Additional Pay Regulations

KUSM-W Additional Pay Policy                                                                                           Rev. 1/12/08

The additional pay process is used to pay KUSM-W faculty and unclassified staff for services performed outside the parameters of their normal job duties. Typically, the additional pay process is used for one time events of short duration. The services performed by the faculty or unclassified staff member may be for an external entity, another KUSM-W or KUMC department, for another Board of Regents institution or for other State agencies.  In any of these situations, KUSM-W shall make payment to its employees through the payroll system.

Process Information:

For work performed by KUSM-W staff for other entities, including other departments within KUSM-W or KUMC, the following steps shall be followed:

The department should provide detailed information in a memo to the compensation specialist that includes:

• Name, title and department of the faculty or unclassified staff member to be paid.
• Total gross or net amount to be paid to the faculty or unclassified staff member.
• A description of the work to be performed (teaching, consulting, etc.).
• The date(s) of service.
• The speedtype that will be used to fund the additional pay (KUEA funds may be a source of funding for approved payroll through normal payroll procedures).
• The memo should be signed by the department chair, department administrator, or department director.
• Any additional documentation regarding the service provided shall be attached to the memo (flyers or agenda).

The Senior Coordinator for Budgets and Contracts will verify budget and complete a BAF if needed. The Dean or the Associate Dean for Administration will approve all additional pays and HR will retain copies of the additional pay request.

The time to process additional pay requests will vary according to off-cycle cut off dates and how long it takes for the approvers to approve the additional pay in HR Pay.  The compensation specialist will notify the department once the additional pay has been approved.

For work performed for KUSM-W by faculty or unclassified from other Regents schools or State agencies.

• The KUSM-W department receiving services must have prior written approval from the consultant’s entity.
• The KUSM-W department should send the provider a detailed invoice for the consulting services received. The provider will process the additional pay through its payroll department.

University of Kansas Medical Center Handbook for Faculty and Other Unclassified Staff: for a full description of the regulations regarding consulting and additional pay.

 

Last Modified: June 26, 2008