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Additional Pay Processes

 Additional pay (extra compensation) may be provided to employees for a variety of reasons:

• Temp assignment/additional duties
• Assuming an interim role
• Recognition bonus
• Faculty Overload
• Relocation
• Other

Note: For non-exempt employees, please see Additional Pay for Non-Exempt Employees instructions.

Following are further guidelines on the three most common types of add-pay:

Temp assignment/additional duties. Additional pay may be provided for a temporary assignment only when the intended tasks are clearly outside the normal workload of the employee, if alternative arrangements are not feasible, and if the duties and pay are in the best interest of the University. For example, if an employee takes on significant duties of a vacant position until the position is filled, they may be eligible for additional pay. Supervisors may not receive additional pay for assuming duties for vacancies on their team.

Assuming an interim role. Interim roles are formal changes in duties for an employee, with a temporary title change, to ensure business continuity in a department. For example, if an Assistant Director assumes the role of Interim Director when the Director position becomes vacant, they will be eligible for additional pay.  Similar to temp assignments, supervisors may not receive additional pay for taking on a vacant role that reports to them.

Recognition bonus. Recognition bonuses may be made to reward an employee’s exemplary overall performance or significant achievement on a one-time project. These awards are not intended to be provided for length of service recognition or for simply meeting the expectations of their job.  Documentation to support recognition bonuses must include an explanation of employee’s accomplishment and how this accomplishment is beyond the typical job requirements. Recognition bonuses cannot be given in lieu of paying overtime hours to non-exempt employees.

How decisions are determined
It is up to the school/unit to determine if criteria are met for the above items. The justification is documented by the school/unit and reviewed by the Office of HR. HR will advise the school/unit, but ultimately the decision is at a local level, with the additional funds coming from the school/unit. See Guidelines below for further details.

Guidelines

• Interim Pay
  • EXS Grades 5-10 – 3-5% of monthly salary per month
  • EXS Grades 11-18 – 5-15% of monthly salary per month
  • NEX and ITS guidelines coming soon. 
• Bonuses
  • 3-5% of salary guideline
• Supplemental Pay, Awards, Temporary Assignments/Interim, etc
  • No more than $2,500 per month. 

Approval process

• Supplemental Pay, Awards, Temporary/Interim Assignments, etc
  • Amounts > $2,500 – If outside interim pay guidelines detailed above, your request will be reviewed by HR prior to authorizing payment. 
  • Amounts < $2,500 - No HR approval needed.
  • If submitting Add Pay request via myHR, the request will route to HR Ops for payment. If your unit is not deployed for Add Pay in myHR, please use the paper Additional Pay Form and upload at HR Operations Online Upload.
• Bonuses (All)
  • Submit all bonus requests via myHR, or if using Additional Pay Form , upload at HR Operations Online Upload for review. 
  • Once request has been submitted, it will be routed HR Compensation for final review and decision.

IMPORTANT NOTE: After request has gone through all internal approval processes required within your school/unit, please allow 5-7 business days for HR review.  

Submit an Additional Pay request

• Administrators with access to Online Additional Pay should log in to myHR to submit requests for faculty, staff and students.
• If your area is not yet authorized to use the online system, please submit a signed paper Additional Pay Form . The form must be signed by the Associate Dean or Head of Administration for the unit submitting the request.
• If requesting additional pay for non-exempt employees, please review the Additional Pay for Non-Exempt Employees instructions.
• If requesting additional pay on sponsored projects, additional justification is needed (upload as attachments to the Online Additional Pay request in myHR, or include these in addition ot the completed Additional Pay Form if submitting via email):
  • REQUIRED: Justification for Additional Pay from Sponsored Projects; Additional Pay Rate of Pay Calculator and supporting documentation (e.g. myHR salary panel screenshot or market competitive rate support); and final budget justification.
  • AS APPLICABLE: relevant sponsor documentation; Over 90 Day Memo

Process enhancements

We are pleased to announce that other enhancements were implemented based on suggestions and feedback from the community.

• Research Subject Fees: Payments for Research Subject Fees (account code 60105) no longer require Home Department, OSR, or ASRSP approval in myHR.  A Sponsored Justification Form is not required when providing Research Subject Fees from a sponsored account.
• Biweekly Timesheets: Payments to biweekly staff members require a Workforce timesheet attachment.  HR Payroll will review the attached timesheet to determine possible overtime for any approved requests; the paying department is responsible for understanding that overtime may be a factor in payments to biweekly staff.
• “Hours of Work” Field: To assist HR Payroll with overtime calculations and hours tracking, a new “Hours of Work” field is required for biweekly staff payments.
• Service End Date for Graduate Students: Like monthly staff and faculty payments, requests for non-sponsored payments to graduate students may be entered with a future Service End Date.  The approved Graduate Student Work Authorization Form is still required.