Extra Service and Also Receives Compensation Policy
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The following policy is applicable to performance of service beyond that normally required by the professional obligation as defined by the individual's performance program.
Extra Service Compensation
Extra service for professional staff, both academic and non-academic, at Purchase College is defined in two ways:
1. Work performed by academic and professional staff in a State payroll agency other than the one to which the employee is regularly assigned.
2. Special assignment performed by academic and professional staff at his or her own campus which is substantially different from an individual's professional responsibilities. Extra service assignments may be performed on the home campus but must be in addition to and must not interfere with the individual's regular responsibilities. These assignments may involve, but are not limited to, teaching, research, and public service. Extra service must be closely monitored. It must be clearly demonstrated that any extra service exceeds that which is normally performed under the employee's regular obligation.
Extra service compensation must not be used in lieu of overtime for employees deemed non-exempt under The Fair Labor Standards Act. Overtime is a continuation of an employee's normal job responsibilities.
All extra service assignments at Purchase College may only be offered subject to the advance approval of the individual's immediate supervisor and the appropriate senior College Officer. Written approval for extra service assignments must be obtained prior to the commencement of additional responsibilities. Extra service performed in advance of such approval will not be compensated. The Board of Trustees granted authority for approval of extra service to the Chancellor, who in turn delegated responsibility for action on individual requests for other than M/C employees to the Chief Administrative Officer of each campus. Extra service for M/C employees requires approval of the Chancellor or his designee.
SUNY compensation for extra service is not to exceed an amount equal to 20 percent of base annual salary in any academic or calendar year. For example, a professional staff member earning a salary of $25,000 may not be paid more than $5,000 for extra service during the course of his or her annual professional obligation. Depending upon the employee's primary State employment status and the nature of the extra service assignment to be performed, certain approvals must be obtained before this campus, or other State payroll agencies are able to pay individuals for extra service. Contact the Human Resources Office for forms and guidance.
Sponsored research performed during the academic year may compensate a participating faculty or staff member with an adjustment in the professional obligation, but should not normally lead to extra compensation. However, sponsored activities with contractually-obligated end products, conducted during the academic year, may compensate a participating faculty or staff member either with an adjustment in the professional obligation or with extra compensation. Any extra compensation, however, must be approved in advance by the Dean and the Provost, and should be built into the contract and specifically approved by the sponsor, with the appropriate Senior College Officer's notified of such provision at the time the project is submitted.
For nine and ten-month academic staff, service with compensation may be performed during the summer. Summer session compensation and professional obligation are spelled out in the normal summer session contract. Other assignments and compensation supported either by college, Research Foundation, or Purchase College Foundation funds may be negotiated and must have the approval of a Dean, where appropriate, and the Provost.
Extra Service - Professional Staff
The following policy is applicable to performance of service beyond that normally required by the professional obligation as defined by the individual's performance program. Extra service for professional staff performed on campus is defined in two ways:
1. Teaching a course may be considered beyond the normal professional responsibility, and thus "extra service" for both part-time and full-time employees when it is:
- Performed entirely outside of their normal work obligation; and
- Performed with the departmental approval normally accorded to part-time or adjunct teaching appointments; and
- Has the approval of the appropriate Senior College Officer or, in the case of M/C staff, of the President in advance of the start of the obligation.
- M/C staff holding continuing academic appointments may occasionally wish to teach as an extension of their professional responsibilities. Such teaching will normally not be considered "extra service" for the purpose of additional compensation.
2. Additional assignments may be considered substantially different from or in addition to an individual's full-time professional responsibilities when it is:
- Performed entirely outside of their normal work day; and
- An assignment that is separate and apart from the employee's normal obligation and not merely an extension of that normal obligation; and
- An assignment that goes beyond meeting the normal operational needs of the department, and
- An assignment that is part-time; and
- An assignment that is temporary; and
- Has the approval of the appropriate Officer or, in the case of M/C staff, of the President in advance of the start of the obligation.
Additional assignments may be considered substantially different from or in addition to an individual's part-time professional responsibilities when it is for a period of time longer than six (6) months. In these cases, the terms of appointment (contract) must be adjusted.
Extra Service - Faculty
The following policy is applicable to performance of service beyond that normally required by the professional obligation. Extra service for faculty performed on campus is defined in two ways:
1. A course may be considered beyond the usual professional responsibility and thus "extra service" when it is:
- a non-credit course, taught in addition to the regular departmental assignment of credit courses; or
- beyond the six course equivalent in teaching duties in an academic year for full-time faculty; or
- less than a full-semester course or part of a full-semester course, taught in addition to the originally contracted responsibilities of a part-time faculty member; or
- taught by a part-time term faculty and is beyond that faculty member's established, typical workload. For a part-time temp faculty, a revised contract is required; or
- private or ensemble music lessons, or
- summer teaching.
2. Additional non-teaching administrative assignments may be considered extra service when it is:
- Performed beyond the scope of normal full-time faculty workload obligation of teaching, advising, professional and scholarly development, and campus and community participation; and
- Has the approval of the appropriate senior College Officer or, in the case of M/C staff, of the President in advance of the start of the obligation.
- Specific, part-time administrative duties assigned to, and voluntarily assumed by instructional faculty during the course of the academic year should be compensated first, by an adjustment in the professional obligation, and second, by extra compensation normally not to exceed the prevailing stipend for department chairs.
Also Receives Compensation
Also Receives Compensation should be used when the work to be performed by the employee is:
1. less than one year
2. substantially different and in addition to an individual’s professional work obligation, and 3. performed during an employee’s normal work shift.
For an assignment expected to be greater than one year, contact Human Resources to review the assignment. Additionally, Also Receives compensation may not be used for employees who are paid on an hourly, fixed rate or biweekly basis. As with Extra Service, employees may only earn up to twenty percent (20%) of their base annual salary within the calendar or academic year as appropriate.
All requests for Also Receives compensation must include an Also Receives Letter of Justification. Also Receives compensation awards for M/C employees require additional approval by SUNY and therefore may result in a payment delay.
Extra Service Funded Via a Research Foundation Grant
As with state funded Extra Service, an employee’s Extra Service compensation funded via a Research Foundation grant is subject to the SUNY Policy that states that compensation for Extra Service is not to exceed an amount equal to twenty (20) percent of an employee’s base annual salary in a fiscal (calendar) year beginning July 1 or academic year beginning September 1, as appropriate.
Changes in an Employees Extra Service or Also Receives Assignment
It is the responsibility of the department that processed the Extra Service request to immediately notify Human Resources of any changes to an employee’s assignment (i.e. change in days, hours, work assignment location/area), or if the assignment ceases before the effective end date listed on the PAF. All notifications must be sent via email to: Ricardo.email@example.com.
These amendments were made to insure our continued compliance with SUNY’s Extra Service and Also Receives Policy and Procedures and the policies outlined by the Office of the State Comptroller and SUNY System Administration.