The payment of additional pay must be approved in advance by the Business Manager, which may include the President, Vice President, Vice Provost, or Dean for employees under their supervision. These individuals are responsible for determining that budgeted funds are available for the additional pay and that the pay complies with this Policy. A request for an exception to this Policy must be submitted in writing to the Assistant Vice President, Human Resources, for review and approval.
All additional pay disbursed to an employee shall be paid though the University’s payroll system as wages reportable on Internal Revenue Service (IRS) Form W-2 and subject to withholding for income and employment taxes. To initiate a payment, the department must complete an Electronic Personnel Action Form (EPAF) for submission to Payroll Services via the Banner HR System. The EPAF must be supported by appropriate documentation such as a department letter or other documentation describing the services to be performed. The appropriate EPAF type, job code, and pay codes must be entered on the EPAF as determined by the employee’s classification and primary pay schedule.
Under no circumstances may an employee receive additional pay through the accounts payable system.
A violation of any portion of this Policy may result in disciplinary action, up to and including termination of employment and/or legal action.