REG 05.20.14 - Supplemental Pay for EPA Employees
Authority: Vice Chancellor for Finance and Business; Provost and Executive Vice Chancellor for Academic Affairs
History: First Issued: February 21, 2001. Last Revised: March 2, 2010.
Related Policies:
NCSU REG05.20.07 - EPA Employee and Pay Periods
NCSU REG05.20.35 - Faculty Summer Salary
UNC Policy 300.2.13 - Supplemental Pay Policy for Employees Exempt from the State Personnel Act (EPA)
Additional References:
Office of Management and Budget Circular No. A-21 Section J.10.d (1)
Guidelines for Transferring Materials to University Archives - UNC Office of the President, NC Department of Cultural Resources and NC State University Joint Directive
EPA Additional Pay Form
External Professional Activities of Faculty and Other Professional Staff
Contact Info: EPA Coordinator, Human Resources (919-513-0765)
1. INTRODUCTION
NC State University (hereinafter "NC State") recognizes that certain circumstances may exist to justify the award of supplemental pay to EPA employees (note: EPA employees are those positions that are not subject to the State Personnel Act and are classified in one of four categories: 1) EPA Professional, 2) Faculty, 3) Senior Academic and Administrative Officer Tier-I, or 4) Senior Academic and Administrative Officer Tier-II). This regulation sets forth the conditions under which a supervisor may approve supplemental pay for EPA employees and the approval request process that must be followed. “Supplemental pay” is defined as compensation in excess of an EPA employee’s annual salary 1 that is paid by NC State to the EPA employee for temporary increases in responsibility and/or for extra duties beyond the scope of the employee's contract/appointment.
2. EXCLUSIONS
This regulation does not cover (a) compensation provided by NC State to NC State Athletic Department Head Coaches and their EPA staff related to Conference Championships (Atlantic Coast Conference, Eastern Atlantic Gymnastic League and the National Collegiate Athletic Association) or post-season invitations which are governed by the Athletic Department’s established Championship & Post Season Compensation Guidelines; or (b) compensation paid by NC State to faculty with academic year appointments for work done outside of the employee’s annual contract/appointment period and annual contract/appointment obligations, which is governed by NCSU REG05.20.35 - Summer Salary for EPA Employees.
3. APPROVAL REQUEST PROCESS
3.1 For EPA Non-Faculty employees, the maximum supplemental pay that may be received during a contract/appointment period is limited to 20% of their annual salary (use 1.0 FTE equivalent) of that period unless appropriate Executive Officer approval is obtained.
3.2 Approval for supplemental pay must be in writing prior to the time the EPA employee is to begin performing the additional duties by:
(a) the unit head of the department where the duties are to be performed (if different from the home unit), and
(b) the unit head where the employee's regular appointment lies, and
(c) the dean/director or designee where the employee's regular appointment lies, and
(d) employees receiving supplemental pay from sponsored programs must have prior approval from the sponsoring agency (see OMB Circular A21 Section J.10.d(1)), and
(e) approved requests must be submitted to Human Resources for review and processing, and
(f) supplemental pay to house officers for after-hours emergency duty at the College of Veterinary Medicine is considered pre-approved. The process to receive supplemental pay must follow the Veterinary Teaching Hospital Standard Operating Procedures for “Faculty/House Officer Supplemental Pay.”
4. RECORD RETENTION
Original supporting documentation for the supplemental pay must be retained in the hiring department's file for a period of five years from the date of payment. Documentation for the supplemental payment must also be retained in the employee’s personnel file for a period of five years from the date of payment. If documentation is in support of expenditures charged to a sponsored award, the documentation must be retained for 5 years after termination of the sponsored award.
1. Annual salary is the compensation paid to the employee by NC State for duties to be performed within the scope of the contract/appointment.