3.2.11 Employment in Excess of Full Time Appointment

The purpose of this policy is to establish the criteria under which University personnel, as applicable, may receive compensation from the University for employment in excess of the individual’s regularly assigned duties and responsibilities. Excess employment would, generally, be capped at 125% of the individual’s insititutional base salary, except as otherwise approved in accordance with this policy. Full-time tenured-line and non-tenure-line faculty, exempt administrative/professional staff, and exempt civil service staff may not be assigned employment outside the individual’s regularly assigned duties and responsibilities for which payment will be received without prior approval under policy 3.1.4 or this policy.

1. Definitions

A. Institutional Base Salary or “IBS”

Compensation paid by the University as part of the employee’s regularly assigned duties. The contract term (e.g., 9 month appointment) and how much of the employee’s time is spent on research, teaching, service, administration or other activities does not impact the IBS.

• The 100% FTE faculty assignment during the regular academic semester is the equivalent of 12 credit hours of teaching. This 100% assignment for tenure-line faculty includes the expectation of service and scholarship as articulated in the Appointment, Salary, Promotion, and Tenure (ASPT) policies. Reassignments can be made to facilitate research and creative activity, advising/supervision of student research and creative activity, other out-of-class teaching activities, administrative duties, and service assignments. Such reassignments of an employee’s primary employment responsibilities must be approved by department chairs/school directors.
• University Library faculty (tenured, tenure-track) assignments as governed by ASPT policy are defined by the Library administration and include librarianship, scholarship and service.
• Non-Tenure Track (NTT) faculty assignments within the bargaining unit are defined by the applicable collective bargaining agreement, as negotiated by the parties from time to time. NTT faculty who are not part of the bargaining unit have assignments that are defined by their Department or College, as applicable.
• A chairperson/school director’s workload during the fiscal year is assigned by the Dean as the full-time equivalent (FTE) of 100%. Adjustments to primary employment responsibilities must be approved and documented by the Dean.
• A 100% full-time equivalent workload for exempt administrative/professional and civil service staff is determined by an employee’s supervisor and documented on the employee’s job description maintained through Human Resources. Any adjustments to these duties must be approved by the employee’s supervisor and appropriately documented.

IBS includes an individual’s regular salary (e.g. for academic appointments ranging from 9 to 12 months) and any Acting/Interim Compensation approved pursuant to Policy 3.1.4 Acting/Interim Compensation, this policy, and other applicable University compensation policies (e.g. 3.3.6 Academic Department Chairperson/School Director Responsibilities, Apointment, Compensation, Terms, Evaluation; 3.2.16 Academic Dean Responsibilities, Appointment, Compensation, Terms and Evaluations). IBS does not include any salary in excess of the employee’s full-time appointment including Extra Service Compensation, Summer Compensation, amounts distributed to an employee as royalties, revenue distributed in accordance with Policy 4.1.10 Intellectual Property Policy, or any salary paid directly to an individual by an organization outside the University. The employee’s IBS shall be regarded as 100% Full-Time Employment. Employees should note that other benefit administrators external to the University (e.g. CMS, SURS, etc.) may utilize alternate definitions for base salary for purposes of calculating disability payment amounts, setting premium amounts, and/or providing other benefits.

B. Acting/Interim Compensation

A salary increase provided when an employee is temporarily assigned additional duties approved pursuant to Policy 3.1.4 Acting/Interim Compensation.

C. Buyout

A buyout is defined as replacement of an employee’s salary by alternate funding sources to perform work on a specific project. Buyouts are only arranged for duties up to 100% FTE, not for duties beyond 100% otherwise known as Extra Service Compensation. Duties that employee would have been assigned without the buyout should be reassigned to other employees absent exceptional circumstances, as approved by the Provost (or designee).

D. Extra Service Compensation

Supplemental compensation in excess of the employee’s IBS. Extra Service Compensation, often processed as Additional Pay or Overload Pay, is defined as payment for an extension of an employee’s primary responsibility with the assignment causing a workload that is in excess of the employee’s regularly assigned duties and responsibilities included in the employee’s Institutional Base Salary.

