Additional Pay Adjustments

For various reasons, an employee’s scope of work may change to include additional responsibilities. Additional duties relate to assigning duties outside the employee’s current role or assignment. HRS evaluates whether the duties are considered inside or outside the scope of the employee’s normal responsibilities.

In consultation with HRS, supervisors should determine if the additional duties affect the employee’s classification. It should be determined if the employee’s duties warrant a reclassification before considering other pay adjustments.

For nonunion SPS employees, a temporary pay increase may be appropriate when organizational demands temporarily require reallocating or adding duties and responsibilities. 

Acting Assignment (SPS Employees)

An acting assignment is when an employee serves temporarily for an employee on university-approved leave. The expectation is that the employee on leave will return to the position.

• Acting appointments are temporary and typically lasts less than six months. The acting status may be renewed after the initial six months. After two consecutive extensions of an acting appointment, the university should reassess the temporary status of this assignment.
• The employee will be placed in the acting assignment as a new job function.
• The acting assignment assumes that the employee will be expected to perform most, if not all, of their regular responsibilities.
• The acting assignment is transacted using the additional pay process.

Please consult your division leader to request an acting assignment, who will collaborate with your HRS partner to process the request. 

Interim Appointment (SPS Employees)

An interim appointment is a position filled by another employee temporarily. At the same time, a search is being conducted, a unit is reorganized or a leader can no longer serve in their leadership capacity.

• An interim appointment is temporary and typically lasts less than 12 months. After the initial 12 months, the interim status may be renewed.
• The employee will be placed in the interim assignment as a new job function.
• The interim assignment assumes that the employee will be taking on the full responsibilities of the incumbent, and their regular assignment will be transitioned to another employee or shared responsibilities with others.

Please consult your division leader to request an interim assignment, who will collaborate with your HRS partner to process the request.

Occasionally, employees may be asked to accept the work of other positions. When these scenarios arise, the supervisor should first consult with HRS to evaluate whether adding the duties would result in a temporary upgrade or overtime (as is the case for hourly employees). 

For salaried employees, after consultation with HRS, additional duties may be assigned when the organizational need is essential to continuing the university's vital operations. HRS will assess these additional duties to determine how many additional hours would be required to fulfill them. The formula used for this will apply the hourly equivalent rate of pay for the employee at the rate of time and one-half for the duration of their service applied to those hours. 

Temporary Upgrade (Civil Service)

Duties that may require additional learning or are more complex than the nature and scope of work already performed by the employee and that are performed by employees in pay ranges that have higher maximum pay rates are considered temporary upgrades. In these cases, the employee will be temporarily placed in the reclassified position and have the right to return to their regular assignment after the temporary upgrade has expired.

In some cases, the temporary upgrade may be time-bound by the statute of collective bargaining agreement.

To qualify for additional pay, the temporary change must be clearly defined and add significant responsibilities to the employee’s normal workload. Changes in the volume of work alone generally do not warrant a salary adjustment or additional pay. For hourly employees, they may result in overtime.

The amount of additional compensation is determined in several ways:

• Acting appointments are determined by subtracting the established compensation rate from the employee tasked with assuming the role from the established compensation rate of the serving incumbent and dividing the difference by 24 (the number of pay periods in a calendar year). This amount is then processed as an additional pay each pay period for the acting appointment.
• Interim appointments are determined by providing an 8% salary increase or 95% of the midpoint of the position the employee is asked to assume, whichever is higher. The employee is temporarily placed in a new position.
• Additional duties are processed exclusively through the add-pay process. The amount of additional pay will be determined by providing an 8% salary increase or the difference between 95% of the annualized midpoint of the position the employee is asked to assume and the employee’s annualized current salary, divided by 24, whichever is higher.

To request a temporary job-duty change, please consult your division leader, who will collaborate with your HRS partner to process the request.