UNIVERSITY OF PITTSBURGH POLICY 07-09-02
SECTION: Salary Administration
SUBJECT: Supplemental Payment Requests for Staff Employees
EFFECTIVE DATE: January 1, 2007
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
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.
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.
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