7. Additional Pay
7.1 Definition. Additional pay is pay from USNH-administered funds for services rendered to USNH by a benefits-eligible1 employee for work that exceeds or is different from the individual's regular time commitment, classification description, and/or characteristic duties and responsibilities. (See USY V.C.6 Appointments.) Additional pay also includes longevity, shift and weekend differentials, and lump-sum payments such as performance bonuses and awards. (Employees who are not eligible for full benefits may qualify for some forms of additional pay. See USY.V.F.7 for details.)
1 Appointment that is eligible for full University System of New Hampshire fringe benefits.
7.2 Policy. USNH employment responsibilities are either duty-based (salaried) or time-based (hourly). Conditions of employment stipulate a salary or hourly rate that represents full compensation for the performance of regular duties as defined by the employee's appointment. Pay from USNH-administered funds (including monies provided to USNH by external sponsors) over and above the employee's stipulated salary or hourly rate for a given base employment period is normally not allowed for the performance of regular duties. In certain situations, however, pay from USNH-administered funds in excess of the stipulated salary or hourly rate may be justified. This policy establishes criteria for approval and payment.
7.3 Documentation/Justification. Written documentation of the basis for and justification of the additional pay must be maintained. Specific requirements are determined by pay category and/or type.
7.4 Approval. Approvals must be in writing and are determined by pay category and/or type. The employing unit may require additional approvals.
7.5 Payment. Payment is without fringe benefits except for those benefits specifically required by state and federal law including FICA. Payment is included in the employee's bi-weekly paycheck unless otherwise indicated in policy.
7.6 Categories. Hourly-Based, Salary-Based, and Other
7.6.1 Hourly-Based Additional Pay (Non-Exempt Employment)
7.6.1.1 Useful Definitions
7.6.1.1.1 Non-exempt. Employment designated as eligible for overtime pay in accordance with the Fair Labor Standards Act (FLSA).
7.6.1.1.2 Regular Duties. Characteristic duties and responsibilities associated with the employee's classification.
7.6.1.1.3 Base rate. Employee's hourly rate for performing regular duties.
7.6.1.1.4 Regular rate. Employee's base rate plus shift and weekend differential, longevity, and stand-by pay, as applicable.
7.6.1.2 Approval. All types of hourly-based additional pay, except longevity, require prior approval by the supervisor. Pay involving externally sponsored agreements may require approval by the Office of Sponsored Research. Additional approvals may be required according to pay type.
7.6.1.3 Types of Hourly-Based Additional Pay. Overtime, Compensatory, Longevity, Shift and Weekend Differential, Stand-by, Call-Back, Holiday
7.6.1.3.1 Overtime Pay
7.6.1.3.1.1 Definition. Pay for performing regular duties either in excess of the employee's normal schedule in any one day or 40 hours in any week.
7.6.1.3.1.2 Policy
7.6.1.3.1.2.1 An employee who works up to 8 hours in any one day or 40 hours in any week will be paid at the employee's base rate for hours worked. The hours worked in all USNH jobs by the employee must be paid by the hour and must be combined for calculation of overtime. For work other than regular duties, see Specialized Services at UNH V.F.7.6.3.2.8.
7.6.1.3.1.2.2 An employee working more than 8 hours in any one day may receive overtime pay or compensatory time. (See UNH V.F.7.6.1.3.2 Compensatory Time.) The Fair Labor Standards Act (FLSA) mandates that an employee performing non-exempt work who works more than 40 hours in any week will receive overtime pay, unless compensatory time is taken. A holiday is counted as a day worked for the purpose of computing hours worked in the week containing the holiday.
7.6.1.3.1.2.3 Waiver of Overtime Pay. No waiver of overtime pay is permitted for total hours worked beyond forty either in any one USNH job or combination of USNH jobs. The Human Resources Office may pre-approve a "Waiver of Overtime Pay Form" to waive overtime pay or compensatory time for hours worked in excess of eight (8) in a day when:
- A job requires a work schedule of more than eight hours in a day, or
- A supervisor has approved an employee's request for a flex schedule that includes working over eight hours in a day, or
- A staff member waives overtime when accepting a specialized services job, so the payment of overtime is only applied when hours worked in both the regular and specialized services job exceed forty in a week. (See UNH V.F.7.6.3.2.8 Specialized Services.)
The Waiver of Overtime Pay Form must be signed by the employee and supervisor and endorsed by the Human Resources Office.
7.6.1.3.1.3 Documentation. The employee's signed bi-weekly Record of Time Worked constitutes documentation.
7.6.1.3.1.4 Approval. The supervisor's signature on the employee's biweekly record of time worked constitutes written approval.
7.6.1.3.1.5 Payment. Overtime in excess of eight hours for any one-day or 40 hours in any week is paid at 1.5 times the employee's regular rate. (See UNH V.F.7.6.1.1.4 for definition of regular rate.)
7.6.1.3.2 Compensatory Time
7.6.1.3.2.1 Definition. Time off in lieu of payment.
7.6.1.3.2.2 Policy. Compensatory time will be earned at straight time for overtime worked up to 8 hours in any one day, and at 1.5 hours for each hour of overtime worked either in excess of eight hours a day (unless waived) or 40 hours a week. (See UNH V.F.7.6.1.3.1.2.3 Waiver of Overtime Pay and UNH V.F.7.6.1.3.2.5 Compensatory Time Payment.) Employees may accumulate up to 240 hours of compensatory time in the fiscal year with the exception of those engaged in public safety work who may accumulate 480 hours. Compensatory time may not be carried from one fiscal year to another.
7.6.1.3.2.3 Documentation. The supervisor is responsible for maintaining and preserving compensatory time records which must include compensatory hours earned, used, and paid each week for each employee. For law enforcement personnel, an indication of the work week period for each employee is also required.
7.6.1.3.2.4 Approval. If compensatory time is taken, it must be the result of mutual written agreement between the supervisor and the employee prior to the performance of the work, without any coercion or pressure by the supervisor.
7.6.1.3.2.5 Payment. Accumulated compensatory time not taken will be paid on or before June 30 of each year. If an employee terminates USNH employment or transfers to another USNH department, payment will be made for accumulated compensatory time based either on the average regular rate over the last three years or the final regular rate, whichever is higher. (See UNH V.F.7.6.1.1.4 for definition of regular rate.)
7.6.1.3.3 Longevity Pay.
7.6.1.3.3.1 Definition. Pay to employees with at least 10 years of USNH service.
7.6.1.3.3.2 Policy. Longevity increments are effective on the employee's anniversary date of employment. Length of employment begins with the first day of at least 50% time USNH employment. A year of service is equal to 12 consecutive months of employment.
7.6.1.3.3.3 Documentation. The employee's employment record as maintained by the Human Resources Office serves as the documentation for length of service.
7.6.1.3.3.4 Approval. The campus Human Resources Office letter to the employee serves as the acknowledgement of length of service and pay increment.
7.6.1.3.3.5 Payment. Upon 10 years of completed service by the employee, the longevity increment is calculated by multiplying the base rate for the pay period by the longevity percentage as follows:
- On completion of 10 years service -- 2%
- On completion of 15 years service -- 4%
- On completion of 20 years service -- 6%
- On completion of 25 years service -- 8%
- On completion of 30 years service --10%
7.6.1.3.4 Shift and Weekend Differential Pay
7.6.1.3.4.1 Definition. Pay to employees who work second, third, and/or weekend shifts as part of the employee's regular work schedule.
7.6.1.3.4.2 Policy. Shift differential pay applies to work performed during the following time periods:
- Second shift commences any time at/or after 3:00 p.m. or before 8:00 p.m.
- Third shift commences any time at/or after 8:00 p.m. or before 4:00 a.m.
- Weekend shift occurs when an employee works on Saturday or Sunday as part of his/her regular work schedule.
- Exception: Tipped wait staff are not eligible for shift payments.
7.6.1.3.4.3 Documentation. The supervisor's written notification to the employee of work hours, written updates to the notification of work hours and the employee's bi-weekly records of time worked serve as documentation.
7.6.1.3.4.4 Approval. The supervisor's signatures on the written notification to the employee of work hours, written updates to the notification of work hours, and the employee's bi-weekly records of time worked constitute approval.
7.6.1.3.4.5 Payment. Shift differential is added to the employee's base rate. Shift differential amounts are published by the Human Resources Office.
7.6.1.3.5 Stand-By Pay
7.6.1.3.5.1 Definition. Pay to employees to limit activities in order to provide "essential services" as required by USNH.
7.6.1.3.5.2 Policy. Receipt of stand-by pay is not contingent upon being asked to work. Employees are specifically required in writing by the supervisor to restrict travel and consumption of alcoholic beverages during non-work hours.
7.6.1.3.5.3 Documentation. The employee's bi-weekly Record of Time Worked record serves as documentation of stand-by hours worked or not worked.
7.6.1.3.5.4 Approval. The supervisor's signature on the bi-weekly time record serves as approval and acknowledgement that the employee fulfilled the policy requirements.
7.6.1.3.5.5 Payment. The supervisor determines the appropriate pay amount within a range of amounts published by the Human Resources Office. If requested to work while on stand-by, the employee shall be paid his/her base rate for the time actually worked, plus overtime when applicable, with a guaranteed minimum of two hours. (See UNH V.F.7.6.1.3.1 Overtime Pay.)
7.6.1.3.6 Call-back Pay
7.6.1.3.6.1 Definition. Pay to an employee called back to work after leaving for the day.
7.6.1.3.6.2 Policy. When the supervisor calls an employee to return to work after the employee has left for the day and at a time that precedes the start of the next regular working day, the employee will receive call-back pay.
7.6.1.3.6.3 Documentation. The employee's bi-weekly Record of Time Worked serves as documentation of hours worked after being called back.
7.6.1.3.6.4 Approval. The supervisor's signature on the bi-weekly time record serves as the approval of call-back hours worked.
7.6.1.3.6.5 Payment. Pay is at 1.5 times the base rate for hours worked after being called back, with a guaranteed three hour minimum.
7.6.1.3.7 Holiday Pay
7.6.1.3.7.1 Definition. Pay for employees who work on a USNH or UNH designated holiday.
7.6.1.3.7.2 Policy. Employees scheduled prior to working on a holiday are paid at 1.5 times for holiday hours worked. Employees not scheduled prior to the holiday worked are compensated at two times for holiday hours worked, with a guaranteed 3-hour minimum.
7.6.1.3.7.3 Documentation. The employee's bi-weekly Record of Time Worked serves as documentation of work schedule and holiday hours worked. The supervisor must put the requirement in writing in order for the employee to receive holiday pay. This is in addition to their regular holiday pay.
7.6.1.3.7.4 Approval. The supervisor's approval is required prior to the employee working on the holiday.
7.6.1.3.7.5 Payment. Pay is at either 1.5 or two times the base rate for holiday hours worked in accordance with policy.
7.6.2 Salary-Based Additional Pay (Exempt Employment)
7.6.2.1 Useful Definitions
7.6.2.1.1 Exempt. Employment designated as not eligible for overtime pay in accordance with the Fair Labor Standards Act (FLSA).
7.6.2.1.2 Academic Year. Approximately 39 weeks beginning with fall semester and ending after spring semester. UNH designates actual dates each year.
7.6.2.1.3 Fiscal Year. The USNH fiscal year is July 1 through June 30.
7.6.2.1.4 Summer Period. Approximately 13 weeks between academic years.
7.6.2.1.5 Stipulated (or Base) Salary. Employee's regularly budgeted UNH salary for the applicable base salary period2 for performing regular duties.
2 Academic year employees may choose to have the stipulated salary distributed over a period longer than the base period up to an entire calendar year. However, the manner of distribution does not change the total stipulated salary.
7.6.2.1.6 Base Salary Period. Time period during which an employee is under obligation to UNH for performing regular duties at a stipulated salary.
7.6.2.1.7 Regular Duties. Characteristic duties and responsibilities associated with the employee's classification and/or occupational type. (See USY.V.C.6.3 for types of employment relationships.)
