important responsibilities is maintaining a student’s employment with the same employer (fund type) used at their initial hire at the University at Buffalo, for the duration of their appointment, whenever possible.
This guidance explains what “employer” means for TA/GA/RA appointments, why employer continuity matters, and what supervisors should do when funding questions arise.
Revised 5/28/2026
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What We Mean by “Employer”
For TA/GA/RA appointments, the fund type determines the student’s employer:
- State (State Operating or IFR)
- Research Foundation (RF)
Although these may appear to be interchangeable funding sources, moving a student between State and RF is a change of employer, not just an accounting adjustment.
A change in employer ends one employment relationship and starts another, which can have significant effects for students.
Why Employer Continuity Is Critical
Changing a student’s employer mid-appointment can result in:
- Termination of the existing employment relationship
- Delays in payroll processing
- Gaps in pay
- Loss of existing benefits
- Waiting periods before new benefits begin
- In some cases, reduced compensation
These disruptions can have serious consequences, particularly for students who rely on continuous health insurance coverage and timely pay.
Maintaining the same employer helps ensure continuity of pay, benefits, and academic progress.
Most Common Mistake We See
The most common mistake we see is treating a funding issue as an accounting adjustment and changing a TA, GA, or RA’s employer (State ↔ RF) mid‑appointment.
While this may appear to be a simple funding fix, switching between State and Research Foundation is a change of employer, not just a funding change. This action ends one job and starts another, often causing payroll or benefits issues for students.
What to Do Instead
When funding changes or becomes uncertain:
- Do not change the student’s employer on your own
- Contact your UBO or unit business office early to discuss the funding issue
- Ask about salary recovery options that may allow work on sponsored awards while keeping the student on their existing employer
- Explore whether a short‑term fund swap is appropriate to bridge an unexpected funding gap
Early coordination helps preserve the student’s pay and benefits while ensuring funding remains compliant.
Your Responsibilities as a Supervisor
As the responsible supervisor of a TA, GA, or RA, you are expected to:
- Plan ahead before offering or extending appointments
- Confirm funding availability early
- Coordinate with your UBO or unit business office if funding constraints are anticipated
- Prioritize keeping the student on the same employer (fund type) used at initial hire
- Avoid changing a student’s employer mid-appointment without consultation
Early coordination is one of the most effective ways to protect students from avoidable disruptions.
TA, GA, and RA appointments affect pay, benefits, enrollment and compliance, and delays often impact students before issues become visible to supervisors.
Before You Offer or Extend an Appointment
Before committing to a TA/GA/RA appointment:
- Confirm funding is available for the full appointment period
- Identify any anticipated funding sources (State, IFR, sponsored awards, etc.)
- Discuss potential timing gaps or risks with the unit business office
Thoughtful planning up front reduces the likelihood of mid-appointment changes that could harm the student.
Appointment timing affects student health insurance and billing.
When Funding Changes or Runs Short
If funding on a specific account is exhausted or no longer available:
- Do not default to changing the student’s employer (for example, moving from State to RF or RF to State).
- Contact your UBO or unit business office
- Share key details:
- Student name
- Current employer/fund type
- When funding will be exhausted
Your administrative partners will help identify appropriate next steps.
Decision Tools
The tools below reflect how TA, GA, and RA appointments are evaluated across roles, durations, and funding contexts. They are designed to support consistent decision‑making and reduce the risk of employment disruptions for students.
For supervisors, the primary takeaway remains the same: maintain a student’s employer whenever possible and ask for help early if funding concerns arise. Supervisors should consult their UBO or Human Resources for guidance rather than interpreting these charts themselves.
These tools are informational. Supervisors should work with their UBO or Finance Manager when questions arise.
Key Points: TA/GA/RA Decision Tree
Start with a needs assessment
- Determine role type (TA/GA vs. RA) and expected duration at the time of appointment.
Two primary paths
- TA/GA roles are evaluated based on expected duration (short‑term vs. long‑term).
- RA roles are evaluated based on grant duration and funding context.
Duration drives the next step
- Short‑term situations remain limited in scope.
- Longer‑term scenarios move into applicability charts for detailed evaluation.
Healthcare eligibility is a key factor for RA roles
- Short‑term grants may not meet eligibility thresholds.
- Longer‑term grants are more likely to include coverage, which increases the importance of continuity.
Focus on getting it right at the start
- Early alignment of role and duration reduces the need for later changes.
- Accurate initial decisions prevent misclassification and rework.
Supports employer continuity
- Helps avoid ending and restarting employment under a different employer.
- Protects continuity of pay, benefits, and student experience.
Supervisors are not expected to interpret the tool
- The decision tree supports HR and administrative decision‑making.
