SUPPLEMENTAL COMPENSATION POLICY
Back to Classification and Compensation
A. GENERAL POLICY
B. DEFINITIONS
C. STANDARDS
D. APPROVAL
E. REPORTING PROCEDURES
F. CONFLICT PROVISION
Link to Supplemental Compensation Form
A. GENERAL POLICY
Regular, full-time administrative/professional staff members are entitled to request supplemental compensation within the limits set by this policy.
It is the responsibility of each staff member to adhere to the provisions and spirit of this policy. Any questions concerning the policy should be discussed with the appropriate administrative officer before pursuing a supplemental compensation activity.
1. Supplemental compensation refers to both internal and external supplemental compensation.
2. Internal supplemental compensation is any compensation paid through the University to any staff member in addition to his/her base pay.
3. External supplemental compensation is any compensation not paid through the University which a staff member receives for professionally-related services.
4. Appropriate administrative officer refers to that individual to whom the requesting employee reports.
Staff members may not undertake compensated activities that will in any way (a) conflict with the lawful interests and goals of The University of Alabama, or (b) impinge on their primary responsibilities to the University.
Regular assignments must be fulfilled. Any rescheduling of assignments during the time of a staff member's supplemental compensation activities must be described in writing and must have prior approval of the appropriate administrative officer.
Staff members must make arrangements with the appropriate administrative officer (with written approval by the vice-president) in order to receive supplemental compensation. The maximum number of supplemental compensation days is 28 (excluding holidays, weekends, and annual leave) in any calendar year (January 1 through December 31).
1. External Supplemental Compensation
Staff members shall not (1) make use of property or personnel of The University of Alabama for the purpose of obtaining compensation from sources external to the University, or (2) use or permit the use of the name of The University of Alabama in a way that would suggest that the activity is sponsored or endorsed by the institution, without prior authorization from the President.
A full-time University faculty or staff member may not hold an academic appointment with another institution of higher education without written approval from the Provost and Vice-President for Academic Affairs.
2. Internal Supplemental Compensation
Some responsibility for teaching may be a part of the assigned workload of a staff member and may be accomplished without supplemental compensation. If teaching for internal supplemental compensation is requested, it should be done for situations where the assigned workload is exceeded, and normally is limited to one course per semester.
Receipt of internal supplemental compensation for externally sponsored research and service activities are subject to the current policies and regulations of the external sponsor. The statements, which follow, describe some of the policies in effect when this document was written.
a. Staff intending to receive compensation under sponsored programs (e.g., contracts and grants), are to submit a proposal at the time of submission, stating that such compensation will be consistent with University policy.
b. Unless prior written approval is given by the sponsoring agency and the staff member's vice-president, that staff member cannot (1) receive internal supplemental compensation on a project under his/her direction or (2) serve supplemental compensation for the same work.
c. If federal funds are used, internal compensation for consultation may be paid to staff members by the University only if (1) the consultation is across departmental lines and requires special expertise, or involves a separate or remote operation; (2) the activities involved are in addition to the regular work load of the staff member; (3) and such arrangements are specifically provided for in the agreement and/or approved in writing by the sponsoring agency.
The daily rate for internal compensation should not exceed 1.15 percent of the annual salary, and the pay for teaching a supplemental course will be no more than that for teaching a comparable course during a summer term.
Staff members who engage in conferences, workshops, and seminars through the University's College of Continuing Studies will, except for such activities funded through a grant or contract, receive internal supplemental compensation rates negotiated with that college.
NOTE: Certain funding sources may require more specific documentation of both internal and external supplemental compensation agreement. Any staff member accepting such sponsorship is presumed to have accepted the conditions of the sponsoring agency. It is the responsibility of the staff member to provide any required documentation.
An administrative officer who obtains documented evidence that a staff member has violated these procedures or standard should discuss that matter with the individual, submit a written report to the vice-president, and may take whatever steps are needed to ensure compliance.
Each staff member of the University must have prior written approval for all supplemental compensation activities from the submitted division vice-president. Requests for such approvals must be submitted to the vice-president through appropriate channels. Vice-presidents requesting supplemental compensation must obtain prior written approval from the President.
Division and department heads must provide annual summaries of supplemental compensation activities to their vice presidents by February 1 of each year for the preceding year's activities.
Each division of the University may develop its own format for reporting and summarizing supplemental compensation activities. Staff members must follow the procedures and formats set by the division to which they are assigned.
The terms and conditions of any agreement between the University and external organizations or between the University and particular employees will prevail in the event of any conflict between that agreement and the provisions of this policy.
Link to supplemental pay request form.