This section provides an overview of many benefits available to faculty and staff. In the event of conflict between the overview provided in this handbook and the plan document or insurance plan, the plan document or insurance plan will govern. Complete descriptions are not possible in the handbook; employees should contact Human Resources for specific plan details. The Labor Agreement governs in the case of Union employees in all aspects of this section. Regular non-union employees who have a schedule involving a (.46) FTE or above, and Union employees who have a (.50) FTE or above are eligible to participate in the College’s benefit programs.
Carleton College will comply with all applicable laws such as ACA, FMLA, federal, state, and any applicable regulations.
Employment & Benefits
Procedures for Additional Compensation
Procedures for Additional Compensation
Occasionally, a manager may request additional compensation for a staff member who will assume distinct duties and responsibilities, typically for an extended period of time, which fall outside the reasonable expectations of their current role.
Before discussing the additional responsibility with the employee, managers should assess each situation and consult with HR. In some cases, the employee may have capacity in their schedule to take on new tasks without the need for additional compensation. In others, redistributing tasks so that an employee can devote themselves to the new duties may be the best route.
If deemed appropriate, additional pay may be provided in the following situations:
- Interim pay for temporarily assuming the duties of a vacant role. Additional compensation for acting duties should be determined by looking at the following variables:
- Whether the employee will be assuming full or partial responsibilities of the open position and the current work load of the open position.
- Whether the employee’s normal job duties will be redistributed.
- The differential between the employee’s current salary and the grade of the position in which they are acting.
- Temporary FTE increase for exempt employees with an FTE of less than 1.0 will be considered if additional duties push the employee beyond their regularly scheduled hours.
- Supplemental pay for additional, temporary increases in responsibility or significant, sustained duties that are separate and clearly beyond the scope of the employee’s regular job classification. Additional compensation for supplemental pay should be determined by looking at the following variables:
- The grade level of the additional duties
- What percentage of time will the employee be working on higher level duties
- The differential between the employee’s current salary and the grade of the additional duties
- Project pay for additional, temporary project-related work that requires an employee to work beyond their regular pay duties. Exempt employees may also receive project work if the project substantially increases their workload causing them to work far beyond their regular work hours.
- One-time assignments. Work of a special or one-time nature, making it impractical or unfeasible to hire a temporary employee. The rate of pay will be determined at the time of the assignment.
The amount of the additional pay can vary widely, depending on the level of the additional tasks and the amount of additional work. If granted, additional compensation shall consist of either (1) a temporary series of payments; or (2) a one-time, lump-sum payment. Additional pay requests should be made using a Position Change Form and require approval from the manager, department head, Human Resources Director, Budget Director, and divisional Vice President.
Any additional compensation award will end when the additional work ends and is not to be treated as a permanent increase to an employee’s base salary.
It is important to remember that non-exempt employees must record and be paid for all hours worked. There is no need to request additional compensation for non-exempt employees who work additional hours performing their regular, or similar, duties. Those hours should be recorded on their Web Time Entry and paid through the normal payroll cycle.
Carleton’s collaborative environment also provides employees opportunities to sit on various committees, participate in campus events, activities, or groups, perform similar work in another area of the college, etc. Employee engagement is these activities is important and helps form our campus culture, but it is not considered additional work under these procedures.
Last Revised: June 15, 2022
Last Reviewed: June 15, 2022
Maintained by: Human Resources
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