HR employee resources - Overloads

This resource provides information on overload payments

Functional Owner	Chief Human Resources Officer
Executive Sponsors	Vice Chancellor for Administration & Finance
Policy Contact	Human Resources Associate Director

Current Full-Time UWL Faculty and Academic Staff

Period Activity Pay are intended for additional non-recurring work or courses taken on by full-time UWL faculty or staff outside of their regular work duties.

Overload and summer payment form

Current Part-time Faculty and Academic staff

When paying an employee* who has an FTE lower than 100%, it is our obligation to pay for additional duties by adding FTE rather than Period Activity Pay. It is generally permissible to pay such payment when the duration of the assignment is less than one month, longer term assignments should be made using a salary and FTE. In some cases, an hourly academic staff appointment may be appropriate. HR can help determine the appropriate payment type and should be consulted to Period Activity Pay payments to part-time employee.

*This applies to part-time UWL employees as well part-time employees of other UW System institutions

New or Former UWL employees

In most cases, new or former employees should be hired through the recruitment process using Workday.

For new and returning employees, it is our obligation to pay using a salary and FTE rather than by Period Activity Pay. It is generally permissible to pay such payment when the duration of the assignment is less than one month, longer term assignments should be made using a salary and FTE. HR can help determine the appropriate payment type and should be consulted to approve Period Activity Pay to part-time employee.

UW System Institution Faculty and Academic Staff

Overload payments made to full-time employees of other UW System institutions require the UWL overload form as well as additional documentation.

· Contact HR to confirm employee is full-time at other campus and to get employee ID number.

· Complete UWL overload form and send advance copy to HR (HR needs to contact employee about form I-9 requirement)

· If payment is $1000 or more, an inter-institutional overload payment form (IIOA) is also required.

· More information about inter-institutional payments can be found on this document.

Inter-institutional overload payment form

University Staff

To pay FLSA non-exempt University Staff for additional duties, departments must contact HR prior to the work beginning for approval and additional instructions.

To pay full-time FLSA exempt University Staff, departments may use the process for paying full-time academic staff and faculty, in consultation with HR.

Graduate and Teaching Assistants

Graduate and teaching assistants who have at least 33% FTE and have additional duties related to their assistantship and in the same department as their assistantship, can be paid in Workday through Period Activity Pay.

Graduate and teaching assistants who are working for another department or have additional duties not related to their assistantship should be paid on the biweekly student payroll. In most cases, an hourly rate should be determined. In rare cases, a student overload payment can be made, with approval from HR.

Student Workers

In most cases, an hourly rate should be assigned, and student employees should punch their hours worked using the timeclock. To set up a student employee on payroll, complete a student hire action in Workday.

Student supervisor web page

In rare cases, students can be paid Period Activity Pay if approved in advance by HR. To complete this, submit the action in Workday.

Responsibilities:

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Links to related information: