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Policy Title: Supplemental Pay

Boise State University Policy #7195
Effective Date: June 2015
Revised: January 2016

Purpose:
The purpose of this policy is to provide uniform guidance for Supplemental Pay for non-classified staff and faculty.

Additional Authority:
Idaho State Board of Education, Governing Policies and Procedures Section II.G, CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Idaho Division of Human Resources

Scope:
This policy generally applies to non-classified staff and faculty.

Responsible Party:
Vice President for Finance and Administration, 426-1200
Vice President for Research and Economic Development, 426-5732
Provost and Vice President for Academic Affairs, 426-1212
Human Resource Services, 426-1616

Definitions:
Academic Year Period – For the purposes of this policy, the academic year shall be considered as the period beginning the day the Provost sets as the reporting date for faculty for the fall semester, and ending the day of University commencement ceremonies for the spring semester. The academic year is the most common Base Salary Period for members of the faculty and for the purpose of calculating salary rates, it shall be considered to be a 9-month period.

Additional Assignments – Responsibilities and assignments that are temporary and outside regular duties such as:

  • 1. Additional assignments and activities such as those sponsored by the Division of Extended Studies, like the Osher Institute or concurrent enrollment duties; or
  • 2. Specially approved work on a University-administered sponsored project; or
  • 3. Special projects assigned as additional duties; or
  • 4. Teaching additional classes that are not part of regular duties on an exception basis.

Additional responsibilities and assignments of a long term or permanent nature may be considered justification for adjustment of the employee’s institutional Base Salary rather than justification for Supplemental Pay compensation.

Base Salary Period – Time period during which an employee is under obligation to the University for performing regular duties for which he or she is compensated with their base salary.

Independent Consulting and Outside Employment – Includes all professional services provided to or for a public or private entity which is not organizationally a part of Boise State University. For this type of work, the University is not party to any agreement, nor does it administer any related sponsored funding. These activities are addressed by a separate policy, Conflict of Interest and Commitment, 1110. These payments are not considered Supplemental Pay under this policy.

Institutional Base Salary – Employee’s contracted university salary assigned for performing regular duties for the applicable Base Salary Period (see definition above). For the purposes of this policy, Institutional Base Salary used to calculate the maximum allowable Supplemental Pay includes administrative stipends such as those for department chair duties.

Intra-University Consulting – Includes consulting and other professional services provided to, or for, organizational units within the administrative control of Boise State University. Intra-university consulting, except in unusual situations, is considered to be a contractual obligation of the employee for which
Supplemental Pay Compensation is not appropriate, with the following exception:
Intra-University Consulting may meet the definition of “Additional Assignment” and thus eligible to be compensated as Supplemental Pay ONLY when the following criteria are met:

  • 1. The consultation is across departmental lines; AND
  • 2. The work performed is in addition to the employee’s regular duties; AND
  • 3. If paid from a sponsored project, it is specifically provided for in the agreement or approved in writing by the sponsoring agency in advance of the payment.

Off-Contract Compensation – Compensation for work performed during an off-contract period (e.g., summer salary) by faculty members or professional staff who are not under contract for a 12–month Base Salary Period. Off-contract compensation is not considered Supplemental Pay.

Regular Duties – Responsibilities and assignments defined for an individual employee in a workload description or job description questionnaire.

Supplemental Pay Compensation – Compensation paid to an employee when all of the following criteria have been met:

  • 1. It is paid for services rendered during the Base Salary Period; and
  • 2. It is payment in excess of the employee’s Institutional Base Salary; and
  • 3. It is paid in connection with Additional Assignments approved in accordance with this policy; and
  • 4. Is paid from funds administered through the University payroll system.

Policy

  • I. Policy Statement
  • Boise State University faculty and non-classified employees may not receive compensation from funds
    administered through the University payroll system in excess of 100 percent of their Institutional Base
    Salary for Regular Duties during the Base Salary Period.
  • Compensation during the Base Salary Period for the performance of additional temporary duties or
    assignments may be paid in excess of the Institutional Base Salary for all or part of that period if approval for compensation is obtained in accordance with this policy. The employee’s supervisor must ensure that any employee approved for Supplemental Pay continues to meet expectations in performance of his or her regular job duties. In any event, the total amount of approved supplemental pay shall not exceed 20% effort above and beyond Regular Duties.
  • II. Additional Policy Guidance
    • A. Supplemental Pay from Federal Sponsored Projects
    • Charges for work performed by faculty and staff on Federal sponsored projects during all or any
      portion of the Base Salary Period are allowable at their base salary rate. In no event will charges to
      Federal projects by faculty and staff, irrespective of the basis of computation, exceed the
      proportionate share of their base salary for that period. Since intra-university consulting is assumed to
      be undertaken as a university obligation requiring no compensation in addition to full-time base
      salary, the principle also applies to faculty and staff members who function as consultants or
      otherwise contribute to a sponsored project conducted by another faculty member of the institution,
      unless:
      • 1. The consultation is across departmental lines; and
      • 2. The work performed is clearly in addition to the employee’s regular duties; and
      • 3. It is specifically provided for in the agreement or approved in writing by the sponsoring agency.
    • B. Supplemental Pay from Non-Federal Sponsored Projects
    • Charges for work performed by faculty and staff on non-Federal sponsored projects during all or any
      portion of the Institutional Base Salary Period are allowable at their Institutional Base Salary rate if
      approval for compensation is obtained in accordance with this policy. These sponsored projects are
      not exempt from the Supplemental Pay policy and any Supplemental Pay must meet the criteria set
      forth in this policy.
    • C. Supplemental Pay for teaching overload
    • Teaching is normally performed by faculty as part of their regular duties. In no case shall
      Supplemental Pay for teaching overload occur on an ongoing basis. However, Supplemental Pay for
      teaching overload may be offered in limited and restricted situations of special need, with each case
      approved on an individual basis, in accordance with section III of this policy.
    • D. Supplemental Pay from special projects
    • Compensation during the Base Salary Period for the performance of special projects assigned as
      Additional Assignments by University administrators may be paid in excess of the Institutional Base
      Salary for all or part of that period if approval for compensation is obtained in accordance with section
      III of this policy.
  • III. Procedures
  • Prior to assuming Additional Assignments, all Supplemental Pay requests must be documented and
    ultimately approved by the appropriate Vice-President.