7.6.2.2 Approval. All types of salary-based additional pay require written endorsement by the supervisor and written approval by the unit head prior to the work being performed. In addition, pay for Professional, Administrative and Technical staff requires Human Resources Office written approval. Pay for Principal Administrators requires prior approval from the Executive Committee of the USNH Board of Trustees. Pay involving externally sponsored agreements requires prior approval from the Office of Sponsored Research. Further approvals may be required according to pay type.
7.6.2.2.1 Exceptions
7.6.2.2.1.1 If an employee's appointment is less than full-time, additional pay outside the appointment period up to the employee’s full-time equivalent salary requires only the supervisor's approval.
7.6.2.2.1.2 If a faculty member’s appointment is less than full-time, additional pay inside the appointment period up to the full-time equivalent salary requires approval by the dean (director) of the appropriate college/school (institute, for faculty not appointed to a college/school.)
7.6.2.3 Types of Salary-Based Additional Pay. Administrative Stipend, Employee Transition Allowance, Summer Pay, Supplemental Pay
7.6.2.3.1 Administrative Stipend
7.6.2.3.1.1 Definition. Pay to an employee beyond the stipulated salary for a limited temporary (typically less than one year, can be renewable) or long-term assignment for additional administrative responsibilities. Examples include an acting appointment, department/program chair, center/program director, special projects assigned as overload by UNH administrators.
7.6.2.3.1.2 Policy. Pay during the base salary period for performing additional administrative responsibilities and/or assignments may be made in excess of the UNH stipulated full-time salary for all or part of the period, if approval for such work and pay is obtained in accordance with Salary-Based Additional Pay Approval. (See UNH V.F.7.6.2.2.) Pay to academic year faculty during the summer period for additional administrative responsibilities performed during the summer period is subject to Summer Pay Policy and Pay Limitations. (See UNH V.F.7.6.2.3.3.)
7.6.2.3.1.3 Documentation. Letter from the unit head requesting that additional administrative duties be performed constitutes documentation.
7.6.2.3.1.4 Approval. (See UNH V.F.7.6.2.2.)
7.6.2.3.1.5 Payment. Amount is determined by the appropriate UNH administrator.
7.6.2.3.2 Employee Transition Allowance (See USNH Financial and Administrative Procedures 8-010 at: http://www.finadmin.unh.edu/pol_proc/chapter_08/pro08_010.html.)
7.6.2.3.2.1 Definition. Pay to a new employee for personal moving, relocation, and employment transition costs.
7.6.2.3.2.2 Policy
7.6.2.3.2.2.1 If considered necessary by the supervisor and with appropriate campus approvals, UNH departments may pay a new employee a reasonable transition allowance. The allowance must be authorized in advance, documented in writing to the employee and for UNH files, and directly related to the commencement of employment at UNH.
7.6.2.3.2.2.2 UNH shall not pay a vendor or the employee directly or via reimbursement for the specific costs for any moving, temporary storage or housing, travel, meals, or other personal or family relocation expenses on behalf of the employee. In other words, the transition allowance is the total amount authorized to be paid for the employee’s transition costs and must be paid directly to the employee.
7.6.2.3.2.2.3 The transition allowance does not apply to special situations involving the establishment or relocation of professional labs, libraries, supplies and equipment of faculty and researchers. Payments for such, if any, will be made directly to vendors through normal purchasing and accounts payable procedures.
7.6.2.3.2.2.4 The hiring department is responsible for securing, in advance, the funding source(s) to support the authorized payment and the related USNH fringe benefits charge thereon.
7.6.2.3.2.2.5 The transition allowance will generally be paid within the first month after the employee has begun employment. The department, however, can choose to defer payment for up to one year after employment.
7.6.2.3.2.2.6 In rare exceptions, with the advanced written approval of the appropriate campus official, all or a portion of the transition allowance may be advanced to the employee prior to commencement of employment. All employees receiving such an advance will be required to sign a promissory note payable to USNH. (See USNH Financial and Administrative Procedures, #8-010, I., Forms, USNH Transition Allowance Promissory Note.) In the event the employee does not commence employment, the campus will pursue formal collection efforts and the hiring department will be responsible for funding the full amount of the advance, including fringe benefit charges thereon if the advance is not repaid. If sponsored program funds were used, any portion of the advance that is not repaid must be funded promptly from the department’s or another UNH unrestricted funding source.
