OLPM

UNH.V  Personnel Policies
(Note: OLPM sections on this page may be cited following the format of, for example, "UNH.V.F.1.1". These policies may be amended at any time, do not constitute an employment contract, and are provided here only for ease of reference and without any warranty of accuracy. See OLPM Main Menu for details.)

F. Compensation

1.   Regular Pay

1.1   Definitions

1.1.1   Regular Pay. Pay from USNH-administered funds for services rendered to USNH by an employee for work associated with the individual's regular time commitment and Regular Duties. Regular Pay excludes all forms of Additional Pay. (See USY V.C.6 for Appointments and UNH V.F.7 for Additional Pay policy.)

1.1.2   Academic Year. Approximately 39 weeks beginning with fall semester and ending after spring semester. UNH designates actual dates each year.

1.1.3   Additional Pay. Pay from USNH-administered funds to a UNH employee that exceeds the Regular Pay he/she receives for Regular Duties and/or that does not contribute permanently to the employee's Institutional Base Salary or Rate. (See UNH V.F.7 for Additional Pay policy and types of pay, UNH V.F.1.1.13 for Regular Duties, UNH V.F.1.1.10 for Institutional Base Salary, and UNH V.F.1.1.9 for Institutional Base Rate.)

1.1.4   Adjunct Appointment. Temporary salary- or hourly-based appointment at 75%-100% time with a three-year limit, or short-term (can be renewable) at less than 75% time. Each adjunct employee is appointed to perform defined services for a specified appointment period at a specified rate that conforms to USNH and UNH policies, with limited fringe benefits other than those required by law. (See USY V.A.3 and USY V.C.6.2.4.2)

1.1.5   Exempt (Salary-Based) Employment. Employment designated as not eligible for overtime pay in accordance with the FLSA. (See also Salary-Based Employment definition.)

1.1.6   Fiscal Year. The USNH fiscal year is July 1 through June 30.

1.1.7   FLSA. Fair Labor Standards Act: Federal legislation that governs such areas as minimum wage, overtime and exemptions from overtime pay, record keeping, and youth employment.

1.1.8   Hourly-Based Employment. Employment for which the employee is paid at an hourly rate and which is eligible for overtime pay in accordance with the FLSA and UNH V.F.7.4.6. [See also Non-exempt (Hourly-Based) Employment.]

1.1.9   Institutional Base Rate (IBR). Hourly-based employee's rate for performing Regular Duties during the regular, specified appointment period. IBR excludes all forms of Additional Pay and any pay earned outside the employee's Regular Duties, regardless of whether the work is internal or external to USNH.

1.1.10   Institutional Base Salary (IBS). Salary-based employee's regular salary for the applicable base salary period1 for performing Regular Duties for any of the USNH component institutions. IBS excludes all forms of Additional Pay and any pay earned outside the employee's Regular Duties, regardless of whether the work is internal or external to USNH.

1.1.11   Institutional Base Salary (IBS) or Institutional Base Rate (IBR) Period. Time period during which an employee is under obligation to USNH for performing Regular Duties for the IBS/IBR.

1.1.12   Non-exempt (Hourly-Based) Employment. Employment designated as eligible for overtime pay in accordance with the FLSA and UNH V.F.7.4.6. (See also Hourly Based Employment definition.)

1.1.13   Regular Duties. Characteristic duties and responsibilities associated with the employee's occupational type and/or classification, as described in the initial appointment letter, subsequent communications, and/or job description. (See USY V.C.6.3 for types of employment relationships.)

1.1.14   Salary-Based Employment. Employment for which the employee is paid an annual or academic year salary and which is not eligible for overtime pay in accordance with the FLSA. [See also Exempt (Salary-Based) Employment.]

1.1.15   Status Employee. Normally reserved for employees with continued employment expectations; status employees are those eligible for full USNH fringe benefits consistent with USNH policies.

1.1.16   Summer Period. Approximately 13 weeks between academic years.

1.1.17   USNH-Administered Funds. All sources of revenue available to USNH to pay for USNH expenses such as pay to employees. USNH-administered funds include those derived from state appropriations, tuition, externally-sponsored awards, facilities and administrative cost reimbursements, license fees, gifts, endowments, sales of goods and services, and any other revenues.


1Exempt academic-year employees may choose to have the IBS paid out over a period longer than the base period. However, this does not change the total IBS or the IBS period.

1.2   Policy

1.2.1   Establishing and Revising Regular Duties, Institutional Base Salary (IBS), IBS Period, and % Time

Conditions of employment stipulate a salary or hourly wage that represents full compensation for the performance of Regular Duties as defined by the employee's appointment. Each occupational type has an applicable wage schedule, with the exception of faculty appointments, which are determined by UNH policies or the prevailing Collective Bargaining Agreement. The employee's IBS, IBS Period, and % time are established at the time of initial employment by the supervisor or dean in accordance with USNH and UNH policies, and the prevailing Collective Bargaining Agreement as applicable. IBS, IBS Period, and % time may be revised subsequently in accordance with these policies or collective bargaining agreements. IBS may not be increased solely because sponsored programs funds have been received.

See USY V.C.6 for detailed information on establishing position appointments and employment relationships for all exempt, non-exempt, status, and adjunct appointment types. For postdoctoral appointments, see UNH V.C.5.16.

1.2.1.1   Status Faculty. Regular Duties normally include some components of teaching, scholarship, internally- or externally-sponsored research, service, engagement, clinical activity and/or administration. Initial Regular Duties, associated pay (IBS) and IBS Period, and % time are communicated in appointment letters. Changes are communicated in subsequent letters. Each faculty member's workload is determined by the department chair, subject to approval by the dean, within the requirements of USNH and UNH policies, and the Collective Bargaining Agreement where applicable.

