Additional compensation is pay for short-term work performed outside of an exempt (monthly paid) employee’s regular job duties. This is also referred to as an overload. Payments for overloads are not allowed on federal awards or awards in which the sponsor generally disallows this cost. The exception is when, at the proposal stage, the cost was requested and approved, or if during the award stage, prior written approval is given by the sponsor.
The chart below outlines the steps, the responsible office or person, and the time it takes to complete the request and approval for additional compensation from sponsored project funding sources. This guide does not cover the process and timing of the payroll processing of the additional payment.
|Steps||Responsible Office or Person||Timing|
|Complete the Additional Compensation Request Form and Worksheet that outlines the payment type and calculates the compensation amount.||
Department Business Manager
|At least 1 month before the start of the assignment|
|Complete the Justification Memo explaining the reason for additional compensation||Department Dean, Chair or Director
||At least 1 month before the start of the assignment|
|Submit the request form, worksheet and memo to OCG for review and approval
||Department Business Manager||At least 1 month before the start of the assignment|
Submit the request to sponsor for prior written approval if the overload is not budgeted in the proposal and not generally allowed by the sponsor
|Office of Contracts and Grants||2 weeks for sponsor response|
|Sign the additional compensation form and/or memo and return it to the department||Vice President for Research or Delegate||3 working days|
|Prepare electronic payroll assignment Record (e-PAR)||Department Business Manager||TBD by department|
Justification Memo from Dean or Chair
The information in the Memo will be used to obtain prior approval from the agency if required and should demonstrate the following about the additional work:
- It is clearly beyond the scope of the primary employment duties and, in most cases, requires a higher level of work and/or responsibility.
- It is not a reasonable extension of regular job duties;
- It will not compromise or adversely affect the performance of services covered by the recipient's regular assignment;
- The duties are limited in duration and will not become a regular part of the recipient's job duties;
- The additional work is not associated with the teaching of a degree course during the recipient's regular workday.
Overload while Paid on Federal Funds
When the employee is compensated for an overload from non-federal funds for any portion of a month in which they receive regular pay from a federal grant, the justification memo should clearly show that the additional duties are not so heavy as to interfere with the performance of regular duties for the federal agency.