7.6.2.3.2.3 Pay Limitations
7.6.2.3.2.3.1 The amount of the transition allowance, if any, is determined for each prospective employee on a case-by-case basis. While there is no standard or maximum (other than for sponsored programs – see below), employment negotiations should result in a reasonable amount necessary to recruit the employee to UNH, giving due consideration to UNH budgetary and funding constraints.
7.6.2.3.2.3.2 For sponsored programs, the amount of the transition allowance must:
- Be "reasonable" based on comparable industry or survey data collected by the hiring department as related to the prospective employee, and;
- Allocable for proportional benefit, according to the terms of the employee’s appointment (e.g., if appointment is 50% research and 50% teaching, the sponsored program can be charged no more than 50% of the allowance); and
- Consistently applied such that the average transition allowance charged to Federal funds is not materially and substantially higher than the allowances charged to other UNH funds; and
- Adhere to pertinent sponsor rules and regulations and to specific OMB circulars when Federal funds are involved.
7.6.2.3.2.3.3 The hiring department may consider the transition allowance to be earned ratably over the first six months of employment and, therefore, may require repayment of some or all of the allowance upon termination before 6 months of completed employee service. [See USNH Financial and Administrative Procedures, #8-010, I., Forms, USNH Transition Allowance Promissory Note (Optional).]
7.6.2.3.2.4 Documentation
7.6.2.3.2.4.1 The hiring department is responsible for maintaining written records that justify the amount of the transition allowance.
7.6.2.3.2.4.2 The hiring department is responsible for communicating information regarding payment and taxability to each employee who will receive a transition allowance. This is accomplished by including a "disclosure" paragraph (see USNH Financial and Administrative Procedures, #8-010, F.) in the employment agreement or offer letter.
7.6.2.3.2.5 Approval
7.6.2.3.2.5.1 Prior approval by the appropriate Dean, other unit head and Vice President, or the UNH President is required. Any offer of a transition allowance for a Principal Administrator requires approval by the USNH Board of Trustees’ Executive Committee.
7.6.2.3.2.5.2 Transition allowances in excess of 10% of the employee’s regular starting salary require approval of the UNH President. In addition, if UNH sponsored programs funds will be charged for a transition allowance, approval by the Vice President for Research is necessary before approval by the Office of Sponsored Research and the UNH President.
7.6.2.3.2.6 Payment. Pay is a one-time, lump sum payment, is taxable, and is subject to applicable tax withholding.
7.6.2.3.3 Summer Pay
7.6.2.3.3.1 Definition. Applicable only to academic year faculty, pay for USNH-administered summer period activities, including teaching, effort on internally and externally sponsored projects, and administrative work.
7.6.2.3.3.2 Policy. Summer pay may be received for effort up to a maximum of full time for the entire summer period, subject to pay limitations below. Full-time effort is the combination of effort on all USNH-administered activities for which the faculty member receives summer pay. Individual work load assignments are made by the department chairperson (director), subject to approval by the dean (director) of the appropriate college/school (institute, for faculty not appointed to a college/school).
7.6.2.3.3.2.1 Pay Limitations
7.6.2.3.3.2.1.1 Pay from a sponsored project may not be used during the summer period to pay for work performed during the academic year, nor to pay for summer period activities unrelated to the sponsored project.
7.6.2.3.3.2.1.2 Pay for activities not externally sponsored is subject to USNH and UNH policies and/or to the prevailing Collective Bargaining Agreement.
7.6.2.3.3.2.1.3 Pay for effort on non-federally sponsored projects is subject to sponsor policies and/or the specific sponsored agreement terms.
7.6.2.3.3.2.1.4 Pay for effort on federally-sponsored projects is based on the prior academic year 39-week stipulated UNH salary, calculated as a daily rate based on 195 days, and prorated according to the percent time and duration of the summer appointment. Sponsor limitations, such as salary caps, must be observed. Maximum full time summer effort and pay on federally-sponsored projects generally precludes compensation for effort on other sponsored or USNH-administered activities during the summer period.