1.2.1.2   Postdoctoral Employees (Exempt, Status). Regular duties are independent or original research, teaching, or work in an advanced training program. On recommendation by the postdoctoral employee's faculty mentor, the dean makes postdoctoral appointments. Appointment and subsequent letters, as appropriate, include the appointment period, salary or stipend level (IBS), % time, and general description of Regular Duties.

1.2.1.3   Staff, Extension Educators, Academic Administrators, Principal Administrators). Regular Duties are described in the position description for each employee's position. The IBS/IBR, IBS/IBR Period, and % time are communicated in writing to the employee. Appointments must be at least 75% time.

1.2.1.4   Adjunct Appointments, Including Student Employees. Regular Duties, appointment period, associated compensation (IBS/IBR), and % time are described in appointment and subsequent letters, as appropriate, and communicated to the employee by the supervisor.

 

7.   Additional Pay

7.1   Definitions

7.1.1   Additional Pay. Pay from USNH-administered funds to a UNH employee that exceeds the Regular Pay he/she receives for Regular Duties and/or that does not contribute permanently to the employee's Institutional Base Salary or Rate. (See USY V.C.6 for Appointments and UNH V.F.1 for Regular Pay, Regular Duties, and Institutional Base Salary or Rate.)

Types of Additional Pay applicable only to salary-based employees include Administrative Stipend, Employee Transition Allowance, January Term Pay, Summer Pay, and Supplemental Pay. Types of Additional Pay applicable only to hourly-based employees include Call-Back, Compensatory Time, Holiday, Longevity, Overtime, Shift and Weekend Differential, and Stand-By Pay. Types of Additional Pay applicable to both hourly- and salary-based employees include Adjunct Appointment Pay for Status Employees; Award; Bonus for Additional Duties, in Lieu of Continuing Increase, for Performance, and for Referral; Honorarium; and Research Subject Pay.

7.1.2   Academic Year. Approximately 39 weeks beginning with fall semester and ending after spring semester. UNH designates actual dates each year.

7.1.3   Adjunct Appointment. Temporary salary- or hourly-based appointment at 75%-100% time with a three-year limit, or short-term (can be renewable) at less than 75% time. Each adjunct employee is appointed to perform defined services for a specified appointment period at a specified rate that conforms to USNH and UNH policies, with limited fringe benefits other than those required by law. (See USY V.A.3 and USY V.C.6.2.4.2.)

7.1.4   Administrative Stipend. Pay to an employee beyond the Institutional Base Salary/Rate for a limited temporary (typically less than one year, can be renewable) or long-term assignment for additional administrative responsibilities. Examples include an acting appointment (no longer than six months), department/program chair, center/program director, and special projects assigned as overload by UNH administrators.

7.1.5   Award. Pay to an employee in recognition of a past professional achievement, such as a UNH distinguished teaching or professional service excellence award.

7.1.6   Bonus for Additional Duties. Pay to an employee for having performed temporary additional duties that clearly exceeded the established regular duties of the employee's position.

7.1.7   Bonus in Lieu of Continuing Increase. Pay to an employee at the top of his/her salary range at the time of the annual, continuing increase process. (Continuing increases include across-the-board, merit, equity, range change, general, and other such increases as authorized by the USNH Board of Trustees.)

7.1.8   Bonus for Performance. Pay to an employee for outstanding job performance.

7.1.9   Bonus for Referral. Pay to an employee provided by some departments for referring an individual subsequently hired by USNH.

7.1.10   Call-Back Pay. Pay to an employee called back to work after leaving for the day.

7.1.11   Compensatory Time. In lieu of payment, time off requested by a status hourly employee.

7.1.12   Employee Transition Allowance. Pay to a new employee for personal moving, relocation, and employment transition costs.

7.1.13   Exempt (Salary-Based) Employment. Employment designated as not eligible for overtime pay in accordance with the FLSA. (See also Salary-Based Employment definition.)

7.1.14   Fiscal Year. The USNH fiscal year is July 1 through June 30.

7.1.15   FLSA. Fair Labor Standards Act: Federal legislation that governs such areas as minimum wage, overtime and exemptions from overtime pay, record keeping, and youth employment.

7.1.16   Holiday Pay. Pay for status employees who work on a USNH- or UNH-designated holiday.

7.1.17   Honorarium. A monetary token of appreciation when the primary intent is to confer distinction upon or symbolize respect, esteem, or admiration for the recipient.

7.1.18   Hourly-Based Employment. Employment for which the employee is paid at an hourly rate and which is eligible for overtime pay in accordance with the FLSA and UNH V.F.7.4.6. {See also Non-exempt (Hourly-Based) Employment definition.]

7.1.19   Institutional Base Rate (IBR). Hourly-based employee's rate for performing Regular Duties during the regular, specified appointment period. IBR excludes all forms of Additional Pay and any pay earned outside the employee's regular duties, regardless of whether the work is internal or external to USNH.

7.1.20   Institutional Base Salary (IBS). Salary-based employee's regular salary for the applicable base salary period for performing Regular Duties for any of the USNH component institutions. IBS excludes all forms of Additional Pay and any pay earned outside an employee's Regular Duties regardless of whether the work is internal or external to USNH.

7.1.21   Institutional Base Salary (IBS) or Institutional Base Rate (IBR) Period. Time period during which an employee is under obligation to USNH for performing Regular Duties for the IBS/IBR.

