UNIVERSITY OF PITTSBURGH POLICY 07-09-02

CATEGORY:              PERSONNEL
SECTION:                  Salary Administration
SUBJECT:                 Supplemental Payment Requests for Staff Employees
EFFECTIVE DATE:   January 1, 2007
PAGE(S):                   2

I.    SCOPE

      This policy establishes the fair and consistent administration of supplemental payment

      requests for classified staff and union* employees at all University campuses.  This

      policy generally applies to exempt (non- faculty) staff.  Non-exempt staff as required by

      the Fair Labor Standards Act (FLSA) should only receive supplementary compensation

      in the form of overtime and/or compensatory time for additional work performed.  Only

      in rare instances will supplemental payments be granted to non-exempt staff employees.

      This policy does not apply to faculty, students, or temporary staff.

II.   POLICY

      Supplemental payments are utilized as a way to provide short-term additional taxable

      compensation to classified staff employees for work performed outside of normal job

      responsibilities.  Reasons that qualify for supplemental payments include: interim

      assignment of duties, additional duties, special project work, and teaching assignments.

      (See Procedure 07-09-02, Supplemental Payment Requests for Staff Employees, for

      specific definitions and requirements of each reason of payment.)

      Supplemental payments requests must be approved by the Responsibility Center

      Leadership (Vice Chancellor, Associate Vice Chancellor, or Dean, whichever

      appropriate) and submitted to the Compensation Department in the Office of Human

      Resources for review before payment arrangements are communicated to staff

      employees.  Supplemental payments must be approved prior to work being

      performed by the employee, and will not be granted retroactively for work already

      completed.  Departments should consider consulting directly with the Compensation

      Department for initial supplemental payment recommendations prior to payment

      requests being submitted through the department’s appropriate approval channels.  The

      department must demonstrate that the employee will engage in University activity

      requiring effort that is beyond the scope of what is defined in the duties and

      responsibilities of the staff employee’s regular position.  Supplemental payments

      should not be awarded for additional work performed within the employee’s regular

      department that may be considered as part of the employee’s normal job function.

      Supplemental payments are not intended to be utilized as long-term or ongoing

      compensation strategies.  To address longer term needs, departments should

      consider temporarily augmenting staff employee base pay salaries as appropriate until

      such time additional or extraordinary work requirements are satisfied.  When additional

      duties are relinquished, base pay salaries should revert back to original amounts.

      Requiring prior approval from the Responsibility Center Leadership and the

      Compensation Department, temporary base pay salary adjustments will be documented

      in writing and agreed upon by the employee and department before official temporary

      base pay adjustments are made.

III.  REQUIREMENTS

      Prior approval and written justification is required for all staff supplemental payment

      requests.  Justification must include: rationale for requested payment, a detailed

      description of work involved, an explanation of the relationship between the additional

      work and the employee’s normal job responsibilities, and the estimated time period

      during which work is to be performed.

      The minimum signatory approval for all staff supplemental payment requests must be

      obtained by the Responsibility Center Leadership (Vice Chancellor, Associate Vice

      Chancellor, or Dean, whichever appropriate). Supplemental requests without the

      minimal signatory approvals will be returned to the department initiating the request.

      All staff supplemental requests must be submitted through the department’s appropriate

      approval channels before it is submitted to the Compensation Department for final review

      and processing.  (See Procedure 07-09-02, Supplemental Payment Requests for Staff

      Employees, for supplemental payment request submission requirements.)

      Only University Officers are able to authorize exceptions to the terms and requirements of

      supplemental pay requests as outlined in the policy and procedure.

IV.  REFERNECE

       Procedure 07-09-02, Supplemental Payment Requests for Staff Employees






------------------------
*   Terms and conditions of employment for employees who are members of bargaining units

    are set forth in those employees’ applicable collective bargaining agreements and any

    related documents.