One-Time, Lump Sum Bonus for
Out-of-Unit Administration and Staff

September 2009

From:  Sandy Lovins, Associate Vice President, Human Resources

I am pleased to announce that the University has approved a one-time, lump sum bonus for out-of-unit Administration and Staff employees at the University of South Florida.

Bonus Guidelines

For frequently asked questions about the Out-of-Unit bonus, click here.

USF will grant a one-time, lump sum bonus to all eligible out-of-unit (not otherwise covered by a Collective Bargaining Agreement) Administration and Staff employees. Award amounts will be dependent upon performance as follows:  all employees rated “exemplary” will receive $2,000 (less applicable taxes); those employees rated “commendable” will receive $1,500 (less applicable taxes); and those employees rated “achieves” will receive $1,000 (less applicable taxes).  Eligible employees without an overall rating on file will receive $1,000 (less applicable taxes). The bonus amount will be prorated for part-time employees based on their FTE appointment.  The bonus will be paid on Friday, October 30, 2009 and will not increase the employee’s base rate of pay. Retirement contributions will not be deducted from the bonus.

Vice Presidents and regional institutions are expected to fund the bonuses from existing sources, including contracts, grants and auxiliary funds provided that such salary increases funds are allowable and available in the funding source.   Payments will be distributed from the regular fund source for each employee except for federal stimulus funds.  An alternate combination code must be provided via the spreadsheets sent out under separate cover to each VP and regional institution for any employees receiving a bonus if they are normally distributed to stimulus funds.  Any other employees who should be distributed from another source may also be noted with the proper combination code via the spreadsheets sent to each VP.  Departments or areas with questions regarding budgets or funding should contact their VP’s office or regional institution. 

Eligibility Criteria

In order to be eligible to receive a bonus, an employee must meet the following criteria:

• be an out-of-unit Administration or Staff employee;

• employed by USF on an established position on or before January 2, 2009;

• continuously employed at the time of payment;

• currently have a performance rating of “achieves” or better on his/her most recent evaluation as recorded in the HR system of record on October 7^th (absent a performance evaluation stating otherwise, performance will be considered to be “achieves”).

Employees who have received a notice of dismissal or non-reappointment are not eligible to receive the bonus.  In-unit employees, as well as Temporary/OPS, visiting, emergency and short-term staff (including GAs, TAs, RAs and Adjuncts) and out-of-unit faculty are not eligible to receive this bonus.

Processing of Bonus

The bonuses will be applied automatically by Human Resources without appointment forms.  The process for the bonuses is:

1.  No later than Monday, October 12^th, HR will provide VP areas and regional institutions with a spreadsheet listing of employees believed to be eligible, based on the criteria outlined above, to receive the bonus.

2. All information should be reviewed, and if any employee listed on the sheets is ineligible, a note should be entered in the comments column of the spreadsheet stating the reason for the ineligibility. Spreadsheets should be returned by Friday, October 16, 2009 to Brian Allman at ballman@admin.usf.edu, or sent to Human Resources, SVC 2172, Attn: Brian Allman.

3.  Human Resources will process the bonuses and issue payment to all eligible employees via direct deposit on Friday, October 30, 2009. 

Bonus Processing Deadlines

Monday, October 12th – Lists sent to Vice Presidents and regional institutions for review

Monday, October 12th – Friday, October 16th – VP area/regional institution review of lists

Friday, October 16th – Lists due back to HR

Monday, October 18th – Wednesday, October 21st – HR finalization of revised list

Friday, October 23rd – Payroll processing

Friday, October 30th – Eligible employees receive bonus

Note:  Once your spreadsheet is submitted to HR, if an “eligible” employee leaves the employment of the University prior to October 30, 2009, please notify Human Resources immediately.

If you have any questions, please contact Brian Allman in Human Resources at (813) 974-5384.

Additional information can be found on the HR website here.

October 1, 2009