Supplemental Pay

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University Policy Number 2226

Categorized:

Responsible Office:

Policy Procedure:

Related Law & Policy:


I. SCOPE

This policy applies to all employees holding full or part time benefited salaried positions.  The purpose of this policy is to provide uniform and consistent standards to awarding supplemental pay to employees.

II. POLICY STATEMENT

There are occasions when it is appropriate for a current employee to undertake assignments on a temporary basis that are in addition to regularly assigned duties.  In such cases, Supplemental Pay may be the appropriate method to compensate employees, and may be paid in addition to base pay.  A supplemental assignment may include responsibilities or duties that are performed either during or outside of normal work hours or appointment period.

III. DEFINITIONS

Base Pay: The compensation as delineated in the employee’s offer letter or subsequent contract letters.  Except for eminent scholars, this is the annual or academic year salary without additional supplemental payments or stipends.  The base pay for eminent scholars includes the eminent scholar stipend.

Supplemental Pay: Additional compensation for either a temporary increase in regularly assigned duties or for additional duties, that are performed either during normal or outside of normal work hours or appointment period.  Supplemental Pay may include a Stipend, Overload Pay, Summer Salary, or other certain types of compensation.

Stipend: Additional compensation for the performance of administrative duties that are in addition to ordinarily assigned duties, and are performed during normal work hours and appointment period.  All stipends are benefits eligible.

Overload Pay: Additional compensation for teaching duties beyond the teaching, research and service ordinarily expected of instructional faculty.

Summer Pay: Additional compensation paid to nine or 12 month instructional faculty who teach or conduct research during one of the summer sessions May 25 through August 24, as approved by their supervisor.

IV. RESPONSIBILITIES

A. Office of the Provost
The Office of the Provost reviews and approves requests for supplemental payments and takes appropriate action where indicated.

B. Human Resources & Payroll
Human Resources & Payroll coordinates the development of policies and procedures, and oversees the processing and managing of supplemental pay actions.

C. Office of Sponsored Programs
The Office of Sponsored Programs reviews and approves requests for supplemental payments.  Verifies the availability of funds and compliance with award terms and conditions, and takes appropriate action where required.

D. Heads of Departments, Offices and Activities
The Heads of Departments, Offices, and Activities certify the need for work to be performed, the availability of funds and eligibility to work in this category.

V. COMPLIANCE

1. All instructional, research, administrative and professional faculty, postdoctoral research fellows, and classified staff supplemental assignments must be approved by the supervisor and unit head or designee prior to commencement of the supplemental assignment.  All supplemental assignments to non-exempt employees must also be pre-approved by Human Resources & Payroll and must meet all requirements of the federal Fair Labor Standards Act.

2. Limitations on the amount of Supplemental Salary are defined in the Supplemental Pay Procedures.

3. Non-exempt classified, student and non-student wage employees are paid on an hourly basis for hours worked.  Hours worked by non-exempt employees in excess of 40 hours per week must be compensated at time and a half.  Time worked on supplemental assignments must be reported on the employee’s electronic timesheet.  Lump sum payments may not be processed without pre-approval of Human Resources and Payroll.

4. Supplemental Pay that is $10,000 or more and is expected to last more than 12 months must be a stipend.


VI. EFFECTIVE DATE AND APPROVAL

This policy is effective February 1, 2012.  This Administrative Policy shall be reviewed and revised, if necessary, annually to become effective at the beginning of the University’s fiscal year, unless otherwise noted.

Approved:

__/S_____________________
Maurice W. Scherrens
Senior Vice President

__/S______________________
Peter N. Stearns
Provost

Date approved: February 17, 2012