Appendix 2 Additional Employee Compensation
  1. POLICY

    The University recognizes situations may arise which do not fit standard compensation policy guidelines. This policy statement, applicable to non-faculty employees only, is intended to describe such extraordinary situations and to provide guidelines for requesting additional employee compensation in these circumstances. Approval for payment of additional compensation must be received in advance. Approval will be granted or withheld by the area vice president.

    Supervisors who wish to recommend extra compensation for extraordinary situations should consult with Human Resource for guidance before making requests. Written documentation must be submitted explaining the circumstance which justifies the request for additional compensation. Supervisors should be mindful that additional employee compensation, if approved, requires the University to also pay corresponding employee benefits, including but not limited to, retirement plan contributions and Social Security taxes.

  2. GENERAL GUIDELINES

    Extra compensation may be requested by a supervisor for extraordinary work requirement over an extended period above and beyond an employee's regular job assignment. However, extra compensation is not appropriate if these additional duties become a regular part of an employee's position. Under these circumstances, a job evaluation and possible change in job description, classification, or rate of compensation may be appropriate. Human Resources assists in making these determinations.

    Additional compensation must be paid to non-exempt employees for any hours worked over their normal work schedule. Overtime must be paid at the rate of time and one half for any hours over 40 in a work week.

    Exempt employees are often expected to work additional hours in the course of their normal work assignments or on special assignments without additional compensation. They may also be asked to assist others outside their normal work assignments. If a supervisor considers these duties so extensive as to merit consideration for additional compensation, Human Resources should be asked to assist in making a determination.

  3. DEFINITIONS

    1. Unrelated work: work unrelated to an employee's primary employing unit. This work should not interfere with the employee's regular responsibilities and will normally be performed outside the employee's regular work schedule. If approved, extra compensation will be related to the value of these additional duties.

    2. Acting Appointments: work occasioned by the temporary absence of another employee or supervisor. Acting appointments normally occur when an employee is asked to assume the role of an employee in a higher job classification, or a supervisor, for at least one month.

    3. Special Projects: work associated with a special project of at least a month's duration which creates substantial additional workload and level of responsibility of the employee. Special projects are not necessarily related to an employee's primary work assignment.

    4. Additional Duties: work clearly in addition to an employee's normal, on-going work assignment, which is expected to last for a specific time period. This work may result from the long-term absence of a co-worker, a supervisor's special request, or a request for assistance from another department. These assignments will require the employee to work substantial additional hours to maintain current responsibilities and perform these additional duties.

  4. COMPENSATION GUIDELINES

    1. Non-exempt Employees: As indicated above, additional compensation must be paid to non-exempt employees for any hours worked beyond their normal work schedule. In every case, overtime must be paid at the rate of time and one half for any hours over 40 in a work week.

      If the additional work varies significantly from a non-exempt employee's current job duties, Human Resources may establish a new compensation rate for that position, or alternatively, a special rate of pay may be established for those hours the employee is performing these additional duties.

    2. Exempt Employees: If additional compensation is approved, one of two methods of providing compensation to exempt employees may be appropriate. Employees may receive a lump sum bonus or honoraria upon completing the extraordinary work or special project. Or, an employee's monthly salary may be increased for approved special projects, acting appointments, or other temporary assignments. An employee's base compensation rate is not affected by additional compensation payments.

      Specific compensation amounts will be determined and approved by the area vice president in consultation with Human Resources, and will be related to the scope and degree of responsibilities involved.