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Extra Compensation for Grant Work Policy

TBR Policy Reference: 5:01:05:00

Approved by: Bruce Blanding

Introduction

The purpose and intent of this policy is to provide specific guidelines for the payment of additional compensation from contract and grant accounts. This policy is based on general interpretation of 0MB Circular A-21, the Tennessee Board of Regents Policy, and the Tennessee Code Annotated.

General Statement

Full-time employment with Jackson State Community College demands an individual's full-time professional expertise, commitment, and energies. The assigned teaching load of a faculty member constitutes a full-time assignment.

Jackson State Community College also recognizes the value to its students, its personnel, and to the citizens of Tennessee arising from outside consulting and other professional experiences in which members of faculty and staff may engage. Such activities contribute to the quality of instruction, enhances the competency of the individual, contribute to the economic development of the state, and bring credit to the institution. Therefore, under certain circumstances, employees may need to perform additional assignments for which extra compensation may be warranted. This policy contains the general provisions to cover these circumstances and limitations under which outside employment and/or extra compensation may be appropriate.

Applicable Policies and Guidelines

  • TBR Policy 5:01 :05:00 Outside Employment and Extra Compensation
  • TCA 49-5-410 Teachers - Moonlighting
  • 0MB A-21 Cost Principles for Educational Institutions - Section J(l 0)
  • Awarding agencies Terms and Conditions or other guidance

Definition

Extra Compensation is payment by Jackson State Community College for work that is (1) on behalf of Jackson State and/or its grants and contracts; (2) outside the employee's normal work schedule; and (3) not within the scope of the employee's standard work duties. Work may be performed while the employee is on annual leave or on leave without pay to avoid a conflict with normal work schedules.

Provisions

Before proposals are submitted to funding agencies, faculty and staff shall notify their appropriate supervisors, the vice president of their area, and the Sponsored Programs Officer of the nature of the grant work and the expected commitment of time. The President or his designee is the final authority. If it is known at the time of the proposal who will complete the work, they should be named or position listed.

In order to receive extra compensation/supplemental pay it must be spelled out in each proposal as additional pay above base salary. Nine-month faculty working on grants during the academic year may receive extra compensation/supplemental pay if the following criteria are met. The employee's grant work must:

  • cross departmental lines OR
  • involve a separate or a remote operation AND
  • be in addition to his regular departmental load AND
  • be specifically provided for in the agreement OR
  • be approved in writing by the sponsoring agency

In addition grant work must not constitute a conflict of Interest or compete with other institutional activities and time commitment(s) must be reasonable.

Positions Not Eligible for Extra Compensation

The following types of employees and work are not considered to be eligible for

Extra Compensation:

  1. Clerical and Support Staff - Extra Compensation rules and processes do not apply. However, it is the Tennessee Board of Regents' policy to provide hourly and salaried non-exempt employees with compensation in the form of compensatory time off for overtime worked, unless prior approval for monetary payment has been granted by the supervisor.
  2. Student Personnel - The primary purpose for these individuals to be at the college is to be enrolled in an academic program. Therefore, they are normally ineligible for Extra Compensation.
  3. Certain Professional Activities - Normal, short-term professional activities such as participation in symposia, accreditation visits, speaking engagements, exhibitions, or recitals, even though honoraria may be received for such participation, are not administered as Extra Compensation.
  4. When Work is Performed - Work performed when the employee is not within the term of his or her employment contract period or if the employee is on professional development assignment is not included under the Extra Compensation policy. NOTE: See TBR or agency's policy on Summer Compensation for work performed by academic year/9-month term faculty during summer sessions and inter-sessions.
  5. Ineligible Administrative/ Academic Professionals - The following staff may perform services, but they may not receive Extra Compensation:
    • President
    • Vice Presidents

Steps for Requesting Extra Compensation

The faculty or staff member shall notify appropriate supervisors of the nature of the employment and the expected commitment of time. Prior to accepting an extra assignment, the faculty or staff member must obtain approval from his or her supervisors. Supervisors may approve extra service only for effo1is that:

  • Are performed entirely outside of, and in addition to, normal work schedules, assignments, and responsibilities.
  • Do not interfere with assigned duties and responsibilities or with regular College operations.
  • Are consistent with TBR policies and guidelines and with state law. TCA § 49-5-410 limits full-time faculty members to teaching no more than two credit courses per semester for extra pay in an institution of higher education.
  • Do not constitute a conflict of interest or compete with the College's education, or public service programs.
  • Require only a reasonable time commitment from the employee.

When the applicable supervisor approves the extra service, assistant deans/ deans or other supervisory positions shall complete the Extra Compensation-Grant Pay Authorization Payment Request form, . Instructions for completing the forms are found on JW eb under Work Life tab under Financial and Administrative Affairs- Sponsored Programs. NOTE: Payment for credit instruction during the summer is authorized on forms generated by Academic Affairs. Summer pay restrictions apply.

Extra Compensation Limitations

Faculty cannot receive release time and extra compensation for the same grant work, the respective VP and President will make the determination on granting release time or extra compensation based on applicable internal, state, federal, and agency policies and guidelines. In the event that release time is granted that percentage of salary will be charged to the grant. To ensure that all monthly distribution and effort reports have been completed properly and submitted for approval and review, extra compensation will be paid accordingly: fall extra compensation will be paid with January's payroll; spring compensation will be paid with May's payroll; summer payments will be made with July's or August payroll depending on when the work was completed. In the event that extra compensation work is for a shorter period than a full semester, payments may be made sooner than the specified dates giving above but will coincide with regular payroll dates following the month in which work was completed.

It is the department's responsibility to ensure that the information on Grant Pay Authorizations is complete and accurate.