OLPM

USY.V  Personnel Policies
(Note: OLPM sections on this page may be cited following the format of, for example, "USY.V.F.7.1". 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

7.   Additional pay

7.1   Definition. Additional pay is extra compensation that is paid to a status faculty or staff member above salary paid as regular budgeted earnings. Faculty and staff benefit contributions are not made on additional pay, except FICA. Some additional pay applies to adjunct staff. In those situations, the applicability is referenced under the specific type of additional pay. There are three categories of additional pay which may be either inside or outside the regular appointment period: Hourly-based for Services, Salary-based for Services, and Additional Pay for Recognition (described in USY V.F.7.3, 7.4, and 7.5). Appointments which may involve additional pay are also referenced in USY V.C.6. Some additional pay applies to non-status staff. In those situations, the applicability is referenced under the specific type of additional pay.

7.2   Conditions for Review and Approval of Additional Pay

7.2.1   All categories of hourly-based additional pay for services (USY V.F.7.3) require prior approval by the status position supervisor as well as those approvals noted in the particular policy section below. Campus policy may dictate additional procedures as well as specify that some on-going payments, such as shift differential, need not be approved at each event or each pay period.

7.2.2   All categories of salary-based additional pay for services (USY V.F.7.4) shall be subject to an approval process determined by campus policy which shall include the following:

7.2.2.1   At a minimum, the supervisor shall be made aware of all such additional payments, and policy may require prior approval.

7.2.2.2   Categories of pay inside the appointment period, described in USY V.F.7.4.2 and 7.4.4, shall require prior approval by the supervisor and at least one of the following offices: the Office of the President, the appropriate Vice President, or the Human Resources Office, or their designees as determined by campus policy or procedure. Campus policy may also require additional approvals, such as those by the Office of Sponsored Research.

7.2.2.3   Categories of pay outside the appointment period, described in USY V.F.7.4.1 and 7.4.3, will have approval processes described by campus policy. A single approval may be sufficient.

7.2.3   Categories of additional pay for recognition (USY V.F.7.5) shall have approval processes determined by campus policy. That approval process must include at least one central campus administrative office. Campus policy may also require additional approvals such as those by the Office of Sponsored Research.

7.2.3.1   Exception. Longevity (USY V.F.7.5.6) shall require only a review of the calendar years of service by the campus Human Resources Office.

7.2.4   Other conditions. Any approvals for additional pay within the appointment period described in USY V.F.7.4.2 and/or 7.4.4 must include documentation that the payment is for services performed outside the duties and responsibilities of the staff member's classification. In the case of Principal Administrators, Academic Administrators, Librarians, PATs, Extension Educators and Operating Staff, the absence from the regular job duties shall be accounted for through the use of documented vacation/earned time or other such appropriate arrangements made and documented with the supervisor in advance. Furthermore, any additional pay for Principal Administrators requires advance approval of the Executive Committee of the Board of Trustees.

7.3   Hourly-based Additional Pay for Services for adjunct appointments. In addition to approvals noted in the sections below, all categories of non-exempt additional pay for services require prior approval by the supervisor as noted above in USY V.F.7.2.

7.3.1   Overtime Pay. Time worked, by status and adjunct staff, in excess of 40 hours in any week is paid at one and one-half times the regular rate of pay (USY V.F.7.3.1.1). The hours worked in all jobs must be paid by the hour and combined for calculation of overtime. The only exception is when the additional job is teaching a credit course. For staff members who work a 7.5 hour day or a 37.5 hour work week, the first 2.5 hours per week are paid at their base hourly rate. For status staff, a paid holiday leave day is counted as a day worked for the purpose of computing overtime pay.

7.3.1.1   Regular Rate of Pay. Determination of regular rate of pay for the purpose of complying with FLSA requires that certain types of salary increments be included with the base rate when computing the regular rate of hourly pay for overtime purposes. These increments are shift differential, weekend differential, longevity and stand-by pay, as applicable.

7.3.1.2   Pay for Scheduled Work on a Holiday. Status staff members who, prior to the holiday, are scheduled to work on an authorized holiday are paid at one and one-half times the base rate for all hours worked (see USY V.A.4.9.2) in addition to their paid holiday leave.