7.1.22   Intra-USNH Professional Work. Consulting, participating in scholarly activities of colleagues, and other professional services provided to or for organizational units within the administrative control of USNH.

7.1.23   January Term Pay. Pay for teaching for-credit courses at UNH during the winter break period between academic-year semesters.

7.1.24   Longevity Pay. Pay to status hourly employees with at least 10 calendar years of USNH service.

7.1.25   Non-exempt (Hourly-Based) Employment. Employment designated as eligible for overtime pay in accordance with the FLSA and UNH V.F.7.4.6. (See also Hourly-Based Employment definition.)

7.1.26   Overtime Pay. Pay to hourly employees for performing regular duties in excess of 40 hours in any week.

7.1.27   Regular Duties. Characteristic duties and responsibilities associated with the employee's occupational type and/or classification, as described in the initial appointment letter, subsequent communications, and/or job description. (See USY.V.C.6.3 for types of employment relationships.)

7.1.28   Regular Pay. Pay from USNH-administered funds for services rendered to USNH by an employee for work associated with the individual's regular time commitment and Regular Duties. Regular Pay excludes all forms of Additional Pay. (See USY V.C.6 for Appointments and UNH V.F.1 for Regular Pay policy.)

7.1.29   Regular Rate (FLSA). Hourly employee's IBR plus shift and weekend differential, longevity, call-back, and/or stand-by pay, as applicable.

7.1.30   Research Subject. An employee who voluntarily participates as a subject in a research project under the auspices of USNH.

7.1.31   Salary-Based Employment. Employment for which the employee is paid an annual or academic year salary and which is not eligible for overtime pay in accordance with the FLSA. [See also Exempt (Salary-Based) Employment definition.]

7.1.32   Shift and Weekend Differential Pay. Pay to hourly status employees who work second, third, and/or weekend shifts as part of the employee's work schedule.

7.1.33   Stand-By Pay. Pay to hourly employees to limit activities in order to be available to provide "essential services" as required by USNH.

7.1.34   Status Employee. Normally reserved for employees with continued employment expectations; status employees are those eligible for full USNH fringe benefits consistent with USNH policies.

7.1.35   Summer Pay. Applicable only to academic year faculty, pay for USNH-administered summer period activities, including teaching, effort on internally and externally sponsored projects, and administrative work.

7.1.36   Summer Period. Approximately 13 weeks between academic years.

7.1.37   Supplemental Pay. Applicable only to faculty, pay for approved additional temporary professional responsibilities or assignments outside the faculty member's regular duties.

7.1.38   Temporary Additional Duties, Responsibilities, or Assignments. Temporary activities (typically less than one year, can be renewable) including the following:

  • Consultation or other specialized activities performed in connection with an operation, project, or activity taking place at a site physically remote from UNH, or for a department or area other than the employee's home department or area;
  • Specially-approved work on a USNH-administered sponsored project; and/or
  • Teaching overload assignments.

7.1.39   USNH-Administered Funds. Revenue from all sources available to USNH to pay for USNH expenses such as pay to employees. USNH-administered funds include those derived from state appropriations, tuition, externally-sponsored awards, facilities and administrative cost reimbursements, license fees, gifts, endowments, sales of goods and services, and any other revenues.

7.2   Overarching Policy Statement. USNH employment responsibilities are either duty-based (salaried) or time-based (hourly). Conditions of employment stipulate an Institutional Base Salary (IBS) or Rate (IBR) that represents full compensation for the performance of Regular Duties as defined by the employee's appointment. Pay from USNH-administered funds (including monies provided to USNH by external sponsors) over and above the employee's IBS/IBR for a given base employment period normally is not allowed for the performance of Regular Duties. In certain situations, however, pay from USNH-administered funds in excess of the IBS/IBR may be justified. This policy establishes criteria, by pay category (Salary-Based, Hourly-Based, and Other) for documentation/justification, approval, and payment for the various forms of Additional Pay.

7.3   Salary-Based Additional Pay (Administrative Stipend, Employee Transition Allowance, January Term Pay, Summer Pay, Supplemental Pay)

7.3.1   Approval. All types of salary-based Additional Pay require written approval by the supervisor and the unit head prior to the work being performed. Additional Pay: for Professional, Administrative, and Technical staff also requires Human Resources Office written approval; for Principal Administrators also requires prior approval from the USNH Board of Trustees' Executive Committee; involving externally-sponsored agreements also requires prior approval from the UNH sponsored programs administration office. See below for any further approvals required by Additional Pay type.

7.3.1.1   Exceptions

7.3.1.1.1   If an employee's appointment is less than full-time, additional pay outside the appointment period up to the employee's full-time equivalent IBS requires only the supervisor's approval. [See also UNH V.F.1.2.1, Establishing and Revising Regular Duties, Institutional Base Salary (IBS), IBS Period, and % Time.]

7.3.1.1.2   If a faculty member's appointment is less than full-time, additional pay inside the appointment period up to the full-time equivalent IBS requires approval by the dean (director) of the appropriate college/school (institute, for faculty not appointed to a college/school). See also UNH V.F.1.2.1.

7.3.2   Administrative Stipend

7.3.2.1   Policy. Pay during the IBS period for performing additional administrative responsibilities and/or assignments may be made in excess of the UNH full-time IBS for all or part of the period, if approval for such work and pay is obtained in accordance with UNH V.F.7.3.1 above. Pay to academic year faculty during the summer period for additional administrative responsibilities performed during the summer period is subject to Summer Pay Policy and Pay Limitations. (See UNH V.F.7.3.5.)

7.3.2.2   Additional Approval. None. (See UNH V.F.7.3.1.)

7.3.2.3   Documentation. Letter with appropriate justification from the unit head requesting that additional administrative duties be performed constitutes documentation.

