HR - Overloads

GENERAL DESCRIPTION:

In this procedure, the process for providing compensation for an approved overload will be outlined. There are three ways in which a person can receive additional compensation for an overload:

1. Additional Pay on the current appointment

2. A lump sum job set up with Additional Pay

3. An additional job set up with a low FTE to account for the percent time of the overload.


PROCESS CONSIDERATIONS:
  • Overload Payments: General Policy
    Overload payments may be made where:

    1) With the consent of the employee, substantial additional work requirements are added to the duties of a full-time employee, in effect creating a workload exceeding 100% of the employee's time, and the need for the performance of the additional work is unusual, short-term or nonrecurring in nature;* or

    2) A full-time employee of one UW System institution accepts an institution approved part-time appointment to perform services at another UW System institution, in addition to his/her full-time position.**

  • Calculation of Overload Payments: In accordance with Unclassified Personnel Guideline #4 - Unclassified Compensation (Section 4.08),

    "Overload payments must be approved, in advance, by the chancellor or designee. Overload compensation may not exceed the higher of 20 percent of the employee’s base appointment salary or $18,000, unless the chancellor or designee determines that good cause exists to exceed this threshold and issues an exception in writing."




PROCEDURE STEPS:

There are three options to creating an overload for a Faculty/Academic Staff/Limited Appointment (FA/AS/LI) (unclassified) staff. Refer to the overload request details to determine the correct option.

Option 1

Add additional (add'l) pay in HRS Payroll for the current job. (Refer to HRS KnowledgeBase document 17094, PY - Enter Additional Pay ).

Option 2

Add an additional job with a $0 compensation rate and a Pay Basis of Lump; then enter the lump sum dollar amount through the Additional Pay screen in HRS Payroll.

  1. Create a new Position with the appropriate Job Code, Department, Location and Continuity code. (Refer to HRS KnowledgeBase document 16273, HR - Create a Position in HRS (Non-Madison) ).
  2. Select the Pay Basis of Lump and enter Standard Hours as 0.01.
  3. Save the Position record, and note the 8-digit position number.
  4. Add a new employment instance. Use HRS navigation: Workforce Administration>Job Information>Add Employment Instance.
  5. On the Job Data page, Work Location tab in HRS, accept the default action of “Hire”, and enter the reason of "Original/New Hire."
    1. In the Position Number field, enter the 8-digit Position number of the position with the Pay Basis of Lump, created in above.
    2. The Expected Job End Date field is a required data entry field, if the employee has a fixed terminal or acting/interim appointment.  Refer to HR - Continuity Status Overview .
  6. On the Compensation tab, click the Default Pay Components button.
    1. Click the Default Pay Components button. This will default the Rate Code and the bottom Frequency.
    2. Verify the Rate Code is NAANL.
    3. Leave the Comp Rate field blank.
    4. Verify that the bottom Frequency is A.
    5. Select M for the top Frequency.
    6. Click the Calculate Compensation button.
    7. Verify the Compensation Rate (in the top Compensation section) is correct.
  7. On the UW Custom tab, Probation section, in the required Probation Type field, select “Not Required”.
  8. On the UW Benefits tab, update the UW Benefits fields, as appropriate.
  9. Click the Save button.
  10. The additional pay is added by the payroll department/coordinator.

Option 3*

Add an additional job with the approved FTE and comp rate amount  for employees whose Pay Basis is Annual (abbreviated "A") or Academic (abbreviated "C").

  1. Create a new Position with the appropriate Job Code, FTE, Department, Location and Continuity. (Refer to HRS KnowledgeBase document 16273, HR - Create a Position in HRS (Non-Madison) ).
  2. Select the Pay Basis of Annual or Academic, and enter the appropriate Standard Hours for the approved overload.
  3. Save the Position record, and note the 8-digit position number.
  4. Add new employment instance. Use HRS menu navigation: Workforce Administration>Job Information>Add Employment Instance.
  5. On the Job Data page, Work Location tab, accept the default action of "Hire" and Reason of "Original/New Hire."
    a. In the Position Number field, enter the 8-digit Position number for the position created in "Option 3, Step 1" above.
    b. If the employee's appointment is fixed terminal or acting/interim, you will need to make an entry in the Expected Job End Date field.  Refer to HR - Continuity Status Overview .
  6. On the Compensation tab, click the Default Pay Components button.
    a. In the Compensation section, in the *Frequency field:
        (1) If the Pay Basis is Academic, select the *Frequency of 9M (9 months)
        (2) If the Pay Basis is Annual, select M (monthly) as the *Frequency.
    b. In the Pay Components section, in the Amounts mini-tab:
        (1) The Rate Code field should default to NAANNL (North America Annual).
        (2) In the Comp Rate field, enter the dollar amount of the employee's compensation rate.
    c. Click the Calculate Compensation button.
  7. On the UW Custom tab, Probation section, in the Probation Type field, select Not Required.
  8. On the UW Benefits tab, update the benefits fields, as appropriate.
  9. Click the Save button.

*Note that use of this option does not allow the use of overload earnings codes. Therefore, use of this option will not allow total tracking of overload payments for an individual in the HRS system.


ADDITIONAL RESOURCES:

Related KBs: Related Links:



Keywords:Overloads Additional Pay lump sum dual employment or retention   Doc ID:16401
Owner:Tami E.Group:Human Resource System (HRS)
Created:2011-01-03 18:00 CSTUpdated:2017-11-28 13:25 CST
Sites:Human Resource System (HRS)
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