Northern Arizona University

Supplemental pay is used to compensate regular, full-time employees for:

• Work performed outside of the employee’s normal work hours (i.e. evening or weekend work) OR the employee must use vacation hours or work a flexible schedule to accommodate completion of the supplemental work; AND
• Performed for a different department than the employee’s home department OR the duties must be separate and distinct from the employee’s primary position duties. (Personnel Policy 2.04)

Additional pay for part-time employees should be submitted on a PAR form instead of a Supplemental Compensation Request form. For questions on supplemental payment eligibility or process, please contact the Employee Relations Team.

Because of the distinct nature of our different employee classifications, we have two processes for these payments. The employee’s PRIMARY position determines which process is appropriate to use.

• For an employee whose PRIMARY job is classified staff or service professional, use the Classified Staff/Service Professional Supplemental Compensation Request Form.
• For an employee whose PRIMARY job is faculty, use the Faculty Supplemental Compensation Pre-approval Form (step 1) and Payment Form (step 2).

Supplemental Compensation Request Process

All forms contain processing instructions, but here are some general guidelines to consider before processing a supplemental pay request.

1. Appropriate approvals MUST be obtained prior to making final arrangements for supplemental employment. Both the employee’s primary and supplemental work departments must approve all requests for supplemental payment. This includes the supervisor, the department head, the area/org manager for the funding source and the appropriate Provost, Associate Provost and/or Vice President. Additionally, The Office of Grants and Contract Services must review all requests for sponsored projects.
2. Once the appropriate approval signatures have been obtained, the form should be sent to the Budget Office and then Human Resources for final review and processing.
3. The maximum supplemental compensation hours allowed per fiscal year, per employee is 384 hours, or 312 hours per academic year.

Guidelines for Determining Supplemental Rate of Pay

If the employee is regularly a non-exempt employee, all supplemental work is subject to overtime requirements and must be at least time and one-half the employee’s primary hourly rate.

When the supplemental work to be performed by an employee is within his/her assigned job classification in a department other than the employee's assigned department, the supplemental compensation rate should be equal to the employee's current rate of pay.

Compensation for supplemental work which is separate and distinct from the duties and responsibilities of the employee's regular job description shall be within the pay range for the job classification that encompasses the supplemental work. For example, if an Office Specialist is performing supplemental work that is comparable to that of an Administrative Associate, the rate of pay for the supplemental work should be comparable to that of other Administrative Associates at NAU.

Supplemental pay for faculty members is determined by the Office of the Provost.

Questions pertaining to Supplemental Compensation should be forwarded to the appropriate Employee Relations Team member for your area.