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GEN 2.5. Overload Payments.

GEN 2.5. Overload Payments.

Listed below are excerpts from the System's policy on overload payments. It is generally assumed that the salary received by full-time faculty, academic staff and limited appointees fully compensates them for university activity during their appointment period. Thus, such faculty, academic staff and limited appointees may not receive compensation, for an overload activity, from any funds administered within the University System, regardless of source, except through procedures and within standards provided in this policy. Exceptions to this policy are subject to specific advance approval of the Chancellor(s) (or designee) whose unit(s) is (are) involved and must be of an unusual, short-term and nonrecurring nature. Compensation received by academic year employees from the University in the summer period is not a part of this policy and is discussed in Gen 2.4, Compensation for Additional Services (CAS).

(1)   Because of the uniqueness of our calendar plan, the statement listed below is considered operational.

(2)   Definitions.

Base Salary ‑ The salary approved for the year in the annual budget process.

Annualized Base Salary ‑ The base salary plus any additional salary payments earned from University‑administered sources by a faculty or academic staff member when he/she does not have a University commitment (e.g., CAS, extramural grants, UW Extension) The maximum allowable annualized base salary is 1.2222 of the base salary.

Overload Payments ‑ Salary payments made from University‑administered sources that exceed the base salary or the annualized base salary.

(3)   Interpretations.

(a)   If a faculty, academic staff or limited appointee has a part‑time commitment to the University for a term in which salary payments administered by the University from other sources are also received, then the additional salary will be considered as annualized base salary up to an amount that would bring the individual to a full‑time salary for that term. Any overage of the full‑time salary for the term would be considered an overload payment.

(b)   Calculation for the purposes of this document is based on when salary dollars are earned and not when they are paid.

(c)   The maximum allowable overload payment is 20 percent of the base salary or $18,000, whichever is greater. For nine-month employees, the limit is 20 percent of their academic appointment base salary or $18,000, whichever is greater. If extraordinary circumstances exist exception to the limit may be authorized by the Chancellor or designee.

(d)   For instructional staff, overload payments need the advance approval of the Provost and Vice Chancellor and must be of an unusual, short‑term, nonrecurring nature. For non-instructional staff, overload payments need the approval of the Vice Chancellor of the division in question and the Vice Chancellor of Administrative Services (or designee).

(e)   For instructional staff, requests for additions to the payroll shall be sent to the Associate Vice Chancellor on a Personnel Transaction Form and must be identified as overload payments. For non-instructional staff, requests for additions to the payroll shall be sent to the Office of Human Resources.

(f)    Procedurally, all requests for additional payments on the unclassified payroll for instructional staff will need to flow through the office of the Associate Vice Chancellor. For non-instructional staff, such additional payments need approval of the Vice Chancellor of the division in question and the Vice Chancellor of Administrative Services (or designee).

(g)   Personnel Transaction Form requests will need to include the following information: name, amount, account number, reason for payment, date(s) of the performed service, and the name of the originator. The request should be initialed by all supervisors approving the need for the temporary assignment or additional short-term responsibilities and verifying that funding is available for the overload payment. Additionally, Personnel Transaction Forms need to be initiated by the Budget Office before reaching the Provost and Vice Chancellor’s Office or the Office of the Vice Chancellor of Administrative Services (or designee). For instructional staff, the Associate Vice Chancellor will inform the vice chancellors, deans, or assistant vice chancellors of the appropriateness of the payment and make the necessary arrangements with the Office of Human Resources. For non-instructional staff, the Vice Chancellor of Administrative Services or designee will do likewise.

(4)   State Limits.

Each UW institution is considered a “separate” State agency for application of the overload earning cap. Thus, a full-time employee can earn overload at their institution and be eligible to earn overload at any other UW institution or any other State agency. Thus, in theory a full-time employee at UW Oshkosh could hold another appointment at UW-Stout and UW-Madison and earn overload at each institution

The limit is calculated on an academic year basis for academic year appointments and on a fiscal year basis for annual appointments. Staff employed full-time during the period of their academic year appointment are subject to the cap because they are considered full-time. However, during the summer any additional amount earned is not applied to the 20 percent of base salary or $18,000, whichever is greater cap because they are not considered to be employed full-time during the summer. Full-time annual staff are subject to the cap for the entire fiscal year.

 

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