7.6.2.3.3.3 Documentation. The signature of the faculty member's dean on a relevant document describing the work to be performed by the faculty member over the specified summer period constitutes documentation of approval. If the faculty member's appointment is within a UNH research institute rather than college/school, the institute director's approval serves as documentation.
7.6.2.3.3.4 Approval. Prior written endorsement by the department chair (director, for institute) and written approval by the dean (institute director) are required.
7.6.2.3.3.5 Payment. Pay is made in accordance with pay limitations above (UNH V.F.7.6.2.3.3.2.1).
7.6.2.3.4 Supplemental Pay
7.6.2.3.4.1 Definition. Applicable only to faculty, pay for approved additional professional responsibilities or assignments outside the faculty member's regular duties.
7.6.2.3.4.2 Policy. Occasional or sporadic intra-USNH professional work is considered to be within the regular responsibilities of the faculty member for which supplemental pay normally is not appropriate. However, certain situations may occur when it is necessary to make additional contributions to special programs, activities, symposia, or sponsored programs, e.g., which exceed what is normally expected. Pay in excess of the stipulated UNH salary3 (or full-time summer salary) during the base salary period (or summer period for AY faculty only) for additional responsibilities or assignments may be allowed if approval is obtained as specified in UNH F.7.6.2.2 and time, pay, other, and additional approval limitations below are met.
3 If an employee is paid less than the equivalent of 100% salary, additional compensation up to the 100% equivalent salary for additional duties does not require external sponsor approval. However, approval from the appropriate UNH administrator is required.
7.6.2.3.4.2.1 Time Limitations (one day per week average)
Consistent with the USNH Policy on Conflict of Interest (USY.V.D.7), the total time spent on additional professional responsibilities or assignments for which the faculty member may receive approved supplemental pay shall not exceed the equivalent on average of one day during each five-day academic-year week. For purposes of this additional pay policy, the average one day per week standard applies to faculty during their base salary period and to AY faculty exceeding full-time commitment during the summer period. If a sponsored project is involved, the additional work must be a one time, well defined project of finite duration.
7.6.2.3.4.2.2 Pay Limitations
7.6.2.3.4.2.2.1 Pay from a sponsored project may not be used during the base salary period to pay for work performed during the summer period, nor to pay for base salary period activities unrelated to the sponsored project.
7.6.2.3.4.2.2.2 The pay rate for activities not externally sponsored is subject to approval by the appropriate UNH administrator.
7.6.2.3.4.2.2.3 The pay rate for effort on non-federally-sponsored projects is subject to sponsor policies and/or the specific sponsored agreement terms.
7.6.2.3.4.2.2.4 Pay from federally-sponsored projects during the faculty member's base salary period or during the summer period for AY faculty is based on and limited to the faculty member's stipulated (base) salary rate, calculated as a daily rate based on 195 days for AY faculty or for FY faculty, the number of work days in the fiscal year (260-262). Sponsor limitations, such as salary caps, must be observed.
7.6.2.3.4.2.3 Other Limitations
UNH adheres to Federal OMB Circular A-21, which prohibits supplemental pay on federally-sponsored projects unless a) the work is for a project director in a USNH department other than the faculty member’s department and the work is clearly in addition to the faculty member's regular workload; or b) the work involves a separate or remote operation (e.g., a faculty member is assigned to work overseas or in some other location remote to UNH) and the work is clearly in addition to the faculty member's regular workload.
7.6.2.3.4.3 Documentation. Completed Human Resource Office form serves as documentation.
7.6.2.3.4.4 Approval. Pay on federally-sponsored projects must be specifically provided for in the sponsored agreement or otherwise approved in writing by the sponsor. (See also UNH V.F.7.6.2.2.)
7.6.2.3.4.5 Payment. Pay is made in accordance with limitations in UNH V.F.7.6.2.3.4.2.2.
7.6.3 Other Additional Pay (Non-Exempt or Exempt Employment)
7.6.3.1 Approval. Approvals must be in writing and are specified by pay type below. In addition, pay involving externally sponsored agreements requires approval from the Office of Sponsored Research.
