This is a pre-approval request for additional pay for extra services performed outside the scope of the SAS staff member’s job classification.

Additional Pay Pre-Approval Process

  • The requester or anyone assisting the requester of the additional pay request need to fill out the provided SAS Additional Pay Request Form (linked below) after receiving budget approval from the paying Regional Business Office (RBO) as well as pre-approval from the current supervisor of the staff member performing services. This form will capture essential details necessary for the additional pay to be fully reviewed and approved. Please note the form still must be submitted at least 10 days prior to the work being performed.
  • Once the Microsoft Form is completed, SAS HR will automatically receive the completed form for review. After a preliminary review, SAS HR will then send a pdf copy of the form to the paying business office for their official Additional Pay request submission in Workday.
  • The RBO will then submit the Additional Pay request in Workday attaching this completed form.
  • The uploaded forms along with the additional pay request will come to our Workday inbox where it will receive our final approval.

Additional Pay Pre-Approval form


Processing the Additional Pay

    • Requester notifies the “paying” department’s Business Office, where one or more individuals are designated in Workday as HR Analysts, to enter a One Time Payment or Period Activity Pay request.
    • One Time Payment – Workday Business Process for additional pay for a one-time payment for completion of work that is outside the scope of the staff member’s job profile.
    • Period Activity Pay – Workday Business Process that allows an existing staff member to be paid for additional teaching or research for a fixed-term time period.
    • Documentation required to submit online request:
      • Letter from Requester that provides justification for and description of work to be completed, amount to be paid (number of hours worked x hourly rate of pay if applicable), signatures of Requester and SAS staff member who performed work.
      • Copy of approved pre-approval request form
      • Further documentation may be required in certain circumstances
    • The pre-approval request form is to be included as an attachment when requesting the actual additional payment in Workday.  An additional pay request without the submission of this form will be rejected.

       


       

      Definition of Terms  

      Additional Pay – The function and purpose of an additional pay is the payment of money above and beyond a staff member’s weekly/monthly paycheck.  Examples include work performed outside of or beyond usual job duties, , and payment of permissible allowance expense. Extra Services –  Completion of work which is outside the scope of the staff member’s job classification, is not performed on a continuing basis or during the regular work schedule of the staff member, and, typically, is not work performed for the staff member’s supervisor.  Also used for on-call pay when staff member is required to be available for emergencies and must respond during hours which are outside their scheduled work hours. SAS Staff Member – A weekly- or monthly-paid person employed by the School of Arts and Sciences.  Faculty and graduate students are not included in the pre-approval process for extra services. Home Department – The department associated with the staff member’s primary job at Penn. Paying Department – The department that oversees the funding from which the staff member is to be paid for performing the extra services. Submitter – The person who uses the WorkDay online system to create and manage all aspects of an additional pay request.  The additional pay entry is to be entered by the Submitter in the Paying Department.  Additional pay request and documentation is provided to the Submitter by the Requester.  The Submitter must ensure that requests are properly authorized, budgeted and documented.