With the restructuring of the summer session into varying modules, there is a need to modify our summer compensation policies. Summer instructional activities may be compressed into a time period that requires effort to be shown as exceeding a normal full-time load. Thus, this summer intensive instructional activity may be recognized by compensation in excess of the normal full-time compensation rate.

On occasion, faculty and staff are asked to assume additional assignments that are reasonable extensions of their normal job duties. In such cases, compensation in addition to normal salary should not be expected or offered. However, unusual situations do occur which require performance that is clearly beyond the scope of the primary employment understanding and, in those cases, extra compensation will be allowed as outlined below. Each department head, dean, director, chancellor and vice president must carefully evaluate all the circumstances when considering extra compensation appointments. Approval indicates the best interests of the University are being served in that there is an unusual or emergency need for the service; the appointment represents the most economical approach to meet the need; and alternative arrangements are not feasible.

GENERAL GUIDELINES FOR DETERMINING EXTRA COMPENSATION APPOINTMENTS

The following guidelines are provided to assist in determining the appropriateness of extra compensation for non-continuing education activities (i.e., those activities not covered by Executive Memorandum No. C-18):

1. When summer intensive instructional activity occurs, either singly or in combination with other assigned duties, it may be appropriate to provide extra compensation in excess of normal full-time compensation.

2. When an activity is beyond the scope of the faculty or staff member's assigned duties and responsibilities, as defined by his/her position description and by his/her department head and dean/director, it may be appropriate to provide overload compensation. Department heads and deans/directors are responsible for defining normal workloads and for assuring that position descriptions and assigned duties and responsibilities accurately reflect current expectations for promotion and satisfactory job performance. In assessing overload requests, every reasonable effort must be made to incorporate such activities into the regular compensation program before recommending an overload approach. Even after overload compensation is approved, actions should be explored to bring anticipated future needs into the regular pattern of assigned duties.

3. Extra compensation will not normally be paid to individuals employed within the department initiating the overload activity, except on an interim or emergency basis. Regularly scheduled activities in the home department should become part of "assigned responsibilities" rather than recurring overloads.

4. Payment of the extra compensation must represent the best use of University resources, regardless of the source of funds.

5. Vice presidents, chancellors, deans and directors may establish more specific guidelines within their own areas of responsibilities to address particular needs. These guidelines must fall within the scope of this general policy document.

COMPENSATION

Overload activities cannot exceed twenty percent of the salary of fiscal year staff or the equivalent amount of twenty-five percent for academic year staff. Summer intensive instruction is not considered part of the overload activities.

The University will not make TIAA-CREF contributions on extra compensation except for compensation paid for summer intensive instructional activities.

REQUIRED APPROVAL PROCESS

Approval for all overload appointments, except those for summer intensive instructional activities, must be granted in advance of the activity by the appropriate executive vice president or chancellor. Overload for sponsored project effort is unallowable.

Extra compensation appointments involving faculty or staff outside the home department must be approved by the department head and dean/director/vice president of both the appointing department and the home department.

Any deviations from policies presented in this Executive Memorandum require advance approval by the President or his designee.

MONITORING AND REPORTING

The Office of Budget and Fiscal Planning will maintain a record of extra compensation payments for all campuses and will submit an annual report of accumulated payments for the West Lafayette campus to the appropriate executive vice presidents, vice presidents and directors. The regional campus business office at each campus will maintain a record of extra compensation payments and submit an annual report of accumulated payments for each staff member to the chancellor.

Steven C. Beering
President