Staff Additional Employment

Purpose:

The university has several methods for compensating employees for additional work performed within (and without) their home department.  This overview describes the COLA policies and procedures for salary adjustments related to compensating an employee for sporadic employment within the university.

Relevant Definitions:

Sporadic employment: Applies to full time employees who perform additional work outside their primary department. The nature of the work can be similar or different from the employee’s primary job. Sporadic employment encompasses work that occurs at irregular intervals or occurs as a single event. 

• This additional employment allows departments to “hire” university employees through the Add Job process in Workday. These employees are familiar with university rules, processes, and procedures; they are hired to do short term or sporadic work that contributes to the mission of the organization.
• This can be used to reduce the administrative burden on departments in the areas of recruitment and training for short term and/or sporadic work.
• Additional work performed within an employee’s primary job department may be compensated via temporary additional duties allowances.

Process:

For a sporadic job:

1. Use the decision tree and the Additional and Sporadic Job Matrix to determine the method of payment and process.
   1. If you are uncertain whether the person's additional work is FLSA non-exempt or exempt, you can search the Job Profile Catalog - RPT0286 in Workday for a job profile that would do a similar type of work, and it will tell you the FLSA Exempt Status of that job profile. Job Profile Catalog - RPT0286
2. Complete the Staff Additional Job powerform in DocuSign.
   1. You will want to use a JM sup org for the additional job.
   2. Tip: If you need help knowing who needs to sign the form, use the related actions menu (3 dots to right of worker's name in Search results) off of the worker's name in Workday; click on Security Profile>View Support Roles.
      1. For COLA workers, use Tamela Walker (scotttl@eid.utexas.edu) as the HR Executive approver.
3. Once your form is fully signed, please download a copy of the form; you will need to upload the approved form to your Workday BP.  Please follow the Add Additional Job for Staff WIG.
   1. Please be sure to include Comments on the BP with a brief explanation of the purpose of the Add Job and including the account number you will be using to pay for the additional work. 
      1. Depending on the account number, additional remarks justifying the use/verifying the payments are allowable may be required.
4. Once the Add Job has been final approved, payment will occur in one of two ways:
   1. If the decision tree leads to an hourly job, payment(s) will be made via hourly timesheet.
   2. If the decision tree leads to a One Time Payment, please follow the Request One Time Payment WIG.
      
      1. Be sure to add BP Comments specifying the purpose and amount of the payment and include the account number.

Related policies:

Additional Sporadic Employment (UT Human Resources website) 

Other Related Links:

Workday-Related:

Staff Additional and Sporadic Employment Decision Tree 

Sporadic Employment Overview for Staff (WPO)

Additional and Sporadic Employment Job Matrix

Forms:

COLA Staff Additional Job Form