- Supervisors should consult UBO or HR before making changes.
| Hiring Status | Summer Status | Return to Hiring Status | Allowed | Not Allowed | Additional Assessment Needed * |
|---|---|---|---|---|---|
Hiring Status | Summer Status** Eligibility with no changes to Initial Hiring Status Appointment | Eligibility for New Hiring Status Following Summer | Allowed | Not Allowed | Additional Assessment Needed * |
Annual*** RF Graduate Salaried RA | RF Hourly or Salaried Graduate Employee | 10-Month State TA/GA | X |
| N/A |
Annual*** RF Graduate Salaried RA | RF Hourly or Salaried Graduate Employee | 12-Month State TA/GA | X |
| N/A |
Annual*** RF Graduate Salaried RA | RF Hourly or Salaried Graduate Employee | Annual RF Graduate Salaried RA | X |
| N/A |
Annual*** RF Graduate Salaried RA | State Hourly Student Assistant or State Summer Lect 10 | 10-Month State TA/GA | X |
| N/A |
Annual*** RF Graduate Salaried RA | State Hourly Student Assistant or State Summer Lect 10 | 12-Month State TA/GA | X |
| N/A |
Annual*** RF Graduate Salaried RA | State Hourly Student Assistant or State Summer Lect 10 | RF Hourly Graduate Employee | X |
| N/A |
* Appointed for less than one full semester.
** Both international and domestic graduate students may work up to a maximum of 40 hours between all funding sources.
*** Annual RF Graduate Student RA employees are exempt employees and cannot have a concurrent hourly appointment from any funding source.
*** Annual RF Graduate Student RA employees must be appointed for a minimum of one full semester in order to have student employee health insurance eligibility and must also earn a minimum salary of $165.12 biweekly.
Hiring Status | Summer Status** with no changes to Hiring Status Appointment | Continuation of Hiring Status Following Summer | Allowed | Not Allowed | Additional Assessment Needed * |
|---|---|---|---|---|---|
10-Month* | RF Hourly or Salaried Graduate Employee | 10-Month State TA/GA | X |
| N/A |
12-Month* State TA/GA | RF Salaried Graduate Employee | 12-Month State TA/GA | Conditional |
| Extra Service Assessment Needed |
Annual*** RF Graduate Salaried RA | If no obligation, can change to RF Hourly Graduate Employee | Annual RF Graduate Salaried RA | X |
| N/A |
10-Month* State TA/GA | State Hourly Student Assistant Employee or Summer Casual Employee | 10-Month State TA/GA | X |
| N/A |
12-Month* State TA/GA | State Hourly Student Assistant or Additional Commitment | 12-Month State TA/GA | Conditional |
| Extra Service Assessment Needed |
Annual*** RF Graduate Salaried RA | If no obligation, can be appointed as a State Hourly Student Assistant or State Summer Lect 10 | Annual RF Graduate Student Salaried RA | X |
| N/A |
* Full TA/GA appointment is a 20-hour obligation/ Half TA/GA appointment is a 10-hour obligation.
* 10‑month State TA/GAs receive summer Student Employee Health Plan (SEHP) coverage, if they are enrolled, and returning in the fall.
* 12‑month State TA/GAs continue to receive SEHP coverage, if they are enrolled, and remain in their 12‑month appointment during the summer.
** Determinations regarding 20 or 40 hours need to be made by the student, particularly by international students. The student would need to ensure they do not exceed 40 hours between the two appointments – 20 hours for international students. Some exceptions apply- please refer to UB’s Student Employment Policy for more details.
*** Annual RF Graduate Student RA employees are exempt employees and cannot have a concurrent hourly appointment from any funding source. Annual RA employees that do not continue working during the summer on RF payroll are also eligible for summer continuation of their RF graduate student employee health insurance if they were enrolled during the prior spring semester, and are returning to RF payroll in the fall.
Summer Appointments
Summer employment scenarios may involve different appointment types and additional assessments. Because of this variability, summer appointments should always be discussed with your UBO before proceeding.
This table is provided for reference only. Hiring decisions and employer determinations for summer appointments must be reviewed by your UBO.
| Hiring Status | Summer Status | Return to Hiring Status | Allowed | Not Allowed | Additional Assessment Needed * |
|---|---|---|---|---|---|
| 10 Month State TA/GA | RF Undergraduate Employee | 10 Month State TA/GA | X | N/A | |
| 12 Month State TA/GA | RF Undergraduate Employee | 12 Month State TA/GA | Conditional | Extra Service Assessment Needed | |
| 12 Month RF RPA | RF Undergraduate Employee | 12 Month RF RPA | X | ||
| 10 Month State TA/GA | State Undergraduate Employee | 10 Month State TA/GA | X | ||
| 12 Month State TA/GA | State Undergraduate Employee | 12 Month State TA/GA | Conditional | Extra Service Assessment Needed | |
| 12 Month RF RA | State Undergraduate Employee | 12 Month RF RA |
| X |
* Issues regarding 20 or 40 hours need to be made, particularly for international students. The student would need to ensure they do not exceed 40 hours between the two appointments – 20 for international students.
