Additional Pay Process: Information and Guidelines

1. Before Creating Additional Pay or Transforming Pre-work • Before creating an Additional Pay Request or transforming a Pre-work Request into an Additional Pay Request, you need to be prepared with certain required information. • These tasks are performed by the Additional Pay Submitter • Determine the Additional Pay Type • Completed and verified Pre-work Request • Non Pre-work Additional Pay Request • Verify the completeness and accuracy of source material and supporting documentation • Determine the correct Job Class Code, compensation amount(s), and dates based on the situation being compensated • Determine the correct General Ledger and Payroll object codes based on the situation being compensated • Find and attach (i.e. upload) the proper/required documents to the Additional Pay Request

2. Preparing Additional Pay Information • After determining the Type of Additional Pay, determine and collect the information required for the Additional Pay Request (varies by Additional Pay Type); for example: • Calculate the compensation amount for extra services and vacation payout • For Extra Services Weekly Paid, if work exceeds 40 hours in the week being compensated, calculate the compensation amount to account for overtime pay (i.e. time-and-a-half)* • Other Additional Pay Types require no calculation • For these Requests, verify the total amount of compensation being requested • Determine the proper Job Class, Fund, Object, Program, and CREF codes • Scan attachments (required documents vary by Additional Pay Type) *For Extra Services Additional Pay to Weekly Paid employees working multiple jobs at different rates, consult Human Resources Compensation for details on calculating and processing. *Weekly paid employees who work extra hours as part of their regular job duties should be paid overtime through On-Line Time Reporting.

3. Job Class Code, Accounts and Compensation Dates • Determine the appropriate Job Class Code, General Ledger and compensation details. • Many employees have only one Job Class Code; this is the Job Class Code • If an employee has multiple Job Class Codes (e.g. Faculty) and you must use the appropriate Job Class Code based on the situation being compensated • Determine the General Ledger and Payroll object codes that will be used for payment • Ensure that these codes align with the Job Class Code and the circumstances being compensated • Determine the dates, these include: • Compensation Dates - the date(s) the work was/is to be performed • Earliest Pay to Include - earliest pay date in which the pay will be included • Distribution Period End - the Calendar Period in which the pay will be distributed in the selected account code combination(s)

4. Attaching Supporting Documents • Locate and upload the attachments that support the Additional Pay Request. • On your computer desktop, locate the attachments for the Additional Pay Request • Upload the attachments by using the PennWorks Upload feature called Attachments > View/Edit • No one can edit or delete the documents you attach • Approvers will be able to view your attachments and/or add additional documentation as an attachment

5. Approval of Additional Pay • Additional Pay Requests routes automatically to: • Paying and Home ORG Approvers (and ORS if a Grant is the funding source), and then on to higher level Approvers (e.g. Home/School, Provost, H.R.) depending on the Type of Additional Pay Request • If an Approver rejects the Additional Pay Request, it is immediately removed from the Approver queue and routed back to the Submitter • Submitters can check on approval progress via PennWorks Additional Pay Routing History • The School/Center Access Administrators maintain a list of Additional Pay Approvers; contact the appropriate Access Administrator if you need the name of the Approver for a given ORG for follow-up purposes The same person cannot be both the Submitter and the Paying ORG and/or Home ORG Approver, and/or Home School/Center Approver. At least 2 different people must be involved in the Submit and Approve process before the Provost or HR.

6. Processing of Additional Pay • Once all the approvals have been obtained, PennWorks sends the Additional Pay Request to the Payroll system for processing. • Pay will be issued in accordance with established Payroll procedures based on the ‘Earliest Pay to Include’ date entered in PennWorks Additional Pay • Assuming all approvals were obtained in time for inclusion in that particular payroll run • Verification of issued pay should be conducted using existing procedures and reporting mechanisms • i.e. Salary Management and Data Warehouse reports