7.3.2.4   Payment. Amount is determined by the appropriate UNH administrator, is without fringe benefits except those required by state and Federal law (including FICA), and is included in the employee's bi-weekly paycheck.

7.3.3   Employee Transition Allowance (Also see USNH Financial and Administrative Procedures #8-010 at http://finadmin.usnh.edu/pol_proc/chapter_08/pages/pro08-010.aspx.)

7.3.3.1   Policy

7.3.3.1.1   If considered necessary by the supervisor and with appropriate campus approvals, a UNH department may pay a new employee a reasonable transition allowance. The allowance must be authorized in advance, documented in writing to the employee and for UNH files, and directly related to the commencement of employment at UNH. Approvals must be obtained as per UNH V.F.7.3.1 above and UNH V.F.7.3.3.2 below, and pay limitations below must be observed.

7.3.3.1.2   A transition allowance is the total amount authorized by UNH to be paid for the employee’s transition costs and must be paid directly to the employee. UNH shall not pay a vendor nor reimburse the employee for the specific costs associated with moving, temporary storage or housing, travel, meals, or other personal or family relocation expenses.

7.3.3.1.3   The transition allowance does not apply to special situations involving the establishment or relocation of professional labs, libraries, or supplies and equipment of faculty and researchers. Payments for such, if any, will be made directly to vendors through normal purchasing and accounts payable procedures.

7.3.3.1.4   The hiring department is responsible for securing, in advance, the funding source(s) to support the authorized payment and the related USNH fringe benefits charge thereon.

7.3.3.1.5   The transition allowance will generally be paid within the first month after the employee has begun employment, although the department can choose to defer payment for up to one year after employment. In rare exceptions, with advanced written approval by the appropriate campus official, all or a portion of the transition allowance may be advanced to the employee prior to commencement of employment. All employees receiving such an advance will be required to sign a promissory note payable to USNH. (See USNH Financial and Administrative Procedures, #8-010, I., Forms, USNH Transition Allowance Promissory Note.) In the event the employee does not commence employment, UNH will pursue formal collection efforts and the hiring department will be responsible for funding the full amount of the advance, including fringe benefit charges thereon, if the advance is not repaid. If sponsored program funds were used, any portion of the advance that is not repaid must be funded promptly from an unrestricted funding source in the department or otherwise at UNH.

7.3.3.1.6   Pay Limitations

7.3.3.1.6.1   The amount of a transition allowance is determined for each prospective employee on a case-by-case basis. While there is no standard or maximum (other than for sponsored programs – see below), employment negotiations should result in a reasonable amount necessary to recruit the employee to UNH, giving due consideration to UNH budgetary and funding constraints.

7.3.3.1.6.2   For sponsored programs, the amount of the transition allowance must:

  • Be "reasonable" based on comparable industry or survey data collected by the hiring department as related to the prospective employee, and;
  • Be allocable for proportional benefit, according to the terms of the employee's appointment (e.g., if appointment is 50% research and 50% teaching, the sponsored program can be charged no more than 50% of the allowance); and
  • Be consistently applied such that the average transition allowance charged to Federal funds is not materially and substantially higher than the allowances charged to other UNH funds; and
  • Adhere to pertinent sponsor rules and regulations and to specific OMB circulars when Federal funds are involved.

7.3.3.1.6.3   The hiring department may consider the transition allowance to be earned ratably over the first six months of employment and, therefore, may require repayment of some or all of the allowance upon termination before 6 months of completed employee service.

7.3.3.2   Additional Approval

7.3.3.2.1   Prior approval by the appropriate Dean, or by another unit head and Vice President or Vice Provost, or by the UNH President is required. Any offer of a transition allowance for a Principal Administrator requires approval by the USNH Board of Trustees' Executive Committee. (See also UNH V.F.7.3.1.)

7.3.3.2.2   Transition allowances in excess of 10% of the employee's regular starting IBS require approval by the UNH President. In addition, if UNH sponsored programs funds will be charged for a transition allowance, approval by the Senior Vice Provost for Research is necessary before approval by the UNH sponsored programs administration office and the UNH President.

7.3.3.3   Documentation

7.3.3.3.1   The hiring department is responsible for maintaining written records that justify the amount and necessity of the transition allowance.

7.3.3.3.2   The hiring department is responsible for communicating information regarding payment and taxability to each employee who will receive a transition allowance. This is accomplished by including a "disclosure" paragraph (see USNH Financial and Administrative Procedures, #8-010, F.) in the employment agreement or offer letter.

7.3.3.4   Payment. In accordance with Pay Limitations at UNH V.F.7.3.3.1.6, pay is a one-time, lump sum payment, and is taxable and subject to applicable tax withholding.

7.3.4   January Term Pay

7.3.4.1   Policy. Pay may be received for teaching at UNH during the January Term, subject to approvals and pay limitations below. For purposes of effort on sponsored programs, January Term pay is treated as a form of Supplemental Pay for faculty. (See Supplemental Pay at UNH V.F.7.3.6.) UNH staff members paid to teach January Term courses are paid as adjunct salaried staff.

7.3.4.1.1   Pay Limitations. Pay rates for January Term teaching are subject to USNH and UNH policies and/or to the prevailing Collective Bargaining Agreement.

7.3.4.2   Additional Approval. Prior written approval by the department chair and dean (director for research institute) for faculty, or by the supervisor and UNH Human Resources Office for staff, is required. (See also UNH V.F.7.3.1.)

