Overload requests are typically used for work with individuals in units OUTSIDE of the Division of Extension (e.g. individual from another unit on campus serves as an instructor for several classes of an extension program because they are uniquely qualified to teach the particular content). If there is an request for an individual within our division for additional work within our division, Extension HR should review before the work is completed to determine if an overload is appropriate. It is likely that the request will be documented and submitted with a different process (e.g. change in duties, temporary base adjustment, FTE increase, etc.). Please contact hr@extension.wisc.edu.
There may be situations in which full-time, exempt or non-exempt employees are asked to assume temporary additional duties (not to exceed 6 months) outside of their normal work assignments in another UW-Madison, UW System, or State Agency.
This work typically cannot exceed 20 percent of the employee's base salary or $18,000, whichever is greater.
Overload requests and payments must be approved by all parties before any work is performed.
Overloads should be paid within one month of when the employee performs the services.
Federal cost principles do not permit charging more than 100 percent of an individual's base salary to federal awards, or nonfederal funds that are used as cost sharing on a federal award. The only exception to this restriction is where the arrangement has been specifically provided for in the award or approved in writing by the sponsoring agency. Please check with OFS with any questions related to this.
The Division of Extension has determined that all requests for overload payments will be created and submitted by Extension HR.
Extension has its own divisional structure for approving overload requests.
Any Supervisor that needs to request an overload should follow the instructions below to have Extension HR process.
Contact your supervisor. This will likely be an Institute Director, Assistant Dean, Associate Dean, or Operations Director. Make sure to work with them to verify which funding that will be used to pay for the overload.
Contact your financial manager for the correct funding string(s). Send a short justification, including who is paying for the overload and where the funding will come from. You will send the funding codes provided by the Office of Financial Services (OFS) to Extension HR for when they create the overload request.
Description of Department that is requesting the overload payment (e.g. Access, Inclusion & Compliance)
Expected duration of the overload assignment
Start Date
End Date
B) Payment Distribution Information
Will this overload require the creation of a new appointment?
No/Yes
How to determine this:
No - The overload duties are appropriate to the individual's current title, subject to any applicable extramural funding restrictions (we can request a lump sum payment on their current position).
Yes - The overload duties do not fit into the employee's current title, or the work is being done at a different UW institution (we will create a separate appointment with an appropriate title and FTE)
Please include as much information as possible as to why the overload is needed. If the duties are to be performed in the same job title, please indicate how the duties differ from the employee's position description. If an employee has recently resigned from the work unit creating need for an overload, please include the former employee's name and termination date. Note: An overload cannot interfere with the responsibilities of the primary position.