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University Administrative Manual

2,695: Additional Compensation, Supplemental Pay, and Overloads

Revised: September 2013

Administrative Faculty

  1. Teaching at UNR: Administrative faculty who want to engage in teaching activities at the request of an instructional unit of the University of Nevada Reno, including Extended Studies, may do so upon approval of their immediate supervisors. The faculty member may request additional compensation if the instructional activity is not in the faculty member’s home department and is in addition to his/her regular work duty. Where additional compensation may be paid, the following procedures apply:
    1. the administrative faculty member’s regular job requirements will be maintained and fulfilled;
    2. the administrative faculty member may teach no more than one class per semester, summer session included. The one class may carry up to five credits, but not more than five. Consistent with policy for academic faculty, several courses taught through Extended Studies may be considered ‘one class,’ but only up to a total of three credits. If the teaching or teaching-related activity does not carry formal credits, the activity will be assigned a “credit equivalency” under the following guidelines:
      • 1 credit equivalency = 16 contact hours (workshops, seminars, etc.)
      • 1 credit equivalency = 32-48 lab/hands-on experience hours
      Extended Studies Credit Equivalency Rates for hands-on experience programs
      • 4 hours (1/2 day) session = 1/10 credit equivalency
      • 8 hours (1 day) session = 2/10 credit equivalency
      • 16 hours (2 day) session = 4/10 credit equivalency
      • 5 day session = 1 credit equivalency
    3. the administrative faculty member must submit a Request for Instructional Compensation form to his/her supervisor for approval, after having obtained signature from the requesting department chair or dean (the form may be obtained on the Human Resources website);
    4. the academic unit or Extended Studies must submit a Personnel Action Form (PAF) with the approved request form to Human Resources for processing. Compensation for instructional activities will be the same as that for Letters of Appointment. The department in which the instruction takes place is responsible for the additional compensation except for Extended Studies classes. If the faculty member is less than 100% FTE, the FTE will be increased; any pay exceeding 100% of base would be processed as an overload. The PAF for a faculty member who is less than 100% FTE should be prepared through the faculty member’s home department.
  2. Teaching within NSHE: Administrative faculty who engage in teaching activities for other components of the Nevada System of Higher Education may do so upon approval of their immediate supervisors. The faculty member may request additional compensation if the instructional activity is in addition to his/her regular work duty. Where additional compensation may be paid, the same procedures as pertain to teaching at UNR apply (paragraph 1 above) with the exception that there is no limit on the number of courses or credits taught per semester.

