1001 PR.01 Compensation Above Salary
Contents
7. Schedule Labor at the Element Level
This procedure describes and specifies the required University approval and payment process for compensation above institutional base salary.
Compensation above salary is a payment over and above an individual’s institutional base salary or wages and benefits, whether one-time or on-going. Compensation above salary is paid for services rendered or other salary supplements, e.g., additional jobs, work at a higher level, management of additional work units, bonuses, recognition awards and non-base building merit increases. Departments should not offer compensation above salary to employees until all required approvals have been obtained.
3. Approval Requirements
There are certain activities that, with prior approval from the cognizant member of the Provost’s Office, will qualify for an exception to the policy prohibiting compensation above salary during the academic year. See section XVIII.C – “Other Compensation from University-administered Funds” – of the Faculty Handbook
Other circumstances which may allow compensation above salary for faculty include:
- Clinical bonuses and incentive payments if not processed during the annual merit pay process
- Sign on and retention bonuses
- Affiliated hospital pay, on-call pay, shift pay
- Compensation above salary for benefit equalization (e.g., one-time payment for newly recruited faculty member who is not eligible for child scholarship benefit)
- Compensation above salary for interim duties (e.g., interim Department Chair)
Clinical or research supplements are considered part of regular earnings and are maintained and updated as part of the regular salary administration process.
Supplements for administrative duties (other than interim assignments) are also considered part of regular earnings and are maintained and updated as part of the regular salary administration process.
Federal regulations and University policy consider faculty intra-University consulting to be undertaken as a University obligation requiring, with rare exception, no compensation in addition to an individual’s institutional base salary.
Employee category |
How to request |
Information to include |
---|---|---|
Faculty |
Submission of written request to Provost or Provost’s designee. Form 1001 FR.01 Request for Pre-Approval for Faculty Extra Compensation |
|
YSM Faculty |
Submission of Departmental Compensation Plan and Submission of payment request through Workday |
|
All Employees (including faculty) |
Sponsored Projects |
|
Employee category |
How to request |
Information to include |
Send requests to: |
---|---|---|---|
Managerial & Professional |
Initiate business process Request One-Time Payment (http://workday.yale.edu/training-materials/manage-compensation-non-academic) Initiate business process Request Compensation Change to add or update an Allowance (Ongoing Extra Services) (http://workday.yale.edu/training-materials/manage-compensation-non-academic) |
|
|
C&T Hours |
Labor Schedule |
How to process |
Send request to: |
---|---|---|---|
Additional straight time or overtime hours worked in own job at regular rate of pay |
Same as primary |
Workday |
Supervisor |
Work at a higher level |
Same as primary |
Request Compensation Change in Workday. See Manage Compensation (Non-Academic) Training Guide for detailed information. |
Supervisor Business Administrator Human Resources |
Second job in home department. Straight or overtime hours paid at different hourly rate |
Labor schedule change as needed |
Workday* |
Hiring supervisor Employee’s supervisor Human Resources |
Second job outside home department. Straight or overtime hours paid at regular or different hourly rate |
Hiring department Business Manager |
Workday* |
Hiring supervisor Employee’s supervisor Business manager in hiring department Human Resources ** Provost Office Information is entered in Workday by entering the proper code |
* If overtime, must use weighted average rate calculation provided by Human Resources
** If the additional job involves teaching duties, additional approval by the Provost Office or the Academic/Faculty Affairs Office (YSM) is required.
Note: Other bargaining units, please contact your HR Business Partner for assistance.
Sponsor Approval
Yale University is committed to ensuring that all charges to sponsored projects are allowable and transacted in accordance with sponsor terms and conditions, regulations, and University policy. Any proposed compensation above salary to be charged to a federal award must be approved by both the Cognizant Provost and by the sponsor before the activity occurs. All potential requests for compensation above salary to be charged to sponsored projects should first be reviewed by the Office of Grant and Contract Administration to determine whether the proposed payment is allowable.
Note: Extra compensation for activities not charged to a sponsored award may affect commitments made to sponsors. Extra compensation paid to an individual who is also devoting committed effort to sponsored awards must be carefully reviewed to determine if the commitments are reasonable, Questions regarding effort should be directed to the Office of Grant and Contract Administration and/or the Office of Grant and Contract Financial Administration.
Salary for administrative personnel that is to be supported by a sponsored project is specifically restricted. Refer to Policy 1403 – Charging of Administrative and Clerical Salaries and Certain Other Expenses to Federal Funds for guidance.
Departments who hire a part-time C&T employee from another department for additional casual hours must contact the business manager at the employee’s home department to provide the labor schedule information for the additional hours. Refer to Workday Time & Absence Frequently Asked Questions.
Any compensation above salary requests for postdocs must be made in advance to the Office of Postdoctoral Affairs.
The following roles and responsibilities are involved in submitting, approving and processing compensation above salary.
Role |
Responsibilities |
---|---|
Employee |
|
Requesting Supervisor |
|
Supervisor or departmental support staff |
|
Lead Administrator |
|
BOLT Member |
|
Human Resources Business Partner |
|
Cognizant member of the Provost Office or Provost Designee |
|
Medical School Dean’s Office |
|
Faculty Administrative Services |
|
Postdoctoral Affairs Office |
|
Note: After submitting the request, promptly schedule labor (enter charging instructions) in Workday for the compensation above salary if needed. This ensures that when payment is approved and data is entered, the payment will be charged correctly.
If the request for compensation above salary for an M&P or bargaining unit employee is approved, the manager, departmental support staff or Human Resource Business Partner initiates the appropriate business process in Workday. YSM payments are entered by the home department in Workday.
If the request for compensation above salary for a faculty member is approved, the payment should be submitted in Workday. In addition, the OFAS Charging Instructions for Faculty Compensation form, the completed pre-approval form 3501 FR 08H and supporting documentation such as an engagement letter, should be sent to Faculty Administrative Services for final Workday processing. For PDF’s, you can also refer to Policy 3550 GD.01 for Postdoctoral Fellows: Sponsored Payments of Compensation, Augmentation of Stipends.
- In most cases, payment forms received at least five working days prior to the posted payroll deadline will be processed for that payroll cycle.
If the request for compensation above salary is denied, the Human Resource Business Partner or Provost /Medical School Dean’s Office, notifies the department of the denial and reasons.
The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.
7. Schedule Labor at the Element Level
Workday is the mechanism to record salary expense charging instructions for faculty and certain staff (M&P, C&T, PDA, and PDF). The labor schedule hierarchy provides a distinction between distribution for regular salary/wages and earnings above and beyond institutional base.
To appropriately distribute compensation above salary
- Enter the charging instruction for the project receiving the benefit of the employee’s service(s) in the employee’s labor schedule at the element-level.
When an element-level labor schedule is not present for earnings above an individual’s normal recurring pay, salary charges may be incorrectly distributed. In addition, if an individual’s labor is normally allocated to a sponsored project and no element-level schedule is present, the payment may be charged to labor suspense in certain circumstances. Either instance could result in the need for a distribution adjustment or cost transfer.
Review Procedure 3501 PR.01 Payroll Costing for complete labor scheduling instructions.
Note: The labor schedule for work outside the employee’s home department must be entered by the home department.
- Contact the operations manager or lead administrator at the employee’s home department and provide the appropriate labor schedule information. Use Form 3501 FR.01 Payroll Costing Allocation Form for this purpose.
- The appropriate earnings element must be used. Confirm with Employee Services if necessary.