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Policy No.: 1017
Effective Date: 06/25/09
Revised Date: 08/02/13
Reviewed Date: 12/10/13
Recurring/Additional Payment Policy
Wage Code Types 4401, 1404, 1419, 1420, 1010
1.1 To provide guidance regarding appropriate payments to employees outside of their base compensation and associated wage code usage.
2.1 This policy is applicable to all UNMC staff and faculty.
Basis of the Policy
3.1 University of Nebraska Administration Human Resources Handbook for Policies, UNMC Policy No. 1007, Compensation Administration, UNMC Policy No. 3039, Supplemental Compensation Plan, UNMC Policy No. 6102, Institutional Base Salary, Executive Memorandum No. 19, annually published UNMC Budget and Salary Increase Guidelines, administrative practices of the University of Nebraska, and the federal Fair Labor Standards Act (FLSA).
Authorities and Administration
4.1 Business units are responsible for the funding and approval of payments in accordance with applicable University policy and procedures. Human Resources (HR), the Financial Compliance Office, Financial Controller along with Payroll, and Academic Affairs are responsible for policy/procedure development and monitoring.
Effective July 1, 2009 all payments for wage code types 4401, 1404, 1419, and 1420 will be submitted to HR Records for review and entry into SAP by either HR Records or Payroll in accordance with the payroll schedule. The additional payment form located in Sapphire outlines which payments must be submitted to Human Resources and which ones can be entered by the department.
There are various reasons that employees may receive additional compensation above their base wage/salary, either as a one-time payment or on a recurring basis. It is the policy of UNMC to comply with all University of Nebraska guidelines and state/federal laws/regulations regarding the payment of additional compensation to employees that is outside of base wage/salary.
5.1 The correct administration of these payments includes the appropriate SAP coding, documentation, and approval process for each type of payment that are outlined in the UNMC Procedures No. 1017, Recurring/Additional Payment.
It is imperative that all payments comply with federal regulations regarding nonexempt biweekly paid employees in relation to the FLSA (see UNMC Procedures No. 1017, Recurring/Additional Payment, section 5.2.3) as well as the Cost Accounting Standards on contracts, grants and cooperative agreements involving federal funds found in OMB Circular A-21 (see UNMC Procedures No. 1017, Recurring/Additional Payment, section 5.3.3).
It should be noted that additional payment options are not intended for work assignments that can be considered part of an employee's regular job duties, or "other duties as assigned."
If a position sustains ongoing significant changes in duties due to business necessity that appear to have increased the scope of the position, payments outside of base pay should not be used to compensate an affected employee for the change in duties. The position should be submitted to HR Compensation for review and evaluation.
Please direct payment processing questions to HR Records (402-559-4391) or Payroll (402-559-5875).
Equal Employment Opportunity
6.1 The University of Nebraska Medical Center declares and affirms a policy of equal educational and employment opportunities, affirmative action in employment, and nondiscrimination in providing its services to the public. Therefore, the University of Nebraska Medical Center shall not discriminate against anyone based on race, age, color, disability, religion, sex, national or ethnic origin, marital status, genetic information, sexual orientation, political affiliation, Vietnam-era veteran status, or special disabled Veteran status. Sexual harassment in any form, including hostile environment and quid pro quo, is prohibited.
- Contact Human Resources - Compensation at 402-559-5913 or 402-559-4102
- University of Nebraska Administration Human Resources Handbook for Policies
- Executive Memorandum No. 19
- UNMC Policy No. 1007, Compensation Administration
- UNMC Policy No. 3039, Supplemental Compensation Plan
- UNMC Policy No. 6102, Institutional Base Salary
- UNMC Procedures No. 1017, Recurring/Additional Payment
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