7.3.4.3   Documentation. For faculty, the signature of the faculty member's dean (or research institute director) on a relevant document describing the course(s) to be taught during the January Term constitutes documentation of approval. For staff, the signature of the staff member's supervisor and UNH Human Resources Office on a relevant document suffices.

7.3.4.4   Payment. Pay is made in accordance with pay limitations at UNH V.F.7.3.4.1.1, is without fringe benefits except those required by state and Federal law (including FICA), and is included in the employee’s bi-weekly paycheck.

7.3.5   Summer Pay (Applicable Only to Academic-Year Faculty)

7.3.5.1   Policy. Pay may be received for effort up to a maximum of full time for the entire summer period, subject to approvals and pay limitations below. Full-time effort is the combination of effort on all USNH-administered activities for which the faculty member receives summer pay. Individual work load assignments are made by the department chairperson (director), subject to approval by the dean (director) of the appropriate college/school (institute, for faculty not appointed to a college/school).

7.3.5.1.1   Pay Limitations

7.3.5.1.1.1   Pay for activities not externally sponsored is subject to USNH and UNH policies and/or to the prevailing Collective Bargaining Agreement.

7.3.5.1.1.2   Pay from sponsored projects may not be used during the summer period to pay for work performed during the academic year, nor to pay for summer period activities unrelated to the sponsored project(s).

7.3.5.1.1.3   Pay for effort on non-federally sponsored projects is subject to sponsor policies and/or the specific sponsored agreement terms.

7.3.5.1.1.4   Pay for effort on federally-sponsored projects is based on the employee’s prior academic year 39-week IBS, calculated as a daily rate based on 195 days, and prorated according to the percent time and duration of the summer appointment. Sponsor limitations, such as salary caps, must be observed. Maximum full time summer effort and pay on federally-sponsored projects generally precludes compensation for effort on other sponsored or USNH-administered activities during the summer period.

7.3.5.2   Additional Approval. Prior written endorsement by the department chair (director, for institute) and written approval by the dean (institute director) are required. (See also UNH V.F.7.3.1.)

7.3.5.3   Documentation. The signature of the faculty member's dean on a relevant document describing the work to be performed by the faculty member over the specified summer period constitutes documentation of approval. If the faculty member's appointment is within a UNH research institute rather than college/school, the institute director's approval serves as documentation.

7.3.5.4   Payment. Pay is made in accordance with pay limitations at UNH V.F.7.3.5.1.1, is without fringe benefits except those required by state and Federal law (including FICA), and is included in the employee’s bi-weekly paycheck.

7.3.6   Supplemental Pay (Applicable Only to Faculty)

7.3.6.1   Policy. Occasional or sporadic intra-USNH professional work is considered to be within the regular responsibilities of the faculty member for which supplemental pay normally is not appropriate. However, certain situations may occur when it is necessary to make additional contributions to special programs, activities, symposia, or sponsored programs, e.g., which exceed what is normally expected. Pay in excess of the UNH IBS* (or full-time summer salary) during the IBS period (or summer period for AY faculty only) for temporary additional responsibilities or assignments may be allowed if approval is obtained as specified in UNH V.F.7.3.1 and time, pay, other, and additional approval limitations below are met.

*If an employee is paid less than the equivalent of 100% IBS, additional compensation up to the 100% equivalent IBS for additional duties does not require external sponsor approval. However, approval from the appropriate UNH administrator is required.

7.3.6.1.1   Time Limitations (one day per week average)

Consistent with the USNH Policy on Conflict of Interest (USY.V.D.7), the total time spent on additional professional responsibilities or assignments for which the faculty member may receive approved supplemental pay shall not exceed the equivalent on average of one day during each five-day academic-year week. For purposes of this additional pay policy, the average one day per week standard applies to faculty during their IBS period and to AY faculty exceeding full-time commitment during the summer period. If a sponsored project is involved, the additional work must be temporary, i.e., short term in nature, typically no more than one year, although can be renewable.

7.3.6.1.2   Pay Limitations

7.3.6.1.2.1   The pay rate for activities not externally sponsored is subject to approval by the appropriate UNH administrator.

7.3.6.1.2.2   Pay from a sponsored project may not be used during the IBS period to pay for work performed during the summer period, nor to pay for IBS period activities unrelated to the sponsored project.

7.3.6.1.2.3   The pay rate for effort on non-federally-sponsored projects is subject to sponsor policies and/or the specific sponsored agreement terms.

7.3.6.1.2.4   Pay from federally-sponsored projects during the faculty member's IBS period or during the summer period for AY faculty is based on and limited to the faculty member's IBS rate, calculated as a daily rate based on 195 days for AY faculty or for FY faculty, the number of work days in the fiscal year (260-262). Sponsor limitations, such as salary caps, must be observed.

7.3.6.1.3   Other Limitations

UNH adheres to Federal OMB Circular A-21, which prohibits supplemental pay on federally-sponsored projects unless a) the work is for a project director in a USNH department other than the faculty member's department and the work is clearly in addition to the faculty member's regular workload; or b) the work involves a separate or remote operation (e.g., a faculty member is assigned to work overseas or in some other location remote to UNH) and the work is clearly in addition to the faculty member's regular workload.

7.3.6.2   Additional Approval. Pay on federally-sponsored projects must be specifically provided for in the sponsored agreement or otherwise approved in writing by the sponsor, and approved by the Senior Vice Provost for Research. (See also UNH V.F.7.3.1.)

7.3.6.3   Documentation. Completed Human Resource Office form with justification serves as documentation.

7.3.6.4   Payment. Pay is made in accordance with limitations in UNH V.F.7.3.6.1.2, is without fringe benefits except those required by state and Federal law (including FICA), and is included in the employee’s bi-weekly paycheck.

