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Home » Forms, Policies & Reports » Policy Library » PVAMU Administrative Procedures » Budget & Payroll » Supplemental Payroll Payments

Budget & Payroll

20.05 Supplemental Payroll Payments

Issued: May 15, 1998
Updated: October 15, 2001
Updated: January 2, 2002

1. Definition

Supplemental Payroll payments consist of payments not paid through the normal Form 500
process. A listing of the authorized types is included in the table below.

2. Authorizations and Requirements

Type	Description	Eligibility	Approvals	Forms
1. Compensable Internal Consulting	1. Expert Advice 2. Not otherwise available within dept. or program 3. Clearly outside normal duties of individual 4. Provided on a one-time or intermittent basis 5. Contributes to effective operation of University 6. Services provided to dept other than employing dept. 7. Beyond professional courtesy.	Faculty	Dept. Head Dean/Director Provost VPFA HR Director President	1. Payroll Adjustment Form 2. Request for Supplemental Pay
2. Overtime Pay	1. Work in excess of normal 40hour workweek 2. Performed by full-time, budgeted employee or part-time employee holding several jobs	Staff (Non-exempt)	Dept. Head Dean/Director Applicable VP VPFA	1. Payroll Adjustment Form 2. Supporting Time Sheets
3. Omissions from Regular Payroll	1. Employee already hired via Form 500 process 2. Dept. Failed to process paperwork for regular payroll	Temp. Hire Student	Dept. Head Dean/Director Applicable VP VPFA	1. Payroll Adjustment Form
4. Supplemental Payments	1. Work clearly outside employee's normal duties. 2. Work performed outside employee's normal work hours. 3. Work consists of additional duties. 4.Work performed for department other than employing department	Faculty Staff	Dept. Head Dean/Director Applicable VP VPFA HR Director President	1. Payroll Adjustment Form 2. Request for Supplemental Pay
5. Dock Pay	1. Employee absent from work without adequate leave balance 2. Employee absent from work without obtaining prior approval 3. Disciplinary action	Faculty Staff	Dept. Head Dean/Director Applicable VP VPFA	1. Payroll Adjustment Form
6.Interim Pay	1. Employee performs duties of position with greater responsibilities on an interim basis 2.Employee performs additional duties on a temporary basis for employing department.	Faculty Staff	Dept. Head Dean/Director Applicable VP VPFA	1. Payroll Adjustment Form

3.Funding Source Limitations

Supplemental Payroll payments paid from grant or contract funds are subject to the following limitations:

3.1 The Principal Investigator may not receive a supplemental payment from their grant or contract. The acceptance of the grant or contract by the University makes the duties on the grant or contract part of the Principal Investigator's duties and thus, they do not meet the criteria for supplemental payments. A portion of the Principal Investigator's base salary should be paid from the grant or contract.

3.2 In the event a faculty member is paid partially from a grant or contract and then required to teach an extra course, the faculty member may receive an overload payment from faculty salaries (StateFunds). For example: A faculty member works 25% effort on a grant and is asked to teach 12 semester credit hours for the semester. The faculty member's base pay should be paid 25% from the grant and 75% from State funds. Additionally, the faculty member may be paid for the 3 SCH's of teaching overload.

3.3 The activity performed on the grant or contract must be an allowable direct expense. For most Federal grants and contracts, secretarial/clerical support is not an allowable direct expense, since it falls within the definition of an indirect cost. Exceptions to this are allowed when the expense is specifically approved in the grant.

3.4 The work performed on the grant must be clearly defined tasks or activities and should be one-time or intermittent.

4. Procedures

4.1 For Compassable Internal Consulting or Supplemental Payments (as defined in above table), the requesting department must complete the Request for Supplemental Pay Form (Attachment 1) and obtain the required approvals before authorizing the employee to perform the work. [Note: The Supplemental Pay Form is not required for other types of Supplemental Payroll Payments.]

4.2 Payment of authorized Supplemental Payroll Payments must be initiated with a Payroll Adjustment form, supported by Request for Supplemental Pay Form or time sheets (as applicable).

4.3 Approved Payroll Adjustment forms are forwarded to the Payroll Office for processing on the next bi-weekly payroll.

Contact: Assistant Manager of Budgets and Payroll