This Form Should Be Completed and Submitted to Arts & Sciences Office of Finance And

Request for Supplemental Pay Instructions
Arts & Sciences

This form should be completed and submitted to Arts & Sciences Office of Finance and Administration BEFORE any commitments are made to individual employees.

This form is intended for:

• exempt staff employees paid on a 12 month basis who may be receiving supplemental pay/extraordinary compensation for work above and beyond their normal duties.
• faculty members who may be receiving extraordinary pay that has not been explicitly covered by the blanket approvals granted by the Provost Office.

Extraordinary payments to monthly staff can only be processed with prior approval from the Office of Finance and Administration. Such approvals should be obtained BEFORE commitments are made to individual employees. Do not submit this form to the Provost Office. All requests must be reviewed and endorsed by Arts & Sciences Office of Finance and Administration before being reviewed by the Provost Office. If further review is deemed warranted, we will conduct the review with the Provost Office and/or contact you for further information, if necessary. Please consult the following website(s) prior to the completion of this form.
This form is not required for faculty 1/9th (2/10thsor 1/11th) summer supplemental pay as outlined in the Faculty Handbook, 2008, 4-3 (Chapter 4, Page 3).

• (Faculty only - Chapter 4, pages 3-4)

Request for Supplemental Pay Tips for Completion
Arts & Sciences
Complete All 8 Sections of the Form

1. Faculty/Staff Member Information
2. This form is to be used for exempt employees only.
3. This section should be viewed as a whole and every field should be completed.
4. Provide details about the monthly faculty or staff member who you are requesting to be paid.
5. Primary Job Function
6. What type of work is performed in their primary job.
7. Provide a detail summary of the incumbent’s primary job duties.
8. The primary job description may be attached, but is not required.
9. Type of Work to be Performed
10. Provide a description of the type of work that will be performed to receive this additional compensation.
11. The description should be concise and include clear details about the type of work to be performed for this payment.
12. In the description, include details about the period of time the work will be performed and the frequency of payment.
13. Briefly explain why this payment does not warrant an adjustment to the base pay and a redistribution of salary.
14. If applicable, explain why the payment will be made after the work has been performed.
15. Supplemental Pay Approval Criteria
16. Check ‘Yes’ or ‘No’ for each of the five criteria.
17. Additional Tips re: Supplemental Pay Approval Criteria
18. Criteria #4: If you are the ‘alternate’ department (not the incumbent’s primary department), you will need to work closely with the primary department to ascertain this information. We are primarily trying to determine the rate of pay at the time of effort (the service begin date of the supplemental pay). If the incumbent’s rate is zero but he/she is receiving supplemental payments, ‘No’ should be selected.
19. Criteria #5: If the answer to this question is ‘Yes’, revisit Section 4, Further Explanation. Ask yourself, “Why isn’t this payment being added to the incumbent’s base pay?”
20. Departmental Justification for Supplemental Pay
21. Explain why the incumbent should receive additional compensation for the worked that has been outlined in Section 3, Type of Work to be Performed. What type of credentials does the incumbent have to make him/her the best candidate for this payment.
22. Supplemental Pay Detail
23. This section should be viewed as a whole and every field should be completed.
24. Additional Tips re: Supplemental Pay Detail
25. Alternate Department: Include your department name if you are not the primary department
26. Base Pay at the Time of Effort should be completed only if you are the primary department.
27. Reason for Payment
28. Select one that best describes the reason for payment.

If you have any questions concerning the completion of this form contact the Office of Finance & Administration or visit our website atDuke University | Trinity College of Arts & Sciences : Finance & Administration.