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Extra Service and Also Receives Compensation Processing Procedures

 

Extra Service and Also Receives Compensation Processing Procedures

1. EXTRA SERVICE COMPENSATION

All requests for Extra Service (ES) compensation must include the following documentation:

*Extra Service compensation awards for M/C employees require additional approval by SUNY and therefore may result in a payment delay.

All forms may be downloaded from the Purchase College HR Forms website.

Extra Service should only be used for an employee when the work to be performed by the employee is; 1) performed entirely outside an employee’s normal work day/shift, 2) substantially different from an individual’s professional work obligation as defined by the employee’s performance program, and 3) must not interfere with the employee’s regular responsibilities. Additionally, SUNY Policy 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.

Note: In those situations where the work to be performed will be performed during an employee’s normal work day/shift, please refer to the “Also Receives” section of this memo.

Letter of Justification

A standardized Letter of Justification has been created for your convenience.  The letter of justification should include the following information:

  • A brief description of the current duties performed by the employee to fulfill their state paid professional obligation, including identification of their regular work schedule (days and hours worked) and current teaching obligation (course # and title, scheduled contact hours/week and credits) (if applicable)
  • A brief description of the duties to be performed as part of the proposed ES assignment, including identification of the Extra Service work schedule (days and hours to be worked). The description must clearly show that the Extra Service assignment is separate and distinct from the work performed as part of the employee’s normal professional obligation.
  • The department head/supervisor requesting the ES/AR assignment (not the employee performing the ES/AR assignment) must initiate and sign (at the top) the letter of justification.
  • The letter of justification must be endorsed (at the bottom) by the employee’s immediate supervisor (not the employee performing the ES/AR assignment).

Personnel Action Form (PAF)

The PAF must indicate the total budgeted amount of Extra Service anticipated to be spent for the entire extra service period as well as the per hour rate. Note: The total budgeted amount must correspond with the submitted schedule for Extra Service work hours to be performed as described in the Letter of Justification. If the employee will be performing new or additional teaching responsibilities, the teaching workload must be identified in the PAF/Courses section.

Extra Service Processing Procedures

Requests for Extra Service compensation should be initiated by the requesting department at least four (4) weeks prior to the performance of Extra Service. However, it is recognized that it is not always possible to submit the Extra Service request within the four week timeframe. In emergent situations where an employee is required to begin an Extra Service assignment sooner, please contact Human Resources for assistance in expediting the approval process.

It should be noted that professional staff cannot receive extra service compensation during their normal professional work obligation period. For example, an employee working during the College’s normal operating hours, Monday through Friday may not receive extra service to teach a course or perform another job function during those days and hours. If the employee were to teach a course or perform another job function during those days and hours, it would be deemed to be double pay for the same hours.

Please note that an employee may only begin working their Extra Service assignment once the PAF has received final approval. Subsequently, in accordance with SUNY Policy, Purchase College may not compensate employees for Extra Service performed prior to departments receiving approval from Human Resources.

Extra Service Payroll Voucher

Faculty/Staff Paid a Predetermined Amount of Compensation

Faculty and staff assigned additional teaching/instructional or non-teaching administrative responsibilities during the academic or calendar year, who are to receive a predetermined amount of compensation during the semester, will not have to submit an Extra Service Payroll Voucher to Human Resources for payment of services rendered under Extra Service.

It is strongly advised that the department submitting a request for Extra Service use and maintain the Extra Service Payroll Voucher as a work-log and supporting documentation for the extra service assignment. The voucher should include the days and times worked and employee’s and supervisor’s signature. The Extra Service Payroll Voucher should be attached to a copy of the Extra Service request (PAF, UP-8 or UP-6, Letter of Justification) and filed in a central departmental file. Since the college is subject to audits by SUNY and OSC, the college may be asked to provide additional evidence that an employee’s extra service assignment was completed, such as a work log, supervisor attestation, or similar supporting documentation. It is the responsibility of the department overseeing the Extra Service work to maintain this supporting documentation

Faculty and Staff paid on an Hourly Basis

Faculty and Staff assigned additional teaching/instructional or non-teaching administrative responsibilities during the academic or calendar year, who are to be paid on an hourly basis, are required to submit an Extra Service Payroll Voucher to Human Resources on a biweekly basis for payment of services rendered under Extra Service.

Extra Service compensation awards will not be made unless Human Resources has received the Extra Service Payroll Voucher

Submission of an Extra Service Payroll Voucher

Extra Service Payroll Vouchers will only be accepted after the request for Extra Service has been approved by Human Resources. All vouchers must include the following information:

• Name of Employee

• Social Security Number

• Department Authorizing Extra Service Claim

• Extra Service Position Title

• Extra Service Begin and End Date

• All actual hours and days worked for the month

• Grand Total of Hours worked for the month

• Encumbrance Summary section

2. 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 the following documentation:

Letter of Justification for Also Receives

*Also Receives compensation awards for M/C employees require additional approval by SUNY and therefore may result in a payment delay.

Letter of Justification

The Also Receives letter of justification should include the following information:

  • A brief description of the current duties performed by the employee to fulfill their state paid professional obligation, including identification of their regular work schedule (days and hours worked) and current teaching obligation (course # and title, scheduled contact hours/week and credits) (if applicable), and
  • A brief description of the duties to be performed as part of the proposed Also Receives assignment. The description must clearly delineate that the proposed Also Receives assignment is a temporary assignment (state period of assignment) and is in addition to the work performed as part of the employee’s normal professional obligation.
  • The department head/supervisor requesting the ES/AR assignment (not the employee performing the ES/AR assignment) must initiate and sign (at the top) the letter of justification.
  • The letter of justification must be endorsed (at the bottom) by the employee’s immediate supervisor (not the employee performing the ES/AR assignment).

Personnel Action Form (PAF)

The PAF must indicate the total budgeted amount of Also Receives anticipated to be spent for the entire period and the effective dates of service. If the employee will be performing new or additional teaching responsibilities, the teaching workload must be identified in the PAF/Courses section.

Also Receives Processing Procedures

Requests for Also Receives compensation should be initiated by the requesting department at least four (4) weeks prior to the performance of services. However, it is recognized that it is not always possible to submit the Also Receives request within the four week timeframe. In emergent situations where an employee is required to begin performing services sooner, please contact Human Resources for assistance in expediting the approval process.

Compensation for Also Receives services performed prior to departments receiving notification from Human Resources will not be processed.

Payment of Also Receives

Once an Also Receives request has been endorsed by Human Resources, payment will be set up that corresponds to the effective dates of service.

3. 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.

4. Changes in an Employee’s 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.espinales@purchase.edu.

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.