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Medical College of
Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Human Resources Division
No. 1.4.02
Employment of Extra Duty Personnel
(From Other Departments)
1.0 Purpose
To establish policy and procedures for temporary part-time
employment of MCG employees (exempt and non-exempt) in a department or
division other than their home department or division.
NOTE: The following
policy does NOT apply to MCGHI leased employees who are governed by
applicable MCGHI policies and procedures.
2.0 Policy
2.1 In a workload crisis, permission may be
requested to employ classified or nonclassified personnel on a temporary
basis.
2.2 Extra duty employment will be limited
to unforeseen and unbudgeted work of limited duration. The home
department should not authorize extra duty in excess of twelve months.
If additional time is needed, another Authorization Form MC 509 must be
completed. Extra duty compensation is not authorized for work performed
in an employee's home department or division. For the purposes of this
policy, an employee's home department is defined as all positions in all
budget units under the control of a single department chairman or
division director. The provisions of MCG
Policies 1.2.07,
"Automated Time and Attendance Standards" and
1.4.14,
"Compensation Policies for Classified Employees" apply to additional
work performed by classified employees in their home
departments/division.
2.3 This policy applies only to the extra
duty employment of MCG employees. The employment of individuals who are
not already employed by MCG is subject to the provisions of
MCG Policies 1.4.01,
"Employment Procedures" and /or
1.4.23,
"Temporary Emergency Employment."
2.4 Compensation of consultants and other
individuals performing professional services (who are not MCG employees)
is subject to the provisions of MCG Policies
1.2.05. “Check
Requests - Operating Expenses,"
1.2.17,
"Professional Service Agreements" and/or
1.2.18,
"University System of Georgia Employee Consultant Services Agreement
Between Institutions."
2.5 Extra duty employment must be approved
by the chairman/directors (or their representatives) of both the extra
duty department/division and the home department/division of the extra
duty employee before the extra duty work is performed.
2.6 The rate of pay for extra duty work will normally be the base
rate of the extra duty job, as specified in the current edition of the,
"Alphabetical Index of Classified Position Titles." The extra duty rate
of pay may exceed the minimum hourly rate of the job by not more than 20
percent, provided the extra duty rate does not exceed the employee's
current rate of pay in his/her regular job. The rate of compensation for
extra duty work must be agreed to by the extra duty employee and an
authorized representative of the extra duty department/division before
the extra duty work is performed.
2.6.1 In addition to the extra duty
rate of pay, extra duty employees may be authorized shift
differential and/or weekend premium in accordance with,
MCG Policy 1.4.14"Compensation
Policies for Classified Employees."
2.6.2 When total hours worked (extra
duty hours plus home department hours) exceeds 40 hours in a work
week, the extra duty rate of pay for nonexempt employees will be
increased by 50 percent for hours worked in excess of 40 hours.
Neither holiday time, vacation time nor sick time will be counted as
"time worked" in determining overtime hours. The overtime rate will
not be authorized for exempt employees. All overtime hours will be
charged to the extra duty department/division, unless more than 40
hours of work are performed in the home department/division, in
which case the home department/division will be charged for the
hours (in excess of 40) that are worked in the home
department/division.
2.6.3 Exempt employees (classified and
non-classified) who perform work that requires skills and
qualifications of a Registered Nurse will be paid the PRN rate of
pay plus the appropriate shift differential and/or weekend premium.
Exempt employees will be authorized a flat assignment rate of pay as
determined by the Compensation Staff.
3.0 Procedure
3.1 Responsibility: Extra Duty Applicant
Complete Section I (spaces 1-7) of Form MC 509 (Authorization for Extra
Duty Employment) and submit to home department/division. (Call
Compensation Section/Human Resources to request a copy.)
3.2 Responsibility: Home
Department/Division
Complete Section II (spaces 8-15) of Form MC 509 and forward form to
the extra duty department/division. If the request is disapproved, send
an information copy to the Classification and Compensation Section of
the Human Resources Division.
3.3 Responsibility Extra Duty
Department/Division
Complete Section III (spaces 17-25) of Form MC 509, indicating job
classification title of work to be performed and agreed rates of pay for
extra work, overtime shift differential and weekend premium.
3.4 Responsibility: Extra Duty Applicant
Complete spaces 26-28 Form MC 509, indicating acceptance of stated
rates of pay.
3.5 Responsibility: Extra Duty
Department/Division
Forward completed Form MC 509 to the Classification and Compensation
Section in sufficient time for it to arrive before any extra duty work
is performed.
3.6 Responsibility: Human Resources
Division
Review Form MC 509; notify extra duty department/division if agreed
rates of pay exceed authorized limits. If agreed rates are within
authorized limits, complete spaces 29-31 of Form MC 509; return a copy
of approved Authorization for Extra Duty Employment to extra duty
department/division, retain a copy and forward the original to the
Payroll Section.
3.7 Responsibility: Extra Duty Employee
Complete spaces 1-13 and 15-16 of Extra Duty Time Recording Sheet
(Form MC 510) on last day of each extra duty pay period. (Print/copy
Appendix B, or call Compensation section/Human Resources to request a
copy.)
3.8 Responsibility: Extra Duty
Department/Division
Complete spaces 14 and 17-19 of the Extra Duty Time Recording Sheet
and forward it to the Payroll Section not later than 2:00 p.m. on the
first working day after the end of the extra duty pay period.
3.9 Responsibility: Payroll Section
Check Extra Duty Time Recording Sheet to insure that the rates in
spaces 10-13 are the same as those in the approved Extra Duty
Authorization; compute extra duty gross pay and deductions and process
for payment.
Date: 1 July 1972 | Rev. No:
05-1 | Rev. Date: 9 November
2005 |
No. 1.4.02 |