7.4   Hourly-Based Additional Pay (Call-Back, Compensatory, Holiday, Longevity, Overtime, Shift and Weekend Differential, Stand-by)

7.4.1   Approval. All types of hourly-based additional pay, except longevity, require prior approval by the supervisor. Pay involving externally sponsored agreements also may require approval by the UNH sponsored programs administration office. See below for any additional approvals required by pay type.

7.4.2   Call-Back Pay (See also, USY V.F.7.3.3, Callback Pay)

7.4.2.1   Policy. When the supervisor calls an employee to return to work after the employee has left for the day and at a time that precedes the start of the next regular working day, the employee will receive call-back pay.

7.4.2.2   Additional Approval. The supervisor's approval of the employee's biweekly record of time worked constitutes approval. (See also UNH V.F.7.4.1)

7.4.2.3   Documentation. The employee's approved bi-weekly record of time worked serves as documentation of hours worked after being called back.

7.4.2.4   Payment. Pay is at 1.5 times the IBR for hours worked after being called back (2 times the IBR if work is on a holiday), with a guaranteed three hour minimum; is without fringe benefits except those required by state and Federal law (including FICA); and is included in the employee's bi-weekly paycheck.

7.4.3   Compensatory Time

7.4.3.1   Policy

7.4.3.1.1   With the supervisor's written approval prior to working in excess of the employee's regular schedule of hours in any week, a status employee may request compensatory time off in lieu of payment. If the overtime is the result of the employee holding both a status and an adjunct appointment contemporaneously, compensatory time does not apply. Employees with only an adjunct appointment are not eligible for compensatory time.

7.4.3.1.2   If compensatory time is taken, it must be the result of mutual written agreement between the supervisor and the employee prior to the performance of the work, without any coercion or pressure by the supervisor.

7.4.3.1.3   Compensatory time will be earned at straight time for overtime worked up to and including 40 hours in the week and earned at 1.5 hours for each hour of overtime worked in excess of 40 hours a week. (See UNH V.F.7.4.3.4 for Compensatory Time Payment.) Employees may accumulate up to 240 hours of compensatory time in the fiscal year with the exception of those engaged in public safety work, who may accumulate 480 hours. Compensatory time may not be carried from one USNH fiscal year to another.

7.4.3.2   Additional Approval. The supervisor's approval of the employee's biweekly record of time worked constitutes approval. (See also UNH V.F.7.4.1)

7.4.3.3   Documentation. The supervisor is responsible for maintaining and preserving written compensatory time records which must include compensatory hours earned, used, and paid each week for each employee. For law enforcement personnel, an indication of the work week period for each employee is also required.

7.4.3.4   Payment. Accumulated compensatory time not taken will be paid on or before June 30 of each year. If an employee terminates USNH employment or transfers to another USNH department, payment will be made for accumulated compensatory time based either on the average Regular Rate (FLSA) over the last three years or the final Regular Rate (FLSA), whichever is higher. Payment is without fringe benefits other than those required by state and Federal law, including FICA, and is included in the employee's bi-weekly paycheck.

7.4.4   Holiday Pay

7.4.4.1   Policy. Status employees scheduled prior to working on a holiday are paid at 1.5 times the IBR for holiday hours worked. Employees not scheduled prior to the holiday worked are compensated at 2 times the IBR for holiday hours worked, with a guaranteed 3-hour minimum. (See also Call-Back Pay Payment at UNH V.F.7.4.2.4.)

7.4.4.2   Additional Approval. The supervisor's approval is required prior to the employee working on the holiday. (See also UNH V.F.7.4.1.)

7.4.4.3   Documentation. The employee's approved bi-weekly record of time worked serves as documentation of work schedule and holiday hours worked. The supervisor must put the requirement in writing in order for the employee to receive holiday pay. This is in addition to the employee's regular paid holiday leave.

7.4.4.4   Payment. Pay is at either 1.5 or 2 times the IBR for holiday hours worked in accordance with policy. Payment is without fringe benefits other than those required by state and Federal law, including FICA, and is included in the employee's bi-weekly paycheck.

7.4.5   Longevity Pay

7.4.5.1   Policy. Longevity increments are effective on the status hourly employee's anniversary date of employment. Length of employment begins with the first day of status USNH employment. A year of service is equal to a calendar year of employment.

7.4.5.2   Approval. The campus Human Resources Office letter to the employee serves as the acknowledgement of length of service and pay increment. No other approvals are required.

7.4.5.3   Documentation. The employee's employment record as maintained by the Human Resources Office serves as the documentation for length of service.

7.4.5.4   Payment. Upon 10 (calendar) years of completed service by the employee, the longevity increment is calculated by multiplying the IBR for the pay period by the longevity percentage as follows:

  • On completion of 10 years service -- 2%
  • On completion of 15 years service -- 4%
  • On completion of 20 years service -- 6%
  • On completion of 25 years service -- 8%
  • On completion of 30 years service -- 10%

Payment is without fringe benefits other than those required by state and Federal law, including FICA, and is included in the employee's bi-weekly paycheck.

7.4.6   Overtime Pay

7.4.6.1   Policy

7.4.6.1.1   Each status and adjunct employee who works up to and including 40 hours in any week will be paid for hours worked at his/her IBR. Prior approval from the supervisor is required for the employee to work hours in excess of the employee’s normal schedule. The FLSA mandates that an employee performing non-exempt work must be provided with overtime pay for hours worked in excess of 40 in each week, unless compensatory time is taken. (See UNH V.F.7.4.3, Compensatory Time.)