Situation
- A 10-Month State TA/GA appointment in the Spring, and
- A returning 10-Month State TA/GA appointment in the Fall
Key Reminder
Students appointed as 10-Month State TA/GAs do not have summer obligations tied to their appointment dates.
Appointment Timeline
- Spring Assistantship Ends: Mid-May (Payroll Period 4)
- Fall Assistantship Begins: Mid-August (Payroll Period 11)
- Summer Period: Payroll Periods 5–10
Exact dates vary each year and are published in the Payroll Calendars.
State summer compensation must be processed as either:
- Hourly Student Assistant, or
- Summer Casual Appointment
Option 1: State Hourly Student Assistant
- Submit an ePTF
- Use New Student Assistant Appointment
- If the student already has an active Student Assistant appointment, submit an additional commitment on existing SA appointment instead of creating a new appointment.
- Pay Basis
- Hourly rate
- Appointment Dates
- May be appointed for any dates throughout the summer
- Time Reporting
- Student must submit timesheets in SUNY Time and Attendance
Additional Documentation
- Not required if the appointment only covers summer dates
Overlap Rule
If the Student Assistant appointment overlaps with Spring or Fall assistantship dates, then:
- An Extra Service Approval Form is required.
Option 2: Summer Casual Employee
Use this option if the student will receive a biweekly salary during the summer.
Important
A Student Assistant appointment cannot be held at the same time as a Summer Casual appointment.
Required Steps
- Submit an ePTF
- Use New Summer Appointment
- Use the Correct Title
Titles must match the student’s assistantship type from the Spring semester:- Teaching Assistants → Lecturer (Casual)
- Graduate Assistants → Technical Assistant (Casual)
- Pay Basis
- Biweekly salary
- Set Appointment Dates
- Must correspond to Payroll Periods 5–10
- Appointment does not need to include all pay periods
- Start and end dates must align with payroll period dates
Documentation Requirements
- No additional documentation required in most cases.
However:
- If the biweekly amount is under $2,500
- Add a note on the ePTF explaining what the summer salary is for
- If the biweekly amount exceeds $2,500
- Attach a letter on departmental letterhead explaining the purpose of the summer salary.
Situation
The student is appointed as a 12-Month State TA/GA and remains in that appointment through the summer.
Key Reminder
Students appointed as 12-Month State TA/GAs already have summer obligations tied to their appointment dates.
Additional state-paid compensation must be processed as either:
- Hourly Student Assistant work, or
- Extra Service / Additional Commitment
Option 1: State Hourly Student Assistant
Use this option if the student will perform separate hourly work outside of their assistantship responsibilities.
Required Steps
- Submit an ePTF
- Use New Student Assistant Appointment
- If the student already has an active Student Assistant appointment, submit an additional commitment instead of creating a new appointment.
- Pay Basis
- Hourly rate
- Appointment Dates
- May be appointed for any dates throughout the summer
- Time Reporting
- Student must submit time sheets in SUNY Time and Attendance
Additional Documentation
- An Extra Service Approval Form is required.
Option 2: Extra Service/Additional Commitment
Use this option when the student will receive non-hourly additional compensation for work beyond their normal TA/GA responsibilities.
Required Steps
- Submit an ePTF
- Use Additional Commitment
- Pay Basis
- Lump Sum – total amount of payment
- Appointment Dates
- May be appointed for any dates throughout the summer.
- Appointment dates should reflect the dates extra service is being performed
- Payment is normally issued as a lump sum at the end of the commitment period.
- If the work occurs during Summer Session (Pay Periods 5–10), payment may be split biweekly upon request.
- If biweekly payment is requested, clearly note on the ePTF:
“Please pay biweekly according to the Summer Session pay schedule.”
Additional Documentation
- an extra service approval form is required
- an extra service payroll voucher is required
Situation
- Annual RF Salaried RA in the Spring, with no obligation for Summer, and
- Returning Annual RF Salaried RA in the Fall
Key Reminder
- If no Summer obligation, the Annual RF Salaried RA appointment must be terminated for the Summer period before they can be appointed on State.
- New appointment paperwork (I-9, tax, direct deposit) will be required for anyone that has not held a State appointment within the last year.
Appointment Timeline
- Summer Period: State Payroll Periods 5–10
Exact dates vary each year and are published in the Payroll Calendars.
State summer compensation must be processed as either:
- Hourly Student Assistant, or
- Summer Casual Appointment
Option 1: State Hourly Student Assistant
Required Steps
- Submit an ePTF
- Use New Student Assistant Appointment
- If the student already has an active Student Assistant appointment, submit an additional commitment on that student appointment instead of creating a new appointment.
