Procedures for Clinical/Adjunct Faculty Members to Receive Compensation for Extra Duty Services

(based upon the MCG Policy for Extra Duty Compensation for Faculty)

 

Purpose

 

·      To establish procedures for clinical/adjunct faculty members hired as Non-paid Employees (NPE) to receive extra compensation for extra duty services.

·      To ensure that all compensated and non-compensated faculty members are correctly processed into the PeopleSoft Human Resources Information System (PS HRIS) for accurate record keeping and reporting by completing all appropriate payroll documents prior to compensation being paid.

·      To ensure that all faculty appointment types have the appropriate credentials on file and are placed in the correct pay group/job title.

 

Process Overview

 

A Change PAR must be completed for clinical/adjunct faculty members who are to be compensated for approved extra duty services.  The change will process the clinical/adjunct faculty member into a secondary job - temporary part-time position during the month compensation is to be received.   The clinical/adjunct primary job will not be affected nor will a Change PAR be required to return to NPE status. 

 

All appropriate documentation required for part-time faculty appointments must be on file in Human Resources-Faculty Affairs or must be provided to update the faculty member's file prior to compensation being paid:

   Faculty (Part-time) Appointment Additional Documents

• Background Check

• Drug Screen (faculty who participates in clinical services involving patient care)

• Personal Data From

• Proof of Degree

• State Security Questionnaire (completion of the loyalty oath section and required signature)

Payroll Processing Documents

• Federal Income Tax Employee's Withholding Certificate (W-4)

• I9 Form

• Photo ID: A notarized copy of photo id (i.e., driver's license, passport Employment Authorization Card, etc).  A complete listing of the acceptable types of documents may be found on page three of the I9 Form.

• Outstanding Wages Beneficiary Designation Form

• Social Security Card (notarized copy of the faculty member's card)

• State of Georgia Employee's Withholding Allowance Certificate (G-4)

The Deans' Offices will provide appropriate assistance as needed to the departments to facilitate the process of completing all appropriate documents.

 

Process - Preparing a PAR for compensation:

• Select "Exempt Extra Pay" (Page 1)

• Enter "Part-time, Secondary Position" in the "Change Type" Field (Page 1)

• Enter effective date which will be the first of the payroll month (the end date will be the end of the payroll month). Note: the faculty member will automatically be returned to his/her non-paid employee title and status on the first day of the following month, therefore, an additional PAR will not be required.

• Enter BCAT (932X00 Temp Professor, 932X01 Temp Associate Professor, 932X02 Temp Assistant Professor, 932X03 Temp Instructor)

• Position #:  Will be provided by Classification/Compensation and Employment during the review/routing process to establish a new temporary faculty position in the Home Department where the extra duty services occurred and compensation is to be paid.

• 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 continuous 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"   The faculty member's review and concurring signature of extra duties and compensation to be paid as detailed within the PAR. (Page 3)

• "Brief Recommendation/Justification Details" (Page 3)

• The PAR with an attached copy of the Provost approved memorandum should be submitted directly to Human Resources - Faculty Affairs according to the published payroll deadlines for non-exempt faculty PARs and will be processed with the next available monthly payroll.

  • If the Provost has not approved the required memorandum describing the need for and time period of the extra duty service and compensation to be received, submit a memorandum through the Dean's Office to the Office of the Provost listing the faculty member, services and the amount of compensation to be received.  If the request is for multiple faculty members for a specific project or temporary need, one request may 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-Faculty Affairs and Payroll.