Policy
Our college ethos is to help one another achieve goals by lending assistance within and across functional areas on an ongoing basis in small ways and at periods of peak activity. Additionally, in the context of normal operations it is normal to have positions vacant for a short period of time and have other staff help cover the workload or allow for certain non-essential work to take longer or be paused. In certain cases, we may hire temp support if the work can be done without a lot of complex training.
In more extended cases, Taubman College may provide extra compensation to employees for performance of additional services in instances when the intended activity is clearly outside of the normal workload of the individual. Such assignments should only occur under special, temporary circumstances, such as a team member taking on a defined set of extra duties as a result of another staff member leaving the college or for taking on a special project.
Note: This policy applies to Taubman College full- and part-time staff, and not to faculty who hold director or administrative leadership positions.
Key questions to consider:
- What job duties will be added or increased?
- Are the new duties more complex?
- Do the new duties involve full supervision of non-student, non-temp employees?
- What duties will be removed or decreased and what will happen to those duties?
- Will another individual take on that work?
- Will the individual or team delay the work until later in the year?
- Will those duties temporarily no longer be part of the service expectation?
As you break out the work, if possible, assign percentages to current and new job duties to determine the magnitude of the change that comes with the additional duties.
Generally, managers are not eligible for additional compensation when there is a vacancy in a direct report position. A case can be made for certain critical duties, however other staff under the manager’s oversight should be considered for additional duties first. Ideally, select individuals who have either demonstrated that they can do or have done similar work in the past, or their education and experience make them qualified to perform the needed work.
The recommended timeframe for additional duties compensation is generally about three or four months, or the anticipated time required to fill an open position, cover a leave of absence, or the time needed to complete a special project.
Additional duties payments are permitted within a range of $500 – 1000 per month. The amount proposed should not be based on un-utilized salary budgets for individuals in open positions, but based on the work being performed by the individual.
Procedure
Supervisors must consult HR before communicating anything to the employee about the possibility of additional compensation.
- Supervisors will submit a list of duties the individual is taking on and the extra time it will require, expressed in hours or percentage effort, along with a proposal for the extra compensation (amount and pay frequency). This should first be shared with the supervisor’s team leader (if applicable) for review and approval.
- HR in consultation with the supervisor and team leader will determine if additional compensation is warranted and appropriate and share the proposal with the CFO for financial approval.
Disclaimers
We reserve the right to change this policy at any time, with or without notice.
All extra duties compensation is subject to local, state, and federal taxation.