Extra Service Compensation includes but is not limited to:

• Tenured and tenure-track faculty overloads for teaching credit-generating courses above and beyond the faculty member’s regular assignment in emergency or unusual circumstances.
• Academic services rendered on an irregular or one-time basis, including, but not limited to, a special project, workshop, after school program, or public service programs.
• Amounts charged to sponsored projects for work which is outside the employee’s regularly assigned duties and responsibilities (e.g. grant consultation across departmental lines or work involving a separate or remote operation).
• Projects or assignments (not covered in Policy 3.1.4 Acting/Interim Compensation) in excess of regular scope of employment having a duration of less than 50% of the contract period. Assignments that are unexpectedly extended beyond this period may be covered by Policy 3.1.4. Acting/Interim Compensation. In this case, the 25% limit is calculated on the new base salary.
• Amounts awarded for participation in workshops/conferences to promote professional development.

Extra Service Compensation does not include:

• Award/Honor Paymentsreceived by faculty and/or staff that acknowledges excellence in a field
• compensation awarded for participation in an event or conference in which cash awards are given.
• Summer Pay for employment during the summer service period (May 16 to August 15) for employees on academic year appointments (such as 9-10.5 month appointments). Note that this is covered under Section 3 below.
• Winter Session Payfor teaching between the end of fall semester and the beginning of spring semester.
• Payments paid for coaching duties not a part of a primary position.
• Payments to employees paid on an hourly basis.
• Payments made to NTT faculty members above the 100% FTE status as defined by the applicable collective bargaining agreement.
• All compensation to Faculty Associates working in the Laboratory Schools.
• Performance bonuses when included in employment contract(s) or provided as part of a bonus schedule.
• Payments paid to employees working a second appointment for the University in an employment type other than that of their primary appointment.

2. Extra Service Compensation Limits During Regular Appointment

Extra service compensation from all sources is permitted up to 25% of the employee’s Institutional Base Salary during that employee’s regular appointment (9 to 12 months). This limitation applies to the total compensation and not to each individual request for additional compensation.

3. Summer Compensation Limits for Employees with Less Than a 12-month Appointment

For summer work (May 16 – August 15), the maximum monthly rate paid to an employee on less than a 12-month appointment is:

1. equal to their monthly salary from their regular (primary) appointment or
2. a departmental standard rate for work performed, whichever monthly rate is higher.

Supervisors should note that this policy creates a maximum amount, but does not mandate the maximum amount be paid. Further, if a faculty member works a partial period during a month, the monthly salary will be prorated accordingly.

Example 1

A faculty member making $7,000/month for 9 months has an annual salary of $63,000. The faculty member wants to teach a class for a department in a different college which sets a standard rate of $5,000 per month. The maximum amount the faculty member could make is $7,000. However, under the policy, the department chooses to offer its standard rate of $5,000.

Example 2

A faculty member making $7,000/month for 9 months has an annual salary of $63,000. The faculty member wants to teach for a department in a different college which sets a standard rate of $8,000 per month. The department chooses to offer its standard rate of $8,000, the maximum amount available under the policy.

4. Exceptions to Compensation Limits

In rare circumstances, with Chair/School Director, Dean and Provost approvals, a faculty member may be compensated for Summer Pay and/or Supplemental Compensation above the compensation limit.

5. Approval Requirements

No full-time tenured faculty, probationary tenure track faculty, non-tenure track faculty, exempt administrative/professional employee or exempt civil service employees may be assigned employment outside the individual’s regularly assigned duties and responsibilities without approval as outlined in applicable procedures.

Any Supplemental Compensation request must include written justification that specifically identifies how such work falls outside the currently defined appointment on file with Human Resources. The individual’s primary departmental supervisor must also indicate in writing that no regularly assigned teaching, research, service, administrative or other duties will be impacted by the work associated with the proposed Supplemental Compensation.

6. Approval Process

See Human Resources web site for forms, procedures for processing, and required approvals.