(Note: OLPM sections on this page may be cited following the format of, for example, "PSU.V.F.10.1.1". 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.)
NOTE: Any approvals for supplemental pay within the appointment period described in section PSU V.F.10.2.2, 10.2.4 and/or 10.2.6 must include documentation that the payment is for services performed outside the regular job description and responsibilities. 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. Any supplemental pay for Principal Administrators requires advance approval of the Executive Committee of the Board of Trustees.
10. Types of Salary not Included in Base Salary
10.1 Hourly-based Supplemental Pay for Services
10.1.1 Compensatory time. If allowed by campus policy, compensation for overtime may be in the form of compensatory time off in lieu of cash payment. Such compensatory time will be at one and one-half hour for each hour of overtime worked either in excess of eight hours in any one day or 40 hours in one week.
10.1.1.1 Agreement. If compensatory time is taken, it 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.
10.1.1.2 Accumulation/usage. 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. Any comp time balance will be added to an employee’s earned time record. When an employee takes time off and has a comp time balance, the comp time will be absorbed first before earned time hours are deducted. Comp time hours taken do not apply to an employee's minimum usage of earned time.
10.1.1.3 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 average regular rate of pay over the last three years or the final regular rate of pay, whichever is higher.
10.1.1.4 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 workweek by each employee
- Number of compensatory hours used each 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
10.2 Exempt Supplemental Pay for Services—by Event, Project, or Course
10.2.1 Faculty Summer/Non-appointment Period Payments. Compensation for teaching or research appointment which occurs during the summer or other nonacademic year period. Approval from the Vice President of Academic Affairs (VPAA) or designee is required for this type of supplemental work.
10.2.2 Faculty Overload Payments. Compensation for teaching extra courses within the faculty member's academic division which occur during the faculty member's academic or fiscal year appointment period. Approval from the VPAA or designee is required for this type of supplemental work.
10.2.3 Faculty Chair Pay. Compensation for services performed as a departmental chair. Approval from the VPAA or designee is required.
10.2.4 Faculty Additional Pay During the Appointment Period. Compensation for services including teaching, research, and consulting that is not included in the regularly assigned workload of the faculty member. This includes work for Continuing Education, institutes and all other USNH institutions, which occur during the faculty member's academic or fiscal year appointment period. This requires VPAA or designee approval plus an acknowledging signature by the supervisor of the operating unit where the supplemental work will be performed.
10.2.5 Payment for Staff Work outside the Appointment Period. Compensation made for services rendered to USNH which are not included in the regular work assigned and which are performed outside the staff member's normal work period (e.g. weekends, outside the flex appointment). This activity requires the signature by the supervisor of the operating unit where the supplemental work will be performed.
10.2.6 Payment for Staff Work inside the Appointment Period. Compensation made for services rendered to USNH which are not included in the regular work assigned and which are performed inside the staff member's normal work period. For academic supplemental appointments, approvals are required by the employee's supervisor and the VPAA or designee. For nonacademic supplemental appointments, approvals are required by the employee's supervisors (for both the regular and supplemental appointments) and the Human Resources Office. Documentation is required to indicate how the employee will address usual workday responsibilities occurring while the supplemental work is performed.
10.3 Supplemental Pay—Recognition
10.3.1 Bonus. Compensation awarded to recognize extraordinary effort or contribution. Proposals for bonuses should be in the form of a written memo, approved by the appropriate Principal Administrator and forwarded to Human Resources for review and recommendation. The President must also approve proposals for bonuses.
10.3.2 Honorarium. An honorarium is an award for a service provided to the University System for which no fee is charged but for which the University wishes to show a token of its appreciation. Honorariums are usually associated with such services as lectures, seminars or workshops. Honorariums are compensated by a one-time non-benefits eligible cash payment to a recipient who may or may not be an employee of the University System. For non-employees, honorariums are processed via a special form through the Accounts Payable department; in this case, an account custodian or supervisory signature is required. For employees, honorariums are processed through the PSU payroll operation in Human Resources; these transactions require principal administrator authorization.
10.3.3 Award. A one-time payment to a faculty/staff member awarded by the institution in recognition of special achievement. Awards are processed by the Human Resources payroll operation and require a letter of approval by the President.
