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Penn State University Libraries

Policies and Guidelines

HUMAN RESOURCES

Policy UL-HR05 SUPPLEMENTAL PAYMENTS

Contents:

  • Purpose
  • General Information 
  • Types of Employment Eligible for Supplemental Payment 
  • . . . . Performance of Services for Other University Entities
  • . . . . Non-Library Studies Instruction
  • Approval Process
  • Library Studies Instruction
  • Cross References

PURPOSE:

To outline the approval process and establish guidelines, within the University Libraries, for determining circumstances under which supplemental compensation is payable to faculty and exempt staff members when work is performed outside of regular job assignments.

NOTE: Supplementary appointments cannot be made to nonexempt staff or technical service employees; therefore, employees classified as such are not eligible for supplemental compensation.  Hours of work performed for any University entity by a nonexempt staff or technical service employee that is an excess of 40 hours/week or 8 hours/day, is subject to the overtime provisions of the Fair Labor Standards Act.  In such cases, the entity responsible for causing the overage will be responsible for paying the overtime.

GENERAL INFORMATION:

Supplemental payments occur when a faculty or exempt staff member performs extra assignments for Penn State outside of their regular job assignments.  Supplemental payments to a University Libraries' employee may be approved for duties performed in the following situations:

  • Non-credit instruction and other activities for another University entity
  • Non-Library Studies credit instruction for another University entity

Salary supplements cannot be paid from grant income.  However, grant income can be used to buyout the faculty or exempt staff member's time, e.g., to hire someone to assume some of their job responsibilities.  The University also specifies that faculty and staff (exempt and nonexempt) are not permitted to:

Therefore any kind of supplemental payment must be scrutinized and approved by appropriate Libraries' administrators.

TYPES OF EMPLOYMENT ELIGIBLE FOR SUPPLEMENTAL PAYMENT:

Performance of Services for Other University Entities:

University Libraries' faculty and exempt staff performing work for other University entities may receive supplemental payment upon approval of the Dean (see Approval Process section below).  This employment must be conducted according to the following University guidelines (see Policy HR90 Extra Compensation for Exempt Staff Employees):

  • The duties performed should be clearly differentiated from the type of duties the employee normally performed.
  • The additional duties should not be outside of the employee's regular work schedule.
  • The work should not be performed for the budget executive for whom the employee regularly works.

A faculty or staff member's participation in a project as a representative of the Libraries, that involves extra compensation from another University entity, must have prior approval for the participation and the amount of pay from the Dean.

Non-Library Studies Instruction:

A faculty or staff member who wants to teach a credit course (outside of Library Studies) for another University entity must first get approval from the Dean and his/her Associate Dean (see Approval Process section below).  Compensation for the employee's time will be handled as follows:

  • The Libraries will request reimbursement from the other entity of approximately $1100 per credit hour.
  • The reimbursed amount will be committed to the employee's unit and used at the discretion of the unit's administrator to compensate for the employee's absence, e.g., desk coverage, or to support the employee's teaching, e.g., teaching assistant.
  • At the Dean's discretion, any funds accrued over the $1100/credit hour can be used as supplemental payment to the employee.

APPROVAL PROCESS:

Faculty or exempt staff members must submit the Request for Supplemental Payment form for approval, prior to accepting a supplementary assignment or additional duties that may result in supplemental compensation.

LIBRARY STUDIES INSTRUCTION:

Normally, Libraries' faculty members do not receive supplemental payments for teaching Library Studies courses because this is a part of their regular job assignment.  If a Library Studies course generates income as a result of distance education, an honors course, etc., the money will be given to the faculty member's unit as compensation for his/her efforts.  The money can then be used to support the librarian's teaching, e.g., teaching assistant or to compensate for the employee's absence, e.g., desk coverage.

Under very unusual conditions, those over and above the regular job, and with approval of the Dean, overload may be approved.  (See the Teaching Loads section of Policy UL-IN02 Teaching by Libraries Faculty.)

CROSS REFERENCES:

Other Policies in this manual should also be referenced, especially the following:

UL-IN02 Teaching by Libraries' Faculty

Form:  Request for Supplemental Payment Request resource in an alternative format


Effective Date: February 2005
Date Approved: November 15, 2004 (Dean's Library Council)

Revision History (and effective dates):

  • November 15, 2004 – Revised policy
  • May 7, 2001– New policy

Last Review Date:  January 2010