VII-9.11(A)

UMB Policy on Increased Responsibilities and Supplemental Compensation for Exempt Staff

Human Resources   |   Approved June 29, 2009

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Responsible VP/AVP

Dawn M. Rhodes, DBA, MBA

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Policy Statement

1. An exempt staff employee who is a full-time, 100% FTE is eligible to receive supplemental compensation from UMB under very limited circumstances.

2. Supplemental compensation may be paid only for performance of increased responsibilities that are not within an employee's duties and responsibilities as a full-time employee. Many exempt staff positions at UMB involve duties and responsibilities that change and grow over time. Supplemental compensation is not a means to pay a bonus or incentive for performance of the duties and responsibilities of an exempt employee's current position.

3. In very limited cases, it may be appropriate to compensate an employee for increased responsibilities through an approved payment of supplemental compensation. The increased responsibilities must be for specific projects or tasks that can be performed over stated and limited time periods. The requested supplemental pay assignment must be for department, administrative unit, or academic unit different from the employee's regular unit. Work that is customarily provided to other units by the employee's regular unit is not eligible for supplemental compensation. "Administrative unit" means a unit of campus administration reporting to the President of UMB or to a Vice President of UMB. "Academic unit" means a division of an academic department if the department is formally divided into divisions within a School at UMB, or the administrative organization within a School.

4. An Increased Responsibilities and Supplemental Compensation Request ("Request") must be submitted and authorized prior to performance of increased responsibilities associated with an expectation of supplemental compensation for that work. A request filed after commencement of increased responsibilities will not be approved and the employee will not be paid.

5. Increased responsibilities must be performed outside of the employee's normal work hours and without impact on availability to perform normal responsibilities. Approval to accept increased responsibilities may be revoked by an employee's regular supervisor if there is unanticipated impact on performance of regular duties.

6. A Request must relate to work for a specific time period and must state the requested supplemental compensation, which shall be paid in a lump-sum payment (net of taxes and required withholding) following satisfactory completion of the increased responsibilities.

7. In order to accept increase responsibilities and receive supplemental compensation, an employee must have approval of the employee's regular supervisor, the Dean or Vice President who heads the employee's regular unit (as well as the employee's department chair, if the employee works in an academic department), the employee's proposed supervisor in the unit requesting the employee's services, and the Dean or vice President who heads that unit (as well as the department chair if the employee works in an academic department). 

8. Supervisors, Deans and Vice Presidents are under no obligation to recommend approval of requests for increased responsibilities and supplemental compensation. Requests should be given careful consideration, taking into account the employee's regular responsibilities, the amount of time and the times of day the employee would be required to be available to carry out increased responsibilities, the ability of the employee to perform increased responsibilities without negative impact on performance of regular duties, and issues of equity when more than one employee is qualified to carry out the increased responsibilities.

9. Supervisors and employees should be aware that employees with certain types of nonimmigrant visas may not be eligible to accept increased responsibilities or supplemental compensation unless prior federal approval is obtained.

10. Each administrative or academic unit proposing supplemental compensation must have adequate funding to pay the supplemental compensation. Supplemental compensation must be paid through the UMB payroll system; it may not be paid by affiliated organizations (e.g., foundations, practice plan organizations). No benefits (e.g. leave accrual) are associated with supplemental compensation.

11. Supplemental compensation may not be used to increase an employee's earnings in violation of State law or applicable policies restricting or prohibiting increases in compensation.

12. Opportunities for supplemental compensation assignments should be offered to qualified employees of other administrative or academic units on a non-discriminatory basis.

13. Human Resource Services will issue procedures for the Supplemental compensation approval process.