7.4.6.1.2   The hours worked by the employee in all USNH jobs must be paid by the hour and must be combined for calculation of overtime. The only exception is when the additional job is teaching a credit course, in which case the hours are not combined for overtime purposes. Paid holiday leave days for status employees are counted as days worked for the purpose of computing overtime pay. For work other than Regular Duties, see UNH V.F.7.5.2, Adjunct Appointment Pay for Status Employees.

7.4.6.2   Approval. The supervisor's approval of the employee's biweekly record of time worked constitutes approval. (See also UNH V.F.7.4.1.)

7.4.6.3   Documentation. The employee's approved bi-weekly record of time worked serves as documentation.

7.4.6.4   Payment. Overtime in excess of 40 hours in any week is paid at 1.5 times the employee's Regular Rate (FLSA) and is included in the employee's bi-weekly paycheck. Payment is without fringe benefits other than those required by state and federal law, including FICA.

7.4.7   Shift and Weekend Differential Pay

7.4.7.1   Policy. Shift differential pay applies to work performed during the following time periods:

  • Second shift commences any time at/or after 3:00 p.m. or before 8:00 p.m.
  • Third shift commences any time at/or after 8:00 p.m. or before 4:00 a.m.
  • Weekend shift occurs when an employee works on Saturday or Sunday as part of his/her regular work schedule.

Exception: Employees appointed as adjunct, including student workers and tipped wait staff, are not eligible for mandated shift pay as described above. An hourly rate may be determined that reflects the impact of recruiting adjunct staff for difficult shift periods.

7.4.7.2   Approval. The supervisor's signatures on the written notification to the employee of work hours, written updates to the notification of work hours, and the employee's bi-weekly record of time worked constitute approval.

7.4.7.3   Documentation. The supervisor's written notification to the employee of work hours, written updates to the notification of work hours, and the employee's approved bi-weekly record of time worked serve as documentation.

7.4.7.4   Payment. Shift differential is added to the employee's pay for the pay period, based on shift hours worked. (Shift assignments can be ad hoc and not part of the employee's regular schedule.) Shift differential amounts are published by the Human Resources Office. Payment is without fringe benefits other than those required by state and Federal law, including FICA, and is included in the employee's bi-weekly paycheck.

7.4.8   Stand-By Pay (See also, USY V.F.7.3.2, Stand-by Pay)

7.4.8.1   Policy. Receipt of stand-by pay is not contingent upon being asked to work, but on being available to work. Employees on stand-by are specifically required in writing by the supervisor to restrict travel and consumption of alcoholic beverages during non-work hours.

7.4.8.2   Approval. The supervisor's approval of the bi-weekly record of time worked constitutes approval and acknowledgement that the employee fulfilled the policy requirements.

7.4.8.3   Documentation. The employee's approved bi-weekly record of time worked serves as documentation of stand-by hours worked or not worked.

7.4.8.4   Payment. The supervisor determines the appropriate pay amount within a range of amounts published by the Human Resources Office. If requested to work while on stand-by, the employee shall be paid his/her IBR for the time actually worked, plus Overtime Pay when applicable at the Regular Rate (FLSA), with a guaranteed minimum of two hours. (See UNH V.F.7.4.6, Overtime Pay.) Payment is without fringe benefits other than those required by state and Federal law, including FICA, and is included in the employee's bi-weekly paycheck.

7.5   Salary-Based or Hourly-Based Additional Pay (Adjunct Appointment, Award, Bonus for Additional Duties, Bonus in Lieu of Continuing Increase, Bonus for Performance, Bonus for Referral, Honorarium, Research Subject)

7.5.1   Approval. Pay involving externally sponsored agreements requires written approval from the UNH sponsored programs administration office. See also approvals by pay type below.

7.5.2   Adjunct Appointment Pay for Status Employees

7.5.2.1   Policy. A status employee may receive Adjunct Appointment pay if the following conditions are met:

  • The Adjunct Appointment is solely at the initiation and option of the employee and does not involve performance of Regular Duties requested or directed by the employee's regular appointment supervisor, and
  • The Adjunct Appointment work is not permanent and normally occurs only occasionally or sporadically.

Normally, the Adjunct Appointment work does not occur during the employee's regular working hours. However, if the work does occur during the employee's regular working hours, the employee must charge vacation/earned time or take leave without pay for the designated time period.

For purposes of determining overtime pay for hourly-based employees, total hours worked in the regular and Adjunct Appointment positions are combined. The only exception is when the additional job is teaching a credit course, in which case the hours are not combined for overtime purposes.

An example of an Adjunct Appointment for a Status Employee: A UNH Admissions Officer who operates the time clock at a UNH athletic event.

7.5.2.2   Approval. Prior written approval by the hiring supervisor and the Human Resources Office are required. (See also UNH V.F.7.5.1.)

7.5.2.3   Documentation. The hiring supervisor must provide written justification for the Adjunct Appointment. The regular supervisor must provide written concurrence that the Adjunct Appointment involves work in a different capacity than is normal for the employee. (See UNH V.F.7.1.27 for definition of Regular Duties.)

7.5.2.4   Payment. Pay rate is determined by the type of Adjunct Appointment work. (Consult the USNH Extra-Help Wage Schedule.) Pay is included in a paycheck that may or may not coincide with the employee's regular bi-weekly paycheck, and is without fringe benefits other than those required by state and Federal law, including FICA.

7.5.3   Award

7.5.3.1   Policy. Extraordinary contributions to the employee's professional field may be recognized in the form of a special monetary award. The award amount is unrelated to the employee's IBS or IBR.

