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Assigning Extra Service

Assigning Extra Service. Target Audience. Campus staff responsible for RF Human Resources and Sponsored Programs Administration. Submit Questions to:. Email: studioa@hvcc.edu Phone: 888-313-4822 Or use the chat feature. Learning Objectives. Participants will be able to understand the:

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Assigning Extra Service

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  1. Assigning Extra Service

  2. Target Audience • Campus staff responsible for RF Human Resources and Sponsored Programs Administration

  3. Submit Questions to: Email: studioa@hvcc.edu Phone: 888-313-4822 Or use the chat feature

  4. Learning Objectives Participants will be able to understand the: • Reason for the policy • Requirements for Extra Service at the Research Foundation • Requirements for sponsored awards and Circular A-21 • Tools in place to help you stay compliant

  5. Definitions: Extra Service Compensation • A type of additional compensation paid to a full-time exempt employee of The Research Foundation (RF) or of the State University of New York (SUNY) for activities outside of and in addition to the employee’s full- time obligation and salary.

  6. Definitions:Institutional Base Salary (IBS) • The annual salary paid to an individual for the performance of the professional obligations in the primary appointment.

  7. Audits!

  8. Audit Findings Extra Service paid to faculty from federal funds was not across departmental lines or in a remote or separate operation

  9. Audit Findings • Extra service work did not relate to the award • Work was not different from the base obligation • Extra Service exceeded 20%

  10. Audit Findings • Lack of documentation • Need for enhanced controls and monitoring

  11. Extra Service Policy Goals • Provide clear guidance to administrators and faculty • Be compliant with Circular A-21 and sponsor requirements • Enhance controls • Provide flexibility in compensation practices as appropriate

  12. Requirements • Extra service appointments must follow hiring and compensation requirements for regular employees • Available to full-time exempt employees

  13. Requirements • Work is different from or in addition to the individual’s regular departmental load and must not interfere with regular professional obligations

  14. Requirements • Extra service paid from a sponsored award is disclosed and approved in accordance with sponsor requirements

  15. Requirements for A-21 • Indications that work is across departmental lines may include: • Research in a different discipline than a faculty member’s course load • Work is performed in a different department, or specialized unit within a large primary department

  16. Documentation • Description of services provided • How work benefits the sponsored project or RF • Availability of funds • Payment does not exceed 20% • Appropriate approvals are obtained • Extra Service Form

  17. Internal Controls • Fill-able Adobe form • Assist campus administrators in obtaining appropriate documentation and approvals

  18. Criteria for Amount • Academic Year employees • 20% of total (100%) academic year salary • Summer session is excluded unless part of institutional base obligation • Full time 12 month employees • 20% of total (100%) fiscal year salary (July – June)

  19. Internal Controls Monitoring Query Extra Service Payments by Person For a Specific Time Period

  20. Internal Controls • Additional Signature requirements for certain payments.

  21. Procedure • Oracle Input and Monitoring of Extra Service Payments • Provide step by step instructions on Oracle input of extra service payments and running the monitoring query

  22. Contact • Questions on implementation of this policy at your location should be directed to the office that handles RF administration. • The corporate Human Resources office is responsible for updating and maintaining the extra service policy.

  23. Links • Extra Service Policy • Procedure for Oracle input and monitoring extra service payments • Salary Rules and policies for assigning regular employees • OMB A-21

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