This policy delineates a consistent procedure for making supplemental payments to full-time, benefit eligible employees with assignments outside their primary duties and to regular, benefit-eligible faculty teaching adjunct or with overload assignments; clarifying supplemental pay practices for supervisors and employees; empowering supervisors to manage efficiently and effectively supplemental payment requests; providing transparency of the supplement pay process; creating a well-defined and sound pay practices and procedures; defining methods of payment for services beyond primary job duties,assignments and/or responsibilities, and simplifying present employee payment processes.

UVU has a systematic process, using Personnel Action Forms (PAFs) and Semester Appointment Forms (SAFs), for making supplemental payments to employees with assignments outside their primary duties and to faculty teaching adjunct or with overload assignments, using stipends, lump sums, and/or time input as methods of payment.

1. In order to provide a systematic process for handling stipend, lump sum, and time input, Personnel Coordinators and/or Supervisors will:
   1. Determine if the payment represents supplemental pay for a salaried, benefit-eligible employee or faculty teaching adjunct or with an overload assignment.
   2. Determine the appropriate employment category of the employee (e.g., early retiree, adjunct faculty, faculty summer pay, etc).
   3. Determine the correct pay type for the employee's category (e.g., stipend, lump sum, or time input).
   4. Complete a SAF for the faculty teaching adjunct or with an overload assignment; OR complete a PAF for all other employees.
   5. Submit a completed PAF or SAF to Human Resources for processing.
2. The following employee types will be paid a stipend by checking the stipend box on a PAF:
   1. Additional Duties and/or On-Going Assignments: A stipend is used to pay nonexempt, salaried employees for additional duties and/or on-going assignments outside of the employee's primary job duties as documented in the institution's official job description. Stipend amounts must be calculated and paid in compliance with the requirements of the FLSA (hourly rate/overtime rate on a per hour basis).
   2. Early Retirees: The stipend amount and duration must be in accordance with UVU's Early Retirement Policy (see UVU Policy C-8.1).
   3. Faculty Scholarly Work: These assignments are paid by using either a stipend or lump sum on a PAF.
   4. Faculty, Summer "Administrative" Duties: A stipend is used to pay regular, salaried, benefit-eligible faculty who are assigned administrative duties during the Summer. The stipend will be calculated as a daily rate for "extra days."These stipends may be reflected on a faculty member's letter of appointment and/or may be processed as a stipend via the Personnel Action Form (SAFs should not be used for Faculty "Administrative" Duties).
   5. Interim, position-based assignments for salaried, benefits eligible employees: The stipend amount must be the calculated hourly rate difference between the employee's primary employment classification rate and the interim classification rate multiplied by the number of hours for the interim assignment. The employee retains their primary employment classification (i.e., exempt or nonexempt) during an interim assignment.
   6. Position-based stipend for exempt, salaried, benefit-eligible employees: A stipend may be paid to exempt, salaried, benefit-eligible employees for an on-going assignment (additional duties) outside the employee's primary job duties as documented in the institution's official job description (e.g., department chairs, program coordinators, assistant deans, and directors).
   7. Professorships: A stipend is used to pay a regular, salaried, benefit-eligible faculty identified annually by the appropriate administrator; professorships may be renewable or non-renewable that should be indicated on the PAF in the Remarks Section.
   8. Temporary Appointments: A stipend or time input should be used for employees who are classified as a temporary, non-salaried employee (e.g., coaches, assistant coaches). The PAF should indicate the agreed upon stipend and length of appointment. The preferable pay method is time input.
3. The following employee types will be paid a stipend by checking the stipend or lump sum box on a SAF:
   1. Adjunct and Overload Faculty: A stipend should be used to pay adjunct and overload faculty for temporary, additional faculty duties, primarily instruction. The "Special Pay" portion of the SAF is limited to faculty duties such as course development and concurrent enrollment supervision.
   2. Faculty Summer Teaching: See "Adjunct and Overload Faculty."
4. The following employee types will be paid using a lump sum by checking the lump sum box on a PAF:
   1. Distance Education "Per Head" Student Enrollment Payments: A lump sum should be used for Distance Education "per head" student enrollment payments at the end of the semester based on students receiving a grade other than "W."
   2. Distance Education "Royalty" Payments: A lump sum should be used to pay royalty payments once a semester in accordance with the royalty agreement.
   3. Faculty Scholarly Activities: A lump sum or stipend should be used for payments for faculty scholarly activities.
   4. Project-based Assignments: Exempt, Salaried. -- A lump sum should be used to pay exempt, salaried employees who are assigned to clearly defined, short-term projects outside the normal scope of the employee's primary duties as documented in the institution's official job description. These payments may be paid as a single lump sum or in multiple lump sums at specific intervals during the project.
   5. Project-based Assignments: Nonexempt, Salaried. -- A lump sum may be used to pay nonexempt, salaried employees who are assigned clearly defined, short-term projects outside the normal scope and work hours of the employee's primary duties as documented in the institution's official job description. The lump sum must be calculated and paid in compliance with the requirements of the FLSA, for at least the hourly rate/overtime rate on a per hour basis. Project-based assignments for nonexempt, salaried employees are preferably paid by Time Input.
   6. Service Recognition: Service Recognition payments should be paid as one lump sum at the conclusion of the year(s) of service or in multiple lump sums at specific intervals during the service year(s) (e.g., PACE President, PACE Secretary, etc).
5. The following employee types will be paid using the Time Input to record the hours worked by checking the hourly box and recording the wage rate on a PAF:
   1. Project-Based Assignments: Time Input should be used for nonexempt, salaried, benefit-eligible employees who are assigned a clearly defined, short-term project outside the normal scope and work hours of the employee's primary duties as documented in the institution's official job description. These payments must be calculated and paid in compliance with the requirements of the FLSA (hourly rate/overtime rate on a per hour basis).
   2. Temporary Appointments: Time Input should be used for temporary assignments of nonexempt, non-salaried to duties outside the scope of their primary duties as documented in the institution's official job description. Time Input meets the requirement that non-exempt employees be paid in compliance with the FLSA (hourly rate/overtime rate on a per hour basis).

HISTORY

This policy is new and does not replace any previous Policy/Procedure. The recommendation for this new policy came from the Quality Initiative Committee on Stipends, Lump Sums, and Independent Contractors.