7.6.3.2 Types of Other Additional Pay. Award, Bonus for Additional Duties, Bonus in Lieu of Continuing Increase, Bonus for Performance, Bonus for Referral, Honorarium, Research Subject, Specialized Services
7.6.3.2.1 Award
7.6.3.2.1.1 Definition. Pay to an employee in recognition of a past professional achievement, such as a distinguished teaching or Professional Service Excellence award.
7.6.3.2.1.2 Policy. Extraordinary contributions to the employee's professional field may be recognized in the form of a special monetary award. The award amount is unrelated to the employee's base rate or stipulated salary.
7.6.3.2.1.3 Documentation. Written justification must be provided by the USNH employee or group recommending the award.
7.6.3.2.1.4 Approval. Approval by the President or relevant Vice President is required.
7.6.3.2.1.5 Payment. Pay is a one-time, lump sum payment after recognition of the extraordinary contributions.
7.6.3.2.2 Bonus for Additional Duties
7.6.3.2.2.1 Definition. Unrelated to the base rate or stipulated salary, pay to an employee for having performed temporary additional duties that clearly exceeded the established regular duties of the employee's position. (See UNH V.F.7.6.2.1.7 for definition of Regular Duties.)
7.6.3.2.2.2 Policy. Pay for temporary additional duties performed at the supervisor's request during an employee's given base employment period may be made as a bonus.
7.6.3.2.2.3 Documentation. Written justification for the additional temporary duties must be provided by the supervisor. The justification must describe the additional duties and indicate the time period during which the duties will be/were performed.
7.6.3.2.2.4 Approval. Based on recommendation by the supervisor, prior approvals by the unit head and Human Resources office are required.
7.6.3.2.2.5 Payment. Pay is a one-time, lump sum payment at the conclusion of the assignment.
7.6.3.2.3 Bonus in Lieu of Continuing Increase
7.6.3.2.3.1 Definition. Pay to an employee at the top of his/her salary range at the time of the annual, continuing increase process. (Continuing increases include across-the-board, merit, equity, range change, general, and other such increases as authorized by the USNH Board of Trustees.)
7.6.3.2.3.2 Policy. An employee whose base rate or stipulated salary is at the top of the relevant pay range may receive a bonus in lieu of a continuing increase during the annual salary increase process. The bonus amount is not added to the employee's base rate or stipulated salary.
7.6.3.2.3.3 Documentation. Salary increase guidelines, provided by the Human Resources Office, specify required documentation. For bonus in lieu of merit, performance warranting the bonus must be justified in the employee's written job performance review completed by the supervisor.
7.6.3.2.3.4 Approval. The unit head's endorsement during the salary increase process constitutes approval.
7.6.3.2.3.5 Payment. Pay is a one-time, lump sum payment.
7.6.3.2.4 Bonus for Performance
7.6.3.2.4.1 Definition. Pay for outstanding job performance.
7.6.3.2.4.2 Policy. A performance bonus may be awarded at any time during the year to an employee performing the regular job in a superior manner. This applies to employees responsible for or instrumental in a significant body of work that transforms the institution or employing unit or employees who have successfully completed special and difficult assignments well beyond the basic job requirements. The bonus amount normally is limited to no more than 7.5% of the employee’s annual base salary. Amounts exceeding 7.5% can be awarded if prior written approval is obtained from the President. Funding is the responsibility of the employing unit, although, in exceptional circumstances, an appeal for financial assistance may be submitted to the President.
7.6.3.2.4.3 Documentation. Performance warranting the bonus award must be justified in the employee's written job performance review completed by the supervisor or in a letter by the supervisor when occurring at times other than the annual salary increase process.
7.6.3.2.4.4 Approval. If the documentation is to be a letter by the supervisor, prior written approvals by the President or relevant Vice President and Human Resources officer are required. During the regular salary increase process, the unit head's endorsement constitutes approval. If the amount will exceed 7.5% of the employee’s annual base salary, the President’s written approval is required.
7.6.3.2.4.5 Payment. Pay is a one-time, lump sum payment given at the conclusion of the recognized performance. (Contact the Human Resources Office for guidance on appropriate amounts.)