7.3.1.2.1   Pay for Call-in on Holidays. Status staff members who were not scheduled to work on an authorized holiday, but who do so at the request of their supervisor, are compensated at double the base pay rate for the hours worked with a guaranteed minimum of three hours. This compensation shall be in addition to any holiday leave pay they would have received without working.

7.3.1.3   Compensatory Time. If permitted by campus policy, compensation for overtime for status Operating staff members may be in the form of compensatory time off in lieu of a monetary payment. Such compensatory time will be at one and one-half hour for each hour of overtime worked in excess of 40 hours in one week. For staff members who work a 7.5 hour day or a 37.5 hour work week, compensatory time off for the first half hour of extra work per day, or the first 2.5 hours per week will be at an hour-for-hour rate. Compensatory time may only be applied to status appointments and may not be applied if the overtime is a result of a staff member having both a status and adjunct appointment.

7.3.1.3.1   Agreement. Compensatory time must be the result of a mutual agreement between the staff member and supervisor prior to the performance of the work without any coercion or pressure by the supervisor.

7.3.1.3.2   Accumulation. In general, staff members may accumulate up to 240 hours of compensatory time with the exception of those engaged in public safety work who may accumulate 480 hours as applicable. Since compensatory time may not be carried from one fiscal year to another, staff members should be permitted to take accumulated compensatory time off within a reasonable period of time after the overtime is worked.

7.3.1.3.3   Monetary Payment. Compensatory time will be paid off in cash prior to or on June 30 of each year. If a staff member terminates or transfers to another department, cash payment will be made for accumulated compensatory time based either on the average regular rate of pay over the last three years or the final regular rate of pay, whichever is higher.

7.3.1.3.4   Records. Unless otherwise specified by the institution, the supervisor is responsible for maintaining records. Records of compensatory time must be maintained and preserved to include:

  • Number of compensatory hours earned each work week by each employee
  • Number of compensatory hours used each work week by each employee
  • Number of hours of compensatory time paid in cash
  • For law enforcement personnel, an indication of the work week period for each employee

7.3.2   Stand-by Pay. Compensation paid to those status and adjunct staff members who are specifically required in writing by their supervisors to restrict their travel and consumption of alcoholic beverages during non-working hours. The purpose of such restrictions is for the institution to be able to provide an immediate and safe response to any emergency situations. Such payment is limited to operations that are designated as essential services by the institution.

7.3.2.1   Monetary Payment. Stand-by compensation is paid on a per hour basis at a rate determined by the decision of each component institution within a range established by USNH Human Resources, to a maximum of $30 per day.

7.3.2.2   Guidelines. The receipt of stand-by compensation is not contingent upon being asked to come in to work since the staff member is being compensated for the inconvenience factor. However, if requested to come in while on stand-by, the staff member shall be paid his/her base hourly rate for the time actually worked plus overtime when appropriate with a guaranteed minimum of two hours. If the work is performed via teleworking from home, the hours worked are paid and overtime applied as appropriate, but the two-hour minimum is not applicable. In all instances, stand-by compensation will also be included.

7.3.3   Callback Pay. Compensation paid to a status or adjunct staff member who is called back to work after having completed scheduled work hours and at a time which precedes the start of the next regular working day. This pay compensates an employee for the inconvenience of leaving her/his residence to return to work and returning to her/his residence after completion of the required tasks.

7.3.3.1   Monetary Payment. Compensation for callback to work is one and one-half times the base pay rate for the hours worked with a guaranteed minimum of three hours pay. If the work is performed via teleworking from home, the hours worked are paid at one and one-half times the base pay rate, but the three-hour minimum is not applicable.

7.3.3.1.1   Exception. If a staff member is called back to begin work before her/his normal shift time and continues working into her/his regular shift, compensation for such work is not considered to be callback pay, and normal overtime policies will apply.

7.3.4   Shift Differentials. Extra compensation paid to status staff members who are assigned by their department to work shift hours (as defined below) as part of their base work week hours. Shift differentials will apply to basic work hours assigned to the following time frames:

7.3.4.1   Second shift which commences anytime at/or after 3 p.m., or before 8 p.m. Payment will include an increase of $.30 per hour in addition to the base hourly rate. (Note: The shift payment rate for the entire shift is determined by the beginning time of the shift.)

