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Recurring/Additional Payment

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Policy No.: 1017
Effective Date: 06/25/09
Revised Date: 06/22/23
Reviewed Date: 06/22/23

Recurring/Additional Payment Policy
Wage Code Types 4601, 0623, 1401 1404, 1420, 1419, 4605, 1410, 1412, 1413, 1010

Purpose

1.1 To provide guidance regarding appropriate payments to employees outside of their base compensation and associated wage code usage.

Scope

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, Overload Assignments, 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 Compensation and Payroll, Financial Controls and Compliance, the Finance Controller and Academic Affairs are responsible for policy/procedure development and monitoring.

All payments for wage code types 4601, 0623, 1401 1404, 1420, 1419, 4605, 1410, 1412, 1413, 1010 will be submitted via the Recurring and Additional Payment Authorization Form in ADIS for review by either Human Resources Compensation or Payroll in accordance with the Payroll Schedule for Recurring and Additional Payments (located in NU Values - Recurring-Additional Payment web page).

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.

Policy

5.1 The correct administration of these payments includes the appropriate SAP coding, documentation, and approval process for each type of payment that is outlined in UNMC Procedures No. 1017, Recurring/Additional Payment. Departments may review information available in NU Values - Recurring-Additional Payment web page prior to completing a Recurring or Additional Payment Form in ADIS.

It is imperative that all payments comply with federal regulations regarding nonexempt biweekly paid employees in relation to the FLSA as well as the Cost Accounting Standards on contracts, grants and cooperative agreements involving federal funds found in OMB Circular A-21.

Human Resources Payroll completes data entry in SAP for the following payments:

  1. 4601 Awards
  2. O623 Moving Relocation Allowance

Human Resources Records completes data entry in SAP for the following payments:

  1. 1401 Additional Compensation
  2. 1404 Overload. Overload assignments for Academic-Administrative should not exceed 20% of base salary without prior approval of the President (except summer teaching/research appointment).
  3. 1420 July 1 In Lieu Payment Stipend (NON-ACADEMIC ONLY)
  4. 1419 New Faculty/Retention Stipend (FACULTY ONLY)
  5. 4605 Honorarium

Business Unit/Department completes data entry for the following payments:

  1. 1410 Supplemental Compensation Stipend. A fully signed Supplemental Compensation Plan Terms of Employment Agreement covering the payment period(s) must be on file and loaded in ADIS to pay supplemental compensation.
  2. 1412 Summer Instructional
  3. 1413 Summer Research
  4. 1010 Administrative Stipend

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.

For payment processing questions please contact Human Resources Records or Payroll.

Notice of Non-Discrimination

Please see UNMC's Notice of Non-Discrimination regarding the University of Nebraska Medical Center's commitment to creating a diverse and inclusive working and learning environment free from discrimination and harassment.

Additional Information


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