3.25 / Additional Compensation

Initiating Authority

Human Resources

Purpose

The purpose of this policy is to establish provisions for the payment of Additional Compensation to University Employees for additional responsibilities or services performed outside of the scope of the position held by the Employee.

Policy

Compensation paid to University Employees in addition to the base salary or pay rate requires approval from the appropriate Dean, Vice President or Director. It is the expectation that the base salary or pay rate will be the only compensation paid to an Employee and that Additional Compensation is an exception and only to be paid in limited circumstances.

Definitions

For the purpose of this policy only, the following definitions shall apply:

1. Additional Compensation: Temporary compensation paid to an Employee in addition to the base salary or pay rate for additional activities performed outside of the scope of the position held by the Employee.
2. Employee: An individual who provides services to the University on a regular basis in exchange for compensation and receives a W-2 for such services. This includes temporary and part-time Employees.
3. Leader: A Department Chair, Department, Center or Institute Director, or an individual at the University who havs one or more Employees reporting to them.
4. Research Release Time: Time when an Employee is not expected to perform some portion of their typical teaching (or academic) responsibilities in order to perform other research responsibilities.
5. University: Wichita State University and its controlled affiliate organizations.

Administrative Procedure

1. Any request for consideration of the payment of Additional Compensation should be agreed to by the Employee’s immediate Leader and the college, school, department or division requesting payment for Additional Compensation. Requests submitted under this policy must be submitted well in advance of the time for performing the additional services. The following provisions apply to the payment of Additional Compensation:
   1. The College, school, department or division requests Additional Compensation for the services performed. The additional responsibilities or services provided shall be fully and accurately described, setting forth the specific start and end dates for any additional responsibilities or services to be performed by the Employee.
      1. The Additional Compensation should be paid over the time period in which the additional responsibilities are being performed.
      2. A one-time payment may be appropriate in circumstances where additional responsibilities performed are not considered earned until the additional responsibilities have been completed.
      3. The Additional Compensation request must include the appropriate earnings category.
   2. Additional Compensation may be paid to an Employee who is temporarily assigned responsibilities due to staff vacancies, and:
      1. The vacant position duties require a higher-level responsibility and compensation than the Employee’s primary job responsibility.
      2. Requests submitted under this policy section should be submitted well in advance of the time for performing the additional responsibilities or services.
      3. The additional responsibilities are in addition to all or part of the Employee’s primary job responsibilities.
   3. The University may pay Additional Compensation from externally funded contracts and awards as allowed.
      1. Any proposed payment from Federal or State awards must be reviewed and approved by the Office of Research, Post Award team for compliance, prior to the Additional Compensation approval. The Office of Research-Post Award Team must review and approve requests for payment from Federal or State awards, and prior to the Additional Compensation approval.
2. Additional Compensation will not be paid when:
   1. The additional responsibilities for an exempt Employee are performed as part of the scope of their current job do not require a substantial increase in workload, and/or are not in addition to the job duties already assigned to the Employee.
   2. The Employee is classified as non-exempt.
   3. The additional assignments/responsibilities are accomplished during the course of the typical workday and/or workload, including teaching and course/program development, and University committee responsibilities.
   4. An employee is receiving Research Release Time from teaching/academic responsibilities.
   5. An Employee is performing responsibilities which are ongoing and would typically be performed by the position which is held by the Employee should be included in the Employee’s base salary or pay rate with funding coded appropriately, not paid as Additional Compensation.

Applicable Laws And Additional Resources

1. Fair Labor Standards Act (FLSA) and interpreting regulations and guidance.