Policy Library 1 Camino Santa MariaSan Antonio, TX 78228 +1-210-436-3011 Policy Library logo William Joseph Chaminade St. Mary's University, Texas
Official policies of St. Mary's University

Additional Pay for Additional Duties

Approver(s):

Executive Council

Authorizes release:

Vice President for Administration and Finance

Responsible office:

Finance Office

Review cycle:

Annually or as required

Adopted:

June 2015

Last update:

April 2017

Next review:

June 2017

Overview

These guidelines were created to help insure that supervisors, the area Vice President, and the President are aware and approve of staff members providing additional duties to the University. In addition, it is intended to provide direction so the University remains in compliance with FLSA (Fair Labor Standards Act) requirements in regards to paying hourly staff for additional duties performed. Note: These guidelines do not apply to employees classified as faculty.

Full-time hourly/semi-monthly (non-exempt) staff:

Duties not included in or contemplated by the employee’s job description are generally temporary assignments for six months or less. Hourly staff may teach courses only when needs cannot be met through adjunct or faculty overload arrangements, and provided the immediate supervisor, area vice president and/or the President approve. Such arrangements may be more expensive as non-exempt staff members are compensated at overtime rates to meet FLSA requirements. Additional pay to non-exempt employees is over and above the 40-hour workweek, and is therefore paid at 1.5 times their regular hourly rate. In addition, hours worked performing any additional duties (including time spent in the classroom and preparing for the course) must be tracked and reported to ensure proper payment for overtime. Also, if the work occurs during established hours of the primary job the employee must use vacation time. Once approvals are obtained using the Request for Additional Duty Pay form, the department requesting the services can complete a Personnel Action form, attach the Request for Additional Duty Pay form, and submit both forms to the Office of Human Resources for processing.

Full-time salaried/monthly (exempt) staff:

Administrative and professional salaried staff may perform additional duties provided the requirements listed below are met for the given circumstance.

  • Teaching a course
    • Provide the course number and duration of the course and describe why the need cannot be met through adjunct or faculty overload arrangements.
    • If class is during established hours of the primary job, vacation must be used.
    • Approval from immediate supervisor, area vice president, and/or the President.
  • Recurring expectations for external events
    • Provide the facts and circumstances regarding the external event along with documentation showing the revenue source from the event.
    • If event is during established hours of the primary job, vacation must be used.
    • Approval from immediate supervisor, area vice president, and/or the President.
  • Other-non recurring duties-for rare occasions when additional help is required.
    • Provide the facts and circumstances regarding the required duties along with budget source.
    • If work is required during established hours of the primary job, vacation must be used.
    • Approval from immediate supervisor, area vice president, and/or the President.

The Request for Additional Duty Pay form should be used for these requests. It is available in the Office of Human Resources. If approved, the department requesting the services should complete a Personnel Action form, attach the Request for Additional Duty Pay form, and submit both forms to the Office of Human Resources for processing.

Volunteer activities during established hours of the primary job:

Occasionally, opportunities may arise for staff to represent the University as a volunteer during established hours of the primary job. Employees in good standing may participate with pay upon recommendation of the supervisor and approval of the area Vice President or President, provided needs of the University allow absence from the primary job.  Participation in such opportunities are limited to eight hours per day for hourly staff, and two days per fiscal year for all staff.

©2017. All rights reserved.