Additional Compensation for Non-Faculty Employees
SAINT LOUIS UNIVERSITY
ADDITIONAL COMPENSATION FOR NON-FACULTY EMPLOYEES
The University recognizes situations may arise that do not fit standard compensation policy guidelines.
This policy statement, applicable to non-faculty employees only, is intended to describe such extraordinary situations and to provide guidelines for requesting additional employee compensation in these circumstances.
All non-faculty employees including staff, graduate assistants, students, and medical residents.
Supervisors who wish to recommend or pay extra compensation for extraordinary situations should consult with their human resources consultant for guidance before making requests. Written documentation must be submitted explaining the circumstances that justify the request for additional compensation. Supervisors should be mindful that additional employee compensation, if appropriate, requires the University to also pay corresponding employee benefits, including but not limited to, retirement plan contributions and FICA (social security and Medicare) taxes. Approval will be granted or withheld by the unit vice president and vice president for human resources.
Exempt employees are often expected to work additional hours in the course of their normal work assignments or on special assignments without additional compensation. Extra compensation may be requested by a supervisor for extraordinary work requirements over an extended period above and beyond the employee's regular job assignment. However, extra compensation is not appropriate if these additional duties become a regular part of an employee's position. Under these circumstances, a job evaluation and possible change in job description, classification, or rate of compensation may be appropriate. Human resources will assist in making these determinations.
Additional compensation must be paid to non-exempt employees for any hours worked over their normal work schedule. Overtime must be paid at the rate of time-and-one-half for any hours worked over forty in any work week. Due to federal wage and hour regulations (FLSA) regarding overtime, it is not advisable to use additive pay for non-exempt employees without consulting with human resources prior to performance of services.
The Additive Pay Form may be used to process payments for authorized work only in the following circumstances:
The appropriate Employee Personnel Action Form may be used to authorize special assignments and payment for services in the following circumstances:
Additional pay requests must be approved in writing by the department head, unit vice president, and vice president for human resources. Additionally, the University's Office of financial planning and budget (budget office), sponsored programs, or the health sciences center finance office must confirm funding availability for additional pay requests for the frost campus or health sciences center divisions respectively. Human resources will review each request to ensure compliance.
Additive pay requests must be submitted to human resources for review, approval, and processing using the form attached to this policy. The department must attach the Additive Pay Form along with supporting documentation that is legibly signed by the authorized University personnel to confirm proper authorization and substantiate the specific category/earnings code and amount for any request. EPAF's will be processed through the channels indicated for the type of EPAF and supporting comments must be included with authorized backup documentation retained in the appropriate department.
Fair Labor Standards Act
This policy was approved by the President and the executive staff of Saint Louis University.