- Pay Basis
- Hourly rate
- Appointment Dates
- May be appointed for any dates throughout the summer
- Time Reporting
- Student must submit timesheets in SUNY Time and Attendance
Additional Documentation
- Not required outside of the new hire paperwork
Overlap Rule
- This cannot overlap with the Spring or Fall RF appointment
Option 2: New Summer Appointment
Use this option if the student will receive a biweekly salary during the summer.
Important
A Student Assistant appointment cannot be held at the same time as a Summer appointment.
Required Steps
- Submit an ePTF
- Use New Summer Appointment
- Use the Correct Title – Lecturer 10
- Pay Basis
- Fee – Must provide a lump sum total amount for compensation. It will be broken up and paid biweekly based on number of pay periods of the appointment
- Set Appointment Dates
- Must correspond to Payroll Periods 5–10
- Appointment does not need to span all pay periods
Documentation Requirements
- No additional documentation required in most cases.
However:
- If the biweekly amount is under $2,500
- Add a note on the ePTF explaining what the summer salary is for
- If the biweekly amount exceeds $2,500
- Attach a letter on departmental letterhead explaining the purpose of the summer salary.
Health Insurance Implications for Appointments
Appointment timing affects health insurance. New York State requires all international students to carry health insurance. Students serving in TA, GA, or RA roles may be eligible for health insurance through their employment.
Students who enroll in employee health insurance and meet eligibility requirements are exempt from automatic enrollment in the SUNY student health insurance plan. Human Resources provides appointment data to support these exemptions.
Timely processing of TA, GA, and RA appointments is critical. Delays can prevent students from enrolling in the employee plan and may result in temporary or unnecessary charges to the SUNY student health insurance plan.
Students remain responsible for paying all charges on their tuition bill by the posted deadlines, including any charges that may later be adjusted or waived. Late payment can result in late fees.
Funding Strategies That May Help
Salary Recovery
Salary recovery may be used to help keep a student on their existing State employer payroll while charging eligible work to a sponsored award. When allowable, this approach can:
- Maintain continuity of employment
- Avoid benefit loss or waiting periods
- Reduce payroll disruptions for students
Supervisors should not submit salary recovery requests directly. If you believe salary recovery may apply to a student’s work, or if you are unsure whether it is allowable, contact your UBO or Finance Manager to discuss next steps.
Request Salary Recovery
Regardless of your unit’s participation in the RASC, to request salary recovery, reach out to your unit’s financial manager and provide the following information:
- Appointee name and person number
- Appointee's supervisor
- Appointment academic department
- Appointment FTE % and hours per week
- Appointment payment amount. List as biweekly, hourly, or total amount
- Appointment PTA (project, task, award)
- Appointment start date and end date
- Appointment title: Research Aide, Research Project Assistant, other (please list)
- Appointment type: graduate MS, graduate, PhD, regular, undergraduate
- PI name and email
- Tuition—student citizenship/residency (as applicable)
- Tuition credits (as applicable)
- Tuition term—fall, spring, summer (as applicable)
- Tuition PTA (project, task, award), (as applicable)
- IFR account number that receives the salary recovery funds. Student salary recovery funds must be received into a single IFR account and not commingled with faculty salary recovery. This allows the unit to avoid the salary recovery fee.
Fund Swaps
In certain short-term, unplanned situations, a fund swap may be used to help maintain a student’s employment on the same employer. Fund swaps:
- Address unexpected or unanticipated fiscal needs
- May help bridge funding gaps that would otherwise disrupt employment
- Are not intended for ongoing or planned funding issues
Your UBO can determine whether a fund swap is appropriate and whether it can be handled within the unit or requires additional review.
What Not to Do
To protect students and ensure compliance:
- Do not change a student’s employer without consulting the unit business office
- Do not assume a funding change is “just an accounting fix”
- Do not make payroll changes without understanding the impact on pay and benefits
When in doubt, ask early.
Who to Contact for Help
If you have questions or need assistance with TA, GA, or RA appointments or funding strategies, contact:
- Your Unit Business Officer (UBO) or unit business office
- Your HR Office (HRO)
- Your Finance Manager
For research-related GA, TA, and RA appointments
For research-related appointments, the appropriate point of contact depends on whether your unit participates in the RASC initiative.
- RASC units: Supervisors should work with their unit’s Finance Manager.
- Units not participating in RASC: Supervisors should work with their UBO or HRO.
- Units transitioning or partially participating in RASC: Supervisors should continue working with their unit’s Finance Manager.
If you are unsure which model applies to your unit, your UBO can help confirm the appropriate contact.
- State appointments: Angela Kuc at akuc@buffalo.edu
- RF appointments: Bob Palmer at rp9@buffalo.edu and Stephanie Gruarin at sgruarin@buffalo.edu