To establish policy and procedures for temporary part-time employment of GHSU employees (exempt and non-exempt) in a department or division other than their home department or division.
NOTE: The following policy does NOT apply to MCGHI leased employees who are governed by applicable MCGHI policies and procedures.
2.1 In a workload crisis, permission may be requested to employ classified or nonclassified personnel on a temporary basis.
2.2 Extra duty employment will be limited to unforeseen and unbudgeted work of limited duration. The home department should not authorize extra duty in excess of twelve months. If additional time is needed, another Authorization Form MC 509 must be completed. Extra duty compensation is not authorized for work performed in an employee’s home department or division. For the purposes of this policy, an employee’s home department is defined as all positions in all budget units under the control of a single department chairman or division director. The provisions of GHSU Policies 1.2.07, “Automated Time and Attendance Standards” and 1.4.14, “Compensation Policies for Classified Employees” apply to additional work performed by classified employees in their home departments/division.
2.3 This policy applies only to the extra duty employment of GHSU employees. The employment of individuals who are not already employed by GHSU is subject to the provisions of GHSU Policies 1.4.01, “Employment Procedures” and /or 1.4.23, “Temporary Emergency Employment.”
2.4 Compensation of consultants and other individuals performing professional services (who are not GHSU employees) is subject to the provisions of GHSU Policies 1.2.05. “Check Requests – Operating Expenses,” 1.2.17, “Professional Service Agreements” and/or 1.2.18, “University System of Georgia Employee Consultant Services Agreement Between Institutions.”
2.5 Extra duty employment must be approved by the chairman/directors (or their representatives) of both the extra duty department/division and the home department/division of the extra duty employee before the extra duty work is performed.
2.6 The rate of pay for extra duty work will normally be the base rate of the extra duty job, as specified in the current edition of the, “Alphabetical Index of Classified Position Titles.” The extra duty rate of pay may exceed the minimum hourly rate of the job by not more than 20 percent, provided the extra duty rate does not exceed the employee’s current rate of pay in his/her regular job. The rate of compensation for extra duty work must be agreed to by the extra duty employee and an authorized representative of the extra duty department/division before the extra duty work is performed.
2.6.1 In addition to the extra duty rate of pay, extra duty employees may be authorized shift differential and/or weekend premium in accordance with, GHSU Policy 1.4.14“Compensation Policies for Classified Employees.”
2.6.2 When total hours worked (extra duty hours plus home department hours) exceeds 40 hours in a work week, the extra duty rate of pay for nonexempt employees will be increased by 50 percent for hours worked in excess of 40 hours. Neither holiday time, vacation time nor sick time will be counted as “time worked” in determining overtime hours. The overtime rate will not be authorized for exempt employees. All overtime hours will be charged to the extra duty department/division, unless more than 40 hours of work are performed in the home department/division, in which case the home department/division will be charged for the hours (in excess of 40) that are worked in the home department/division.
2.6.3 Exempt employees (classified and non-classified) who perform work that requires skills and qualifications of a Registered Nurse will be paid the PRN rate of pay plus the appropriate shift differential and/or weekend premium. Exempt employees will be authorized a flat assignment rate of pay as determined by the Compensation Staff.
3.1 Responsibility: Extra Duty Applicant
Complete Section I (spaces 1-7) of Form MC 509 (Authorization for Extra Duty Employment) and submit to home department/division. (Call Compensation Section/Human Resources to request a copy.)
3.2 Responsibility: Home Department/Division
Complete Section II (spaces 8-15) of Form MC 509 and forward form to the extra duty department/division. If the request is disapproved, send an information copy to the Classification and Compensation Section of the Human Resources Division.
3.3 Responsibility Extra Duty Department/Division
Complete Section III (spaces 17-25) of Form MC 509, indicating job classification title of work to be performed and agreed rates of pay for extra work, overtime shift differential and weekend premium.
3.4 Responsibility: Extra Duty Applicant
Complete spaces 26-28 Form MC 509, indicating acceptance of stated rates of pay.
3.5 Responsibility: Extra Duty Department/Division
Forward completed Form MC 509 to the Classification and Compensation Section in sufficient time for it to arrive before any extra duty work is performed.
3.6 Responsibility: Human Resources Division
Review Form MC 509; notify extra duty department/division if agreed rates of pay exceed authorized limits. If agreed rates are within authorized limits, complete spaces 29-31 of Form MC 509; return a copy of approved Authorization for Extra Duty Employment to extra duty department/division, retain a copy and forward the original to the Payroll Section.
3.7 Responsibility: Extra Duty Employee
Complete spaces 1-13 and 15-16 of Extra Duty Time Recording Sheet (Form MC 510) on last day of each extra duty pay period. (Print/copy Appendix B, or call Compensation section/Human Resources to request a copy.)
3.8 Responsibility: Extra Duty Department/Division
Complete spaces 14 and 17-19 of the Extra Duty Time Recording Sheet and forward it to the Payroll Section not later than 2:00 p.m. on the first working day after the end of the extra duty pay period.
3.9 Responsibility: Payroll Section
Check Extra Duty Time Recording Sheet to insure that the rates in spaces 10-13 are the same as those in the approved Extra Duty Authorization; compute extra duty gross pay and deductions and process for payment.