7.3.4.2   Third shift which commences any time at/or after 8 p.m. or before 4 a.m. Payment will include an increase of $.35 per hour in addition to the base hourly rate. (Note: The shift payment rate for the entire shift is determined by the beginning time of the shift.)

7.3.4.3   Weekend shift which occurs when a staff member works on Saturday or Sunday as part of his/her base work hours. Payment will include a weekend differential of $.25 per hour in addition to the base hourly rate. Second or third shift differentials as outlined above will also be paid when applicable. (Note: Weekend work hours are defined as Friday midnight through Sunday midnight.)

7.3.4.4   Adjunct staff, including student workers and tipped wait staff, is not eligible for mandated shift as described above. Hourly and non-continuing staff may be hired at hourly rates which reflect the impact of recruiting for difficult shift periods.

7.3.5   Pay for Adjunct Hourly Appointments. The pay rate is determined by the type of adjunct appointment (see USY V.C). It is expected that the hours worked in the adjunct appointment will be outside the status staff member's normal work hours/day. If the work occurs during the staff member's regular work day, the staff member may, only with the concurrence of the supervisor, perform the adjunct work during the regular work day and either use earned time/vacation leave or make up the hours through a documented agreement with the supervisor.

7.3.6   Pay in lieu of holiday leave. When a designated holiday falls on a full-time status operating staff member's regularly scheduled day off, s/he may take the same number of holiday hours off with pay during the same or following week; or, if approved by the supervisor, collect the value of the holiday at the staff member's regular rate as additional compensation (for percent-time staff see USY V.F.5.2.2.1). Such payment is not counted as time worked for FLSA overtime purposes.

7.3.6.1   When status staff members, such as dining or other service staff, are temporarily laid off because of an academic break period containing a designated holiday, such as Thanksgiving or Christmas, and are recalled immediately following the break, they may collect holiday pay only if they worked or were on approved paid absence on the last scheduled work day before and first scheduled work day after the break.

7.4   Salary-based Additional Pay for Services -- by Event, Project, or Course. All categories of exempt additional pay for services shall be subject to an approval process as outlined in USY V.F.7.2 (See also USY V.D.7.1-10).

7.4.1   Faculty Non-appointment Period Supplemental Payments. Compensation for teaching or services for an event or project which occurs outside the faculty member's base appointment period.

7.4.1.1   Faculty Supplemental Pay. Pay for work on a sponsored project, administrative stipend (summer only), or other activities that are performed outside the faculty member's academic year appointment dates. Time and pay limitations are determined by system/campus policy and, where applicable, collective bargaining agreements and/or sponsor regulations for sponsored projects (see UNH V.F.7.3.6).

7.4.1.2   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. Time and pay limitations are determined by system/campus policy and, where applicable, collective bargaining agreements and/or sponsor regulations for sponsored projects (see UNH V.F.7.3.5).

7.4.2   Faculty Supplemental Pay during the Appointment Period. Compensation for teaching or providing services for an event or project that is not included in the regularly assigned workload of the faculty member. This includes teaching overload courses in the faculty member's academic division, teaching for Continuing Education, institutes and all other USNH institutions, or work on sponsored projects, which occur during the faculty member's academic or fiscal year appointment period. Time and pay limitations are determined by system/campus policy and, where applicable, collective bargaining agreements and/or sponsor regulations for sponsored projects (see UNH V.F.7.3.6).

7.4.2.1   Faculty Administrative Stipend. Pay for administrative services performed, such as acting appointments, department/program chair, center/program director, and special projects assigned as overload. Time and pay limitations are determined by system/campus policy and, where applicable, collective bargaining agreements and/or sponsor regulations for sponsored projects (UNH V.F.7.3.2).

7.4.3   Payment for Staff Work Outside the Normal Appointment Period. Compensation made for services rendered to USNH which are not included in the duties and responsibilities as outlined in the staff member's classification and which are performed outside the staff member's normal work period (e.g. outside daily work period, weekends, outside the flex appointment).

7.4.4   Payment for Staff Work Inside the Appointment Period. Compensation made for services rendered to USNH which are not included in the duties and responsibilities as outlined in the staff member's classification, and which are performed inside the staff member's normal work period.

7.5   Additional Pay -- Recognition, Recruitment, Other. These categories of additional pay shall have approval processes as described in USY V.F.7.2.

