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Staff Additional Assignment

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  1. Policy

    This policy enables the college to pay full-time staff exempt employees and, in specific cases, part-time employees for additional assignments, including adjunct faculty teaching, while meeting labor and grant regulations. This policy and procedure outline the process for authorizing additional work, specifying compensation limits, and management requirements when an additional assignment conflicts with an employee's primary assignment and job duties.

  2. References
    1. Fair Labor Standards Act 29 U.S.C §§203-213.
  3. Definitions
    1. Exempt Employee: is a worker not covered by the overtime provisions of the Fair Labor Standards Act (FLSA), meaning they are not eligible for overtime pay. To qualify as exempt, an employee typically must receive a minimum predetermined salary and primarily perform duties classified as executive, administrative, or professional.
    2. Full-Time Employees: employees who work 75% full-time equivalency (FTE) of a 40-hour work week or greater and are eligible for full-time benefits.
    3. Full-time Staff: non-faculty employees in full-time positions who are paid a salary or wage for the work they perform.
    4. Non-Exempt Employee: employees who are entitled to minimum wage and overtime pay when they work more than 40 hours per work week.
    5. Part-Time Employees: employees who work 125 hours or less in a month and are eligible only for part-time benefits. Part-time employees may be terminated at will.

    See Personnel Definitions

  4. Procedures
    1. Scope and General Rule
      1. Scope
        1. This policy and procedure govern additional assignments for:
          1. full-time staff exempt employees; and
          2. part-time employees if the additional assignment does not result in the part-time employee working more than 125 hours per month or accruing overtime.
        2. This policy and procedure do not apply to:
          1. Faculty: the Faculty Handbook addresses the conditions, compensation, and authorization process for full-time faculty who have overload assignments.
          2. Full-time non-exempt employees: full-time non-exempt employees are ineligible to have an additional assignment, including adjunct teaching assignments, or be paid for extra work through a stipend or one-time payment.
      2. A full-time staff exempt employee or part-time employee may provide additional services to the college if their supervisor approves the additional assignment. This additional assignment may be authorized subject to the following conditions:
        1. there must be additional compensation;
        2. the additional assignment must not interfere with the employee's primary assignment or cause a part-time employee to violate section 4.A.1.a.(2) of this policy; and
        3. federal, state, and other restricted grant funds cannot be used to compensate for the additional assignment unless approved by:
          1. the Compensation director; and
          2. the Office of Sponsored Projects (OSP) director.
        4. All additional assignments and compensation must be approved by the following:
          1. employee's supervisor; and
          2. the Compensation director.
    2. Process to Obtain Additional Assignment Authorization
      1. Staff employees seeking approval for an additional assignment must submit the Additional Assignment Authorization form to their primary/direct supervisor.
      2. The primary/direct supervisor may approve the additional assignment request. If approved, the supervisor will forward the authorization form to their primary/direct supervisor for consideration.
      3. If the employee's primary/direct supervisor's supervisor approves the additional assignment request, the authorization form will be forwarded to the Compensation director.
      4. The Compensation director will review and provide final authorization if the request is acceptable.
        1. If the authorization form proposes to pay for the additional compensation from any federal, state, or other grant, the Compensation director must consult with the OSP director and obtain written approval from OSP before approving the Additional Assignment Authorization form.
      5. If the Compensation director approves the Additional Assignment Authorization form, they will forward the approved form to the Payroll Office. A copy of the approval will be provided to the:
        1. employee; and
        2. employee's primary/direct supervisor.
    3. Full-time Staff Exempt Employees Hired to Teach Course(s) as an Adjunct Faculty Member
      1. Full-time exempt staff and part-time employees seeking to teach a course as an adjunct faculty member must comply with the approval requirements outlined in section 4.B. Full-time staff should complete the Additional Assignment Authorization form each term.
      2. Employees who perform adjunct teaching duties must comply with the terms of the Adjunct Faculty Teaching Agreement provided by the appropriate academic supervisor.
      3. A full-time staff exempt employee who performs additional adjunct teaching duties is limited to teaching 50% of a standard faculty semester load of 15 credit hours.
    4. Interference of Additional Assignment or Adjunct Faculty Teaching Assignment with Primary Responsibilities
      1. Full-time staff exempt employees and part-time employees who have additional assigned duties or perform adjunct teaching duties must complete their primary assignment or job duties.
      2. If the additional assignment or adjunct teaching duties interfere with primary assignments and job duties, the supervisor and employee may create a plan to manage assignments. This plan may include:
        1. flexible scheduling; or
        2. use of the employee's vacation leave.
    5. Compensation
      1. Additional Assignment
        1. The department supervisor requesting additional services from a full-time staff exempt or part-time employee will determine the compensation, in consultation with the Compensation director.
        2. If the additional assignment is funded by a federal, state, or other grant, the OSP director must be consulted to ensure that the compensation aligns with the grant contract and the sponsoring agencies' guidelines.
      2. Adjunct Faculty Teaching

        Adjunct Faculty compensation is determined by the teaching agreement contact hours.

    6. Reporting

      The college's Payroll Office will provide quarterly and annual reports to the associate vice president of PWC regarding additional assignment compensation.