7.5.3.2   Approval. Written approval by the President or relevant Vice President/Provost is required. (See also UNH V.F.7.5.1)

7.5.3.3   Documentation. Written justification must be provided by the USNH employee or group recommending the award.

7.5.3.4   Payment. Pay is a one-time, lump sum payment after recognition of the extraordinary contributions and is without fringe benefits other than those required by state and Federal law, including FICA.

7.5.4   Bonus for Additional Duties

7.5.4.1   Policy. Pay for temporary additional duties performed at the supervisor's request during an employee's given IBS or IBR Period may be made as a bonus.

7.5.4.2   Approval. Based on written recommendation by the supervisor, prior written approvals by the unit head and Human Resources office are required. (See also UNH V.F.7.5.1.)

7.5.4.3   Documentation. Written justification for the additional temporary duties must be provided by the supervisor. The justification must describe the additional duties and indicate the time period during which the duties will be/were performed.

7.5.4.4   Payment. Pay is a one-time, lump sum payment at the conclusion of the assignment and is without fringe benefits other than those required by state and Federal law, including FICA.

7.5.5   Bonus in Lieu of Continuing Increase

7.5.5.1   Policy. An employee whose IBS or IBR is at the top of the relevant pay range may receive a bonus in lieu of a continuing increase during the annual salary increase process. The bonus amount is not added to the employee's IBS or IBR.

7.5.5.2   Approval. The unit head's written approval during the salary increase process constitutes approval. (See also UNH V.F.7.5.1)

7.5.5.3   Documentation. Salary increase guidelines, provided by the Human Resources Office, specify required documentation. For a bonus in lieu of a merit increase, performance warranting the bonus must be justified in the employee's written job performance review completed by the supervisor.

7.5.5.4   Payment. Pay is a one-time, lump sum payment and is without fringe benefits other than those required by state and Federal law, including FICA.

7.5.6   Bonus for Performance

7.5.6.1   Policy. Performance bonuses may be awarded at any time during the year to employees responsible for or instrumental in a significant body of work that transforms the institution or employing unit, or to employees who have successfully completed special and difficult assignments well beyond the basic job requirements. The bonus amount normally is limited to no more than 7.5% of the employee’s IBS/IBR. Amounts exceeding 7.5% can be awarded if prior written approval is obtained from the President. Funding is the responsibility of the employing unit, although, in exceptional circumstances, an appeal for financial assistance may be submitted to the President.

7.5.6.2   Approval. If the documentation is to be a letter by the supervisor, prior written approvals by the President or relevant Vice President/Vice Provost, and Human Resources officer are required. During the regular salary increase process, the unit head's endorsement constitutes approval. If the amount will exceed 7.5% of the employee's IBS/IBR, the President's written approval is required. (See also UNH V.F.7.5.1.)

7.5.6.3   Documentation. Performance warranting the bonus award must be justified in the employee's written job performance review completed by the supervisor or in a letter by the supervisor when occurring at times other than the annual salary increase process.

7.5.6.4   Payment. Pay is a one-time, lump sum payment given at the conclusion of the recognized performance and is without fringe benefits other than those required by state and Federal law, including FICA. (Contact the Human Resources Office for guidance on appropriate amounts.)

7.5.7   Bonus for Referral

7.5.7.1   Policy. An employee may receive a bonus for referring a non-employee subsequently hired by USNH if the home department has implemented a referral bonus program. Such programs must be approved by the Human Resources Office prior to implementation.

7.5.7.2   Approval. Written approval by the unit head is required prior to payment. (See also UNH V.F.7.5.1.)

7.5.7.3   Documentation. A department using a referral program must have established written procedures and criteria for the program and must maintain documentation for each referral instance.

7.5.7.4   Payment. The pay amount and timing are determined by the department's established procedures and criteria. Pay is without fringe benefits other than those required by state and Federal law, including FICA.

7.5.8   Honorarium

7.5.8.1   Policy. An employee who serves as a distinguished or keynote speaker for a special USNH event, lecture, workshop, or symposium may receive an honorarium. The honorarium amount is non-negotiable and is unrelated to the activity or the employee's IBS/IBR.

7.5.8.2   Approval. Prior written approval by the President or relevant Vice President/ Vice Provost is required. (See also UNH V.F.7.5.1.)

7.5.8.2.1   Exception for Non-Resident Aliens: Due to applicable Federal regulations, any honorarium to a non-resident alien must be pre-approved in writing by the Human Resources Office.

7.5.8.3   Documentation. The administrator engaging the employee for the honored activity must provide written justification for the selection of the employee.

7.5.8.4   Payment. Pay is a one-time, lump sum payment after the activity for which the employee is being recognized and is without fringe benefits other than those required by state and Federal law, including FICA.

7.5.9   Research Subject Pay

7.5.9.1   Policy. An employee may receive pay if the employee voluntarily agrees to participate in a sponsored research project for a USNH component institution and is accepted as a research subject by the project director.

7.5.9.2   Approval. Because the employee's anonymity as a research subject must be maintained, approval by the supervisor is not appropriate. The project director's written approval is sufficient. (See also UNH V.F.7.5.1.)

7.5.9.3   Documentation. The project director's records serve as documentation for the employee's participation in the project.

7.5.9.4   Payment. The pay amount and timing are determined by the project director in advance of employee participation in the project. Payment may be made in cash in accordance with IRS regulations and USNH policies and procedures. Pay is without fringe benefits other than those required by state and Federal law, including FICA.

 


This page last updated January 23, 2013. For information on the adoption and effective dates of policies please see explanation on the OLPM Main Menu.



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