Dual Compensation/Extra State Compensation

EXTRA COMPENSATION

(DUAL COMPENSATION)

Certain Employment Situations Require Approval for Extra Compensation:

There are two employment situations that require approval for extra compensation (previously referred to as dual compensation) in order to process the appointment:

	Employment of a USF employee with a second USF employer in excess of the established FTE for the position
	Employment of a USF employee with a second USF employer when the compensation is simultaneously from salary appropriations and non-salary appropriations (e.g., appointment to a non-OPS position and an OPS appointment at the same time)

Whenever an appointment meets one of these two situations, the Request for Approval of Extra Compensation must be completed and submitted to Human Resources/Employment Center with the appointment paperwork.

This procedure applies to Faculty, Administration, and Staff employees, except as specifically provided below for Faculty employees.

An OPS appointment that is approved for Extra Compensation will have the same job code, Employee Class (Appointment Modifier), and Administrative Code as the employee’s primary job. Once entered into GEMS, the appointment can be identified as Extra Compensation by the Salary Administration Plan (Pay Plan) 01.

The Procedure:

BEFORE THE EMPLOYEE BEGINS WORK, the Secondary Employer completes the Extra Compensation Request and obtains all the required signatures

The Secondary Employer (employer with the temporary job or later hire date) is responsible for completing the form, except as noted below:

1

Enter the employee's name exactly as it appears in GEMS or, if a new employee, exactly as it appears on the employee's Social Security card

2

Enter the employee's Employee ID number from GEMS or, if a new employee, the Social Security number

3

Enter the appropriate Campus, the College/Division, the Department/Unit and the GEMS account code; enter the work schedule: the days and timeframe the employee works (e.g., M-F, 8AM - 5PM).

4

Enter the appropriate Campus, the College/Division, the Department/Unit and the GEMS account code; enter the appropriate source for the pay (salary, OPS, or expense); enter the work schedule: the days and timeframe the employee is expected to work (e.g., M-F, 7PM - 10PM). If the hours of the second job overlap with the hours for the primary job, the employee must provide a written explanation of how the secondary job will not interfere with the primary job (e.g., using accrued leave or taking an unpaid leave of absence).

5

Select the appropriate reason for the extra compensation.

6

Select the appropriate type of work to be performed and complete the information requested for that type of work.

7

Enter the secondary employment begin and end dates, and the total payment.

8

Enter the appropriate answer regarding outside activities. ("Outside Activity" means any employment, private practice, private consulting, service on boards or commissions, or any other activity, which is not part of the employee’s University duties and for which the University does not provide compensation.)

9

If the source of funding is from a grant or a contract, forward the request to the Division of Sponsored Research for certification that the extra compensation is allowed by the sponsoring agency and meets OMB Circular A-21. The Division of Sponsored Research should return the completed request to the Secondary Employer.

10

The Secondary Employer completes and signs section 10 and forwards the request to the Primary Employer with a copy of the appointment paper. Note: When appropriate to the category of employee performing extra employment, the Secondary Employer is responsible for any overtime compensation that must be paid as a consequence of work in excess of 40 hours in the workweek.

The Primary Employer completes and signs section 11, and then returns the form to the Secondary Employer

The Secondary Employer has the Employee complete and sign section 12 and return the request

Faculty Extra Compensation:

Effective 8/7/2002, Academic Affairs created a Faculty Extra Compensation Policy and Faculty Extra Compensation Procedure, in addition to the University procedure, and eliminated the use of overload payments.

Almost all jobs that are in addition to a faculty member's regular salaried position must be approved for extra compensation and paid through the regular appointment process using OPS funds. The Non-Recurring Compensation process may only be used to compensate faculty when the criteria in the Faculty Extra Compensation Policy and Faculty Extra Compensation Procedure are met. Before allowing an employee to work on an assignment that you expect to pay through Non-recurring Compensation, check with your HR Representative to ensure that it is an appropriate method of payment for the work performed.

BEFORE THE EMPLOYEE BEGINS WORK, the Secondary Employer completes the Extra Compensation Request and obtains all the required signatures
	The Secondary Employer (employer with the temporary job or later hire date) is responsible for completing the form, except as noted below:
	1	Enter the employee's name exactly as it appears in GEMS or, if a new employee, exactly as it appears on the employee's Social Security card
	2	Enter the employee's Employee ID number from GEMS or, if a new employee, the Social Security number
	3	Enter the appropriate Campus, the College/Division, the Department/Unit and the GEMS account code; enter the work schedule: the days and timeframe the employee works (e.g., M-F, 8AM - 5PM).
	4	Enter the appropriate Campus, the College/Division, the Department/Unit and the GEMS account code; enter the appropriate source for the pay (salary, OPS, or expense); enter the work schedule: the days and timeframe the employee is expected to work (e.g., M-F, 7PM - 10PM). If the hours of the second job overlap with the hours for the primary job, the employee must provide a written explanation of how the secondary job will not interfere with the primary job (e.g., using accrued leave or taking an unpaid leave of absence).
	5	Select the appropriate reason for the extra compensation.
	6	Select the appropriate type of work to be performed and complete the information requested for that type of work.
	7	Enter the secondary employment begin and end dates, and the total payment.
	8	Enter the appropriate answer regarding outside activities. ("Outside Activity" means any employment, private practice, private consulting, service on boards or commissions, or any other activity, which is not part of the employee’s University duties and for which the University does not provide compensation.)
	9	If the source of funding is from a grant or a contract, forward the request to the Division of Sponsored Research for certification that the extra compensation is allowed by the sponsoring agency and meets OMB Circular A-21. The Division of Sponsored Research should return the completed request to the Secondary Employer.
	10	The Secondary Employer completes and signs section 10 and forwards the request to the Primary Employer with a copy of the appointment paper. Note: When appropriate to the category of employee performing extra employment, the Secondary Employer is responsible for any overtime compensation that must be paid as a consequence of work in excess of 40 hours in the workweek.
	The Primary Employer completes and signs section 11, and then returns the form to the Secondary Employer
	The Secondary Employer has the Employee complete and sign section 12 and return the request