Academic Faculty

  1. The following guidelines apply to earning additional compensation from university administered funds for providing specialized professional services and shall be interpreted consistently with those established in the federal government's Circular A-21.
    1. Administrative Stipends: “A” contract and “B” contract academic faculty members may receive additional compensation in the form of administrative stipends as approved through the stipend policy (see section 2,550).
    2. Over-load Teaching during the Contract Year: In special cases, the dean or director may grant special permission for an “A” contract or “B” contract academic faculty member to teach and receive additional compensation during the contract year for additional course(s) per semester either in the faculty member’s home department or another academic department including Extended Studies. The maximum overload for a full time member of the academic faculty is a three-credit course per semester. Exceptions must be approved by the Provost’s Office. Several courses taught through Extended Studies may be considered ‘one class,’ but only up to a total of three credits. If the teaching or teaching-related activity does not carry formal credits, the activity will be assigned a “credit equivalency” under the following guidelines:
      • 1 credit equivalency = 16 contact hours (workshops, seminars, etc.)
      • 1 credit equivalency = 32-48 lab/hands-on experience hours
      Extended Studies Credit Equivalency Rates for hands-on experience programs
      • 4 hours (1/2 day) session = 1/10 credit equivalency
      • 8 hours (1 day) session = 2/10 credit equivalency
      • 16 hours (2 day) session = 4/10 credit equivalency
      • 5 day session = 1 credit equivalency
    3. General Provisions for Additional Compensation for “B” Contract Faculty:
      • Overload Earnings – Earnings on non-contract days which ARE NOT eligible for retirement contributions (payroll earnings code – OVL).
      • Extra Duty Assignment – Earnings on non-contract days which ARE eligible for retirement contributions (payroll earnings code – EDA). The faculty member must match the required contribution.
      • The definition of the contract year for purposes of this section is consistent with the definitions found in sections 2,509 and 2,550 and means all contractual days during the period identified in the university calendar from the beginning of a semester to the end of a semester, exclusive of Saturdays, Sundays, and holidays.
    4. Additional Compensation on Non-Contract Days during Winter and Spring Break – “B” Contract Faculty: "B" contract faculty may earn additional compensation (Overload) from university administered funds on days they are not on contract during Winter and Spring Break. A PAF indicating OVL earnings code must be submitted for each break period when work is performed. Winter and Spring break periods are not eligible for EDA earnings (retirement contribution).
    5. “B” Contract Faculty Engaged in Research or Creative Activity during Summer Break (No Teaching):
      1. “B” Contract Faculty Working More than .5 FTE: To be eligible for retirement on summer earnings, the faculty member must work at least .5 FTE in the period when work is performed. If the faculty member satisfies the .5 FTE requirement earnings for that period will be considered extra duty assignment (EDA) and the funding source must contribute the required retirement percentage of salary. The faculty member is eligible for EDA earnings (if .5 FTE is achieved) in one or both of the periods.
        • Period 1 –begins on the first non-contract day after Spring semester and ends on June 30.
        • Period 2 –begins on July 1 and ends on the Friday before the first contract day of Fall semester.
        To be eligible for the retirement contribution on Summer earnings and to be paid appropriately, the faculty member must do the following:
        • Work at least .5 FTE in non-teaching activities for either Period 1 or Period 2
        • Submit one PAF using the EDA earnings code for the entire period. (In order to receive the retirement contributions, the work for the entire period must be recorded on the PAF)
      2. “B” Contract Faculty Working Less than .5 FTE: Faculty who work less than .5 FTE in Period 1 or Period 2 are eligible for overload (OVL) earnings but may not receive retirement contributions for those earnings. To be eligible for overload earnings, the faculty member must do the following:
        • Work less than .5 FTE in research or creative activities for either Period 1 or Period 2
        • Submit a PAF(s) using the OVL earnings code
    6. “B” Contract Faculty Engaged in Teaching During Summer Break (No Research or Creative Activities):
      1. Faculty Teaching More Than .5 FTE (8 or more credit hours): In order to be eligible for Extra Duty Assignment (EDA – retirement contribution) for teaching during Summer break, the faculty member must teach at least 8 credit hours over the three Summer sessions. To be eligible for the retirement contribution on Summer earnings and to be paid appropriately, the faculty member must do the following:
        • Teach at least 8 credit hours over the three Summer sessions
        • Submit ONE PAF using the EDA earnings code for the entire Summer (all three sessions). In order to receive the retirement contributions, all classes must be listed on one PAF.
      2. Faculty Teaching Less than .5 FTE (Less than 8 credit hours): Faculty who teach less than 8 credit hours combined over all three Summer sessions are eligible for overload (OVL) earnings but may not receive retirement contributions for those earnings. To be eligible for overload earnings, the faculty member must do the following:
        • Teach less than .5 FTE (8 credit hours) for the three summer sessions combined.
        • Submit a PAF(s) using the OVL earnings code.
    7. “B” Contract Faculty Engaged in Both Research/Creative Activities and Teaching During Summer Break:
      1. Faculty Working and Teaching More than .5 FTE (Combined Teaching and Research Days): To be eligible for the retirement contribution on summer earnings and to be paid appropriately, the faculty member must do the following:
        • Follow the normal approval and scheduling process for teaching summer session classes.
        • Alert Extended Studies that the faculty member will be teaching and conducting research which will result in the faculty member being .5 FTE or above for the summer.
        • Extended Studies will prepare a PAF using EDA as the earnings code and provide the PAF to the faculty member.
        • The faculty member must obtain the PAF from Extended Studies which states that the number of credit hours to be taught during all Summer sessions. See the chart below for converting credit hours to days.
        • The faculty member must ensure an additional PAF is prepared for the research/creative activities for both Summer periods. The total of teaching and research/creative activities must equal at least .5 FTE (32 days) for the entire summer.
        • The PAF for teaching and the PAF for research/creative activity must be submitted together to Human Resources.
        • No retroactive actions or changes to earnings code (OVL or EDA) will be processed.
        • Full Time Equivalency Conversion for Academic and Research Days for Summer Work
          FTECredit HoursEquivalency in Days
          6.25 1 4
          12.5 2 8
          18.75 3 12
          25 4 16
          31.25 5 20
          37.5 6 24
          43.75 7 28
          50 8 32
          56.25 9 36
          62.5 10 40
          68.75 11 44
          75 12 48
          82.5 13 52
          88.75 14 56
          95 15 60
          100 16 64
      2. Faculty Working and Teaching Less Than .5 FTE (Combined Teaching and Research Days): Faculty who work less than .5 FTE for teaching and research/creative activities during the entire Summer are eligible for overload (OVL) earnings but may not receive retirement contributions for those earnings. To be eligible for overload earnings, the faculty member must do the following:
        • Teach/work less than .5 FTE (combined teaching and research days) for the three summer sessions combined.
        • Submit PAF(s) using the OVL earnings code.
  2. Maximum Amount of Additional Compensation (OVL and EDA earnings code) from University Administered Funds:
    1. "B" contract faculty are permitted to earn a maximum of 50% of their base salary as additional compensation (typically from stipends, overload teaching and non-contract days) paid through university administered funds from July 1 through June 30 of each year. In special situations, faculty members may request, through the respective dean, approval for an exception to the 50% additional earnings policy. Such requests must be approved by the Executive Vice President & Provost.
    2. With the approval of the dean, department chairs engaged in research may have the amount of their chair stipend excluded from the maximum 50% additional earnings over base outlined in (a) above.
    3. “A” contract faculty are permitted to earn a maximum of 30% of their base salary as additional compensation (typically from stipends and overload teaching) paid through university administered funds from July 1 through June 30 of each year. In special situations, faculty members may request, through the respective dean, approval for an exception to the 30% additional earnings policy. Such requests must be approved by the Executive Vice President & Provost.
    4. Payment of additional compensation is made via a PAF. The reason for the additional compensation must be stated clearly in the “comment section”.

Deadlines for Sponsored Projects Effort Reporting

All effort extended during non-contract periods must be confirmed via the effort reporting process. It is the responsibility of the PI to submit a PAF in accordance with the deadlines stated below. Late PAFs will not be processed.

  • May Reporting Term: “B” Faculty working during their non-contract days in December, January, and Spring Break must submit a PAF to Human Resources no later than the 1st business day in April.
  • September Reporting Term: “B” Faculty working during their non-contract days in May, June, July and/or August must submit a PAF to Human Resources no later than the 1st business day in September.

It is not acceptable to store effort from a semester and pay overload during a non-contract day. Semester effort must be reported on a semester effort report. Overload must be earned during non-contract days.

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