Medical College of Georgia Administrative Policies
and Procedures
Office of Primary Responsibility: Office of the Provost
No. 2.2.14
Extra Duty Compensation for Faculty Employed by the Medical College of
Georgia
1.0 Purpose:
To establish policy and procedures for faculty employed by MCG to receive
extra compensation for extra duty services within or outside of their home
department or division according to BOR policy 803.1404.
2.0 Policy
Extra duty for faculty is defined as additional faculty responsibilities
assigned for a temporary period of time, not to exceed one year. The assignment
of extra duties may be within the home department and should be at the request
of the Departmental Chair based upon departmental needs. When extra duty is
performed outside of the home department or home school, the request should be
initiated by the unit head of the extra duty department receiving the services.
Extra duty compensation for faculty is defined as additional compensation for
extra duty service performed by a faculty member if all four of the following
conditions are met:
- The work is carried out in addition to a normal full load;
- No other qualified person is available to carry out the work as part of
his/her normal load;
- The work produces sufficient income to be self-supporting (when
educational activity’s income exceeds itemized expenses, the excess funds
may be distributed to program faculty as “Extra Compensation”); and
- The additional duties are not so heavy as to interfere with the
performance of regular duties.
The extra compensation shall be paid in line with compensation paid for
performance of the faculty member’s normal duties. The extra compensation may
be paid at the discretion of the Chair in one lump sum following the extra duty
service, or paid in monthly increments during the extra duty service. The pay
increase will be paid out of the extra duty departmental budget, unless other
arrangements have been made and approved by the school’s business office prior
to the Faculty Action and Approval Process.
Nothing in this policy shall in any way conflict with or override any policy
of any applicable faculty practice plan of any school within MCG.
3.0 Procedures
3.1 Extra duty assignments must be in accordance
with the policy “Extra Duty Compensation for Faculty Employed by the Medical
College of Georgia.”
3.2 Extra duty compensation will be initiated by
the academic/administrative unit that will receive the extra duty service of the
faculty member.
3.3 Requests for extra duty compensation for
faculty members must be routed according to the Faculty Action and Approval
Process (FAAP) [i.e., Chair, Dean (Business Office), Provost, and Human
Resources].
3.4 When the extra duty is not within the faculty
member’s home department or home school, both departmental chairs and school
deans must sign in concurrence of the extra duty service.
3.5 Institutional Process:
3.5.1 Submit a memorandum through the Dean’s
Office to the Office of the Provost describing the need for and time period
of the extra duty and listing the faculty member and the amount of
compensation to be received. If the request is for multiple faculty for a
specific project or temporary need, one request can be completed for all
faculty at the beginning of the period of the work. The Provost will send
approval to the department with a copy to Human Resources and Payroll.
Individual payments are to be processed using the Personnel Action Request
(PAR). When preparing the PAR for payment, the following instructions
apply:
- Select “Exempt Extra Pay” (Page 1)
- Enter “Faculty” in the “Change Type” Field (Page 1)
- “Salary Distribution Details” (Page 1)
- Enter the Account Stream: funding source used to compensate the
faculty member for the extra duty service.
- Enter the amount of compensation:
- One time payment: compensation paid in one lump sum following
the extra duty service; or
- Additional pay: amount of compensation to be paid each month
during the extra duty service.
- Enter the Start and End date of the Extra Duty Service:
- Start Date (mm/dd/yyyy): first day of the month that the extra
duty service begins.
- End Date (mm/dd/yyyy): enter the last day of the month that the
extra duty service ends.
- “Extra Duty Compensation for Faculty Employed by MCG” (Page 3)
- “Brief Recommendation/Justification Details” (Page 3)
- Faculty member’s review and concurring signature of extra duties and
compensation to be paid as detailed within the PAR (Page 3).
- Obtain appropriate approval signatures.
3.5.2. The PAR may be submitted directly to
Human Resources according the published payroll deadlines and will be
processed with the next available monthly payroll.
Date: 1 Feb.
2004 | Rev. No.: 05-01 | Rev. Date:
7 Dec. 2005
| No. 2.2.14 |