7.6.3.2.5 Bonus for Referral
7.6.3.2.5.1 Definition. Pay to an employee for referring an individual subsequently hired by USNH.
7.6.3.2.5.2 Policy. An employee may receive a bonus for referring a non-employee subsequently hired by USNH if the home department has implemented a referral bonus program. Such programs must be approved by the Office of Human Resources prior to implementation.
7.6.3.2.5.3 Documentation. A department using a referral program must have established written procedures and criteria for the program and must maintain documentation for each referral instance.
7.6.3.2.5.4 Approval. Approval by the unit head is required prior to payment.
7.6.3.2.5.5 Payment. The pay amount and timing are determined by the department's established procedures and criteria.
7.6.3.2.6 Honorarium
7.6.3.2.6.1 Definition. A monetary token of appreciation when the primary intent is to confer distinction upon or symbolize respect, esteem, or admiration for the recipient.
7.6.3.2.6.2 Policy. An employee who serves as a distinguished or keynote speaker for a special USNH event, lecture, workshop, or symposium may receive an honorarium. The honorarium amount is non-negotiable and is unrelated to the activity or the employee's regular rate of pay or stipulated salary.
7.6.3.2.6.3 Documentation. The administrator engaging the employee for the honored activity must provide written justification for the selection of the employee.
7.6.3.2.6.4 Approval. Prior approval by the President or relevant Vice President is required.
7.6.3.2.6.4.1 Exception for Non-Resident Aliens: Due to applicable federal regulations, any honorarium to a non-resident alien must be pre-approved by the Human Resources Office.
7.6.3.2.6.5 Payment. Pay is a one-time, lump sum payment after the activity for which the employee is being recognized.
7.6.3.2.7 Research Subject Pay
7.6.3.2.7.1 Definition. Pay to an employee who voluntarily participates as a subject in a USNH-sponsored research project.
7.6.3.2.7.2 Policy. An employee may receive pay if the employee voluntarily agrees to participate in a USNH-sponsored research project and is accepted as a research subject by the project director.
7.6.3.2.7.3 Documentation. The project director's records serve as documentation for the employee's participation in the project.
7.6.3.2.7.4 Approval. Because the employee's anonymity as a research subject must be maintained, approval by the supervisor is not appropriate. The project director's approval is sufficient.
7.6.3.2.7.5 Payment. The pay amount and timing are determined by the project director in advance of employee participation in the project. Payment may be made in cash in accordance with IRS regulations and USNH policies and procedures.
7.6.3.2.8 Specialized Services Pay
7.6.3.2.8.1 Definition. Pay to an employee for duties not part of the regular job for which the employee holds a regular appointment. The specialized services appointment involves work in a different capacity.
7.6.3.2.8.2 Policy. An employee may receive specialized services pay if the following conditions are met:
- The specialized services appointment is solely at the initiation and option of the employee and does not involve performance of regular duties requested or directed by the employee’s regular appointment supervisor, and
- The specialized services work is not permanent and normally occurs only occasionally or sporadically.
Normally, the specialized services work does not occur during the employee's regular working hours. However, if the work does occur during the employee's regular working hours, the employee must charge vacation/earned time or take leave without pay for the designated time period. Leave without pay is not figured into the overtime pay calculation.
For purposes of determining overtime pay for hourly-based employees, total hours worked in the regular and specialized services positions are combined. The only exception is when the additional job is teaching a credit course.
7.6.3.2.8.3 Documentation. The hiring supervisor must provide written justification for the specialized services appointment. The regular supervisor must provide written concurrence that the specialized services appointment involves work in a different capacity than is normal for the employee. (See UNH V.F.7.6.1.1.2 for non-exempt or UNH V.F.7.6.2.1.7 for exempt employment definition of regular duties.)
7.6.3.2.8.4 Approval. Prior approval by the hiring supervisor and the Human Resources Office are required.
7.6.3.2.8.5 Payment. Pay rate is determined by the type of specialized services work. (Consult the USNH Extra-Help Wage Schedule) Pay is included in a bi-weekly paycheck that may or may not coincide with the employee's regular bi-weekly paycheck.