Title
University of North Carolina at Chapel Hill Policy on Additional Employment for SHRA Employees.
Introduction
Purpose
Additional employment within the University of North Carolina at Chapel Hill ("UNC-Chapel Hill" or "University") occurs when a permanent, full-time employee who is subject to the provisions of the State Human Resources Act (SHRA) is needed on a temporary part-time basis, in another University department or organizational unit.
Scope
The policy applies to all permanent full-time UNC-Chapel Hill SHRA employees.
Policy
Policy Statement
A permanent full-time SHRA employee (regularly scheduled 40 hours each workweek) is typically appointed to one position at one established rate of pay. However, the University allows additional employment after a reasonable effort has been made to locate a temporary or external employee.
Additional employment occurs when an employee who possesses specialized knowledge, skills, and abilities not readily available in the University’s recruitment area is needed on a temporary basis in another department or organizational unit. Additional employment can only be used for an emergency or one-time, fixed-term assignment. The additional assignment must have a specific beginning and end date (e.g., not over several semesters) and cannot be used for a continuing need.
Additional employment cannot conflict with the employee’s regularly assigned full-time SHRA duties and must occur outside of the employee’s regular work schedule. The additional assignment must be at the same level or higher than the employee’s primary duties.
Payment Guidelines
A wage-hour exempt employee who has an additional employment arrangement is only eligible to receive additional pay for work performed in another University department or organizational unit if the work that will be performed is significantly more complex than their regular duties. Additional pay must be based on the type of project instead of the employee’s hourly rate and the number of hours worked per week. For example, the amount for the lump sum payment may be based on the going market rate if an external person were hired to do the work, typical rate of pay that an employee on-campus would be paid for the work or another basis. The employee is not eligible to receive overtime or compensatory time off. In addition, payment may be made on a bi-weekly or one final lump sum basis. The total payment may not exceed 20 percent of the employee’s July 1 base salary for the fiscal year running July 1 to June 30.
A wage-hour non-exempt employee who has an additional employment arrangement must be paid overtime pay of one and one-half the employee’s regular hourly rate of pay after 40 hours of work in a workweek and the employee is not eligible to receive compensatory time off. Pay for the additional employment is based on the employee’s hourly rate. The payment must be made on a bi-weekly basis. The total payment may not exceed 20 percent of the employee’s July 1 base salary for the fiscal year running July 1 to June 30. The UNC Chapel Hill borrowing department is responsible for the cost of the additional employment pay, Social Security and State retirement contributions. The additional employment arrangement and pay must be approved in advance by the Office of Human Resources.
Temporary Teaching Assignment
Under certain circumstances, an SHRA exempt employee may be requested to fill a temporary teaching assignment. If so, the following conditions for such employment also apply:
- the teaching assignment is not within the reasonable scope of the employee's regular responsibilities and there is no conflict of interest between the temporary teaching and the regular duties;
- the SHRA employee has Wage-Hour Exempt status (NOTE: A Wage-Hour Non-exempt employee may not be appointed to a temporary teaching assignment);
- advance, written approval by the head of the employee's work unit and the dean or director of the employee's teaching work unit is obtained on the Additional Employment Request for SHRA Employees;
- final approval is received from the Employment & Staffing unit in the Office of Human Resources (OHR) before the proposed beginning date of the SHRA teaching assignment; and
- a credentials check is required if the employee will be the teacher of record, per the Policy on Qualifications of Course Instructors.
- an Adjunct appointment position must be created, compensation is to be paid as a one-time payment; overload if appropriate; (NOTE: Contact the EHRA HR unit in OHR for procedures for creating an adjunct appointment);
- compensation during any fiscal year is not to exceed 20 percent of the employee's current annual salary.
Exceptions
This policy does not apply to SHRA employees who work less than 40 hours per week and temporarily perform duties and/or work additional hours in more than one position at a time. In such cases, special arrangements must be made between the departments to coordinate funding, comply with Wage-Hour overtime laws, and determine employee eligibility for benefits. Please contact the OHR Employment & Staffing Talent Acquisition Partner to discuss limits on the use of part-time employees.
In addition, it does not apply to EHRA non-faculty and faculty employees who are covered by the Supplemental Pay for EHRA Employees Policy. Contact your assigned EHRA HR Consultant for additional information.
Definitions
- Borrowing department: UNC Chapel Hill department requesting an additional employment arrangement on a temporary or part-time basis.
- Compensatory time: Compensatory time is time off with pay in lieu of overtime pay for regularly scheduled or irregular or occasional overtime work at a rate equal to one-and-one-half times the amount of time worked over 40 hours in a work week.
- Exempt employee: under the Fair Labor Standard Act (FLSA), an exempt employee is not paid any kind of overtime wages or compensatory time off for hours that are worked over 40 hours in the workweek because they are exempt (not covered) by the protections of the FLSA.
- Lump Sum: a one-time payment made to a university employee for such things as activities outside of the scope of their full-time employment. A lump sum payment has a beginning and ending date.
- Non-Exempt employee: under the Fair Labor Standard Act (FLSA), a non-exempt employee is paid overtime wages for hours worked over 40 hours in a workweek because they are not exempt (covered) by the protections of the FLSA.
- Overtime: pay for hours worked over 40 hours in a workweek at a rate at least one and one-half time their hourly rate of pay.
- Primary Department: the permanent full-time employee’s UNC Chapel Hill home department.
Related Requirements
External Regulations
University Policies, Standards, and Procedures
Contact Information
Primary Contact
Subject: Additional Employment Policy
Contact: Assistant Director, Employment (OHR)
Telephone: 919-843-2300
Email: hr@unc.edu
Other Contacts
Subject: Additional Employment Requests
Contact: Staffing Support Services Specialist (OHR)
Telephone: 919-843-2300
Email: specialemployment@unc.edu
Subject: Lump Sum Payments
Contact: Classification and Compensation (OHR)
Telephone: 919-843-2300
Subject: Temporary Teaching Assignment
Contact: EHRA HR Unit (OHR)
Email: ehranf@unc.edu
Subject: Qualifications of Course Instructors
Contact: Office of Faculty Affairs
Email: facultyaffairs@unc.edu