Temporary Additional Duties

Purpose:

The university has several methods for compensating employees for additional work performed within their home department. This overview describes the COLA policies and procedures for adjustments related to compensating an employee for taking on temporary additional duties in the home department.

Relevant Definitions:

Temporary Additional Duties: Used to provide additional compensation for a full-time employee in a department when there is a change in work content that is limited in timeframe.

• This type of increase is often used in cases of turnover that result in a staffing shortage and short-term projects or surges.

College Guidance

• The funding source and account must be prior approved by the Assistant Dean of Finance and Administration. Please indicate approval when completing the required paperwork. Any requests for salary adjustments of any kind, including promotions and temporary adjustments, must first be reviewed prior to having any conversations with the potentially impacted staff member. Forms associated with these types of requests can be found on the Staff Forms page, and will be appropriately routed when submitted.
• Additional monthly compensation for individuals covering for a departing staff member will be calculated at a range of up to 2% of the outgoing staff member’s annual base salary.
• Temporary additional duty pay is currently available for full-time staff positions, including classified and A&P titles, for up to 3 months.
  • To extend beyond the limit, a new form must be submitted for a full review.
  • If a vacant staff position has not been filled within 6 months, please reach out for to the Director of HR (Tamela Walker) for a review of the position. 

Process:

1. Complete the Salary Adjustment Request PowerForm in DocuSign.
   1. Enter the employee's information in the first portion of the Salary Adjustment Request. This includes their name, EID, department, Job Profile, and current annual rate.
   2. Next, you will select your type of increase. In this case, Temporary Additional Duties.
      1. Proposed Monthly Allowance: Additional compensation should be calculated per the college guidance.
      2. Start and End Dates: According to the university’s Budget Rules, any increase in approved compensation for the current fiscal year without a change in classification or position is not to be effective prior to the first day of the month in which the required final approval of the rate change is obtained. The dates and amounts for the allowance can be adjusted accordingly, while also considering the above rules for compensation amount. Forms not following these guidelines will be voided and will need to be resubmitted.
      3. Enter the total compensation amount as detailed on the form.
   3.  In the next portion, you will enter the funding source and distributions, if applicable.
   4. You will click paperclip icon to attach your document with the justification, current and additional job duties. 
      1. Justification: Include the reason behind the increase. If the person is taking on additional duties due to a recent departure, then the name of terminated employee should be included. This is also where further clarification on funding can be added, such as if this is funded by the Dean’s office etc.
      2. Current job duties: Include the employee's current job duties, as listed on Workday. These can be found on the worker profile > Performance tab in Workday.
      3. Proposed Job Duties: Include the proposed job duties and highlight what is specifically changing in the employee's duties. If there will be no additional duties but there will be an increase in volume, please include this information here.
2. Once final approval has been received, please download a copy to attach to the Compensation Change BP.
3. Process a Compensation Change BP in Workday following the Request Compensation Change WIG (Workday Instructional Guide). For new temporary additional duties, you will use a Reason of Allowance>New Allowance with a begin and end date. These dates should follow the same rules listed for the SAR. Upload the signed SAR form to your BP and include comments specifying the intended duration and amounts and approver + approval date before submitting.

Related policies:

Salary Adjustments (UT Human Resources website)

UT Austin Compensation Philosophy (UT Human Resources website) 

HOP 5-3020: Classified Pay Plan

HOP 5-3140: Compensation Administration

Other Related Links:

Workday-Related:

Request Compensation Change WIG

Forms:

COLA Salary Adjustment Request form