Extra Compensation is a two-step process:
- Approval for Work
- Payment Request(s)
This system strives to eliminate the paper approval process and payment request forms. Through this system, the department requesting services will verify that the employee is eligible for extra compensation as outlined in the Board of Regents of the University System of Georgia (BOR) Policy below.
The approval process must be completed prior to work being started.
Failure to follow the pre-approval process could jeopardize and/or delay payment for the completed work.
GCSU Extra Compensation Policy
Extra Compensation may be paid to employees for tasks performed after normal business hours for duties not included in the employee's normal job responsibilities, provided the following three criteria are met (BOR policy 5.3.2):
- The tasks must be outside of the employee's regular department.
- The Request for Extra Compensation must be signed by the appropriate department heads.
- The employee must meet at least one of the criteria listed below (O.C.G.A. § 45-10-25):
Chaplain • Fireman • Dentist • Certified Oral or Manual Interpreter for Deaf Persons • Registered Nurse • Licensed Practical Nurse • Psychologist • Teacher or Instructor of an evening or night course or program • Professional holding a doctoral or masters degree from an accredited college or university • Part-time employee • Other (must be explained)
Also, an employee meeting all three criteria listed above may be paid extra compensation for a task for another department during normal job hours if the task is not part of the employee's normal job responsibilities, and the employee takes annual leave for the portion of time that is being used for the task receiving extra compensation. Employees who have been determined by the institution to be non-exempt, as defined by the Fair Labor Standards Act, and are performing extra duties could qualify for overtime pay. Non-exempt employees should be paid at least the overtime rate or more if working over 40 hours.
Important Information Regarding Extra Compensation
- Under no circumstances should an employee receive extra compensation for a task while receiving normal compensation for the same time period.
- Extra compensation does not add to earnings used for retirement calculations, and no retirement deductions are taken from extra compensation pay.
- Work related to interim or temporary job responsibilities due to position vacancy is not considered extra compensation. Please contact Human Resources for more clarification.
- Employees receiving extra compensation shall be paid extra compensation through the institutional payroll. Such compensation shall be subject to existing Internal Revenue Service regulations as to taxability and/or withholding taxes. No compensation, as defined above and paid to employees who are on the institutional payroll, shall be paid as per diem and fees or as stipends.
- Extra Compensation will not be processed until the entire approval and payment request process has completed. The approval process must be complete prior to the employee performing the extra duties/responsibilities. Extra compensation is not a recurring means of payment. If the department and employee determines that this is a long term duty, they should contact Human Resources.