7.5.1   Bonus. Compensation awarded to status and adjunct faculty and staff to recognize contribution, extraordinary effort, attainment of skills at the end of an introductory period, or for assuming for a period of time extra duties which are not included in the duties and responsibilities as outlined in the staff member's classification.

7.5.2   Compensation in Lieu of Reimbursement -- Only for Faculty, Extension Educators, PATs, Academic Administrators and Principal Administrators. Compensation paid a faculty or exempt staff member as part of a recruiting effort intended to provide payment for items such as relocation costs that may not be eligible for direct reimbursement under IRS and/or USNH guidelines. (Information regarding the transition payment form can be found on the USNH Financial Services website.)

7.5.3   Acting Appointment Stipend. Compensation paid to a staff member who assumes some higher level responsibilities of a vacant position for a period of time, typically a period of six months or less, while retaining the benefits and a significant portion of the duties and responsibilities of his/her status position. (See also "bonus" (USY V.F.7.5.1) and "interim appointment" (USY V.F.8.6))

7.5.4   Temporary Upgrade. A temporary upgrade is for a period of six months or less and may occur when a staff member is temporarily assigned duties and responsibilities that clearly exceed the established duties and responsibilities of the classification of his/her status position. Such action may include a change in title and/or the need for additional compensation. The payment of compensation may be made during the period of the temporary assignment or may be in the form of a bonus at the end of such service.

7.5.5   Temporary Increase in Percent Time. A temporary increase in percent time is for a period of six months or less and occurs when a staff member is temporarily assigned an ongoing increase in hours/days of work. Compensation for the extra time worked, based on the staff member’s regular hourly/annual rate, will be provided during the period of the temporary increase in percent-time.

7.5.6   Honorarium. An honorarium is an award that may be provided to a status or adjunct faculty or staff member by the University System as a token of its appreciation and is often associated with the faculty/staff member serving as a distinguished or keynote speaker for a special lecture, symposium, or workshop. Honoraria are compensated by a one-time, non-negotiable cash payment to a recipient and are unrelated to the faculty/staff member's base rate of pay. (See USNH Financial Policies and Procedures for specifics regarding payments and taxes, http://finadmin.usnh.edu/pol_proc/chapter_08/pro08-008.aspx)

7.5.6.1   Honorariums for Non-resident Aliens. Due to strict federal regulations related to non-resident aliens, any honorarium to a non-resident alien must be pre-approved by the campus Human Resources Office or its designee.

7.5.7   Award. A one-time payment to a faculty/staff member awarded by the institution in recognition of special achievement. (See USNH Financial Policies and Procedures for specifics regarding payments and taxes, http://finadmin.usnh.edu/pol_proc/chapter_08/pro08-008.aspx) (For non-cash awards, see USY V.F.10.4.4).

7.5.8   Longevity Pay -- Applicable only to status Operating Staff with current status employment start dates prior to July 1, 2011. An extra pay increment awarded to status hourly staff to recognize length of service to the University System. To conform to FLSA regulations, longevity payments are included in the regular rate for the purpose of computing overtime.

7.5.8.1   Increments. Longevity increments for operating staff are 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%

7.5.8.2   Determination of Length of Service. For longevity purposes, a year of service will be equal to a calendar year of status employment, i.e. 12 consecutive months from date of hire equals one calendar year. If an employee held a status flex-year appointment of 75% for 10 years, the total years of service for longevity purposes would be 10 years.

7.5.8.3   Calculation of Longevity Increment. The longevity increment, awarded each pay period, is calculated by multiplying the base pay for that pay period by the longevity percentage.

7.5.8.4   Beginning Accrual. Length of employment will start from the first day of status employment of at least 75% time.

7.5.8.5   Effective Date. Longevity increments shall be effective on the staff member's anniversary date of status employment.

7.5.9   Payment of Accrued Earned Time and Vacation/Personal Leave. Any Earned Time and vacation/personal leave paid at retirement, termination, or paid as a result of a status change, such as from exempt to non-exempt, or a policy exception, is considered additional pay. (See USY V.A.4.10.7 & 4.10.8 for Earned Time and USY V.A.4.11.6 & 4.11.8 for exempt staff.)

 

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This page last updated February 25, 2014. For information on the adoption and effective dates of policies please see explanation on the OLPM Main Menu.



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