Human Resources -- Extra Service Policy

Extra Service is defined as: Work performed by academic and professional staff in a State payroll agency other than the one to which the employee is regularly assigned, or special assignment performed by academic and professional staff at their own campus which is substantially different from or in addition to an individual's professional responsibilities. Extra service assignments may be performed on the home campus but must be in addition to and must not interfere with the individual's regular responsibilities. Such assignments may include service by those holding positions other than academic rank, i.e. administrators and other professionals. These assignments may involve, but are not limited to, teaching, research, and public service. Extra service must be closely monitored. It must be clearly demonstrated that any extra service exceeds that which is normally performed under the regular obligation and outside of normal working hours.

All extra service assignments at SUNYIT may only be offered subject to the advance approval of the individual's immediate supervisor and the appropriate Vice President. Authorization for approval of extra service for professional employees except M/C has been delegated by the Chancellor to the Chief Administrative Officer of each campus. Extra service for M/C employees requires approval of the Chancellor or his designee.

Compensation for extra service is not to exceed an amount equal to 20 percent of base annual salary in any academic or calendar year. For example, a professional staff member earning a salary of $25,000 may not be paid more than $5,000 for extra service during the course of his or her annual professional obligation. Summer employment outside the period of an academic year obligation does not constitute extra service. Compensation for such summer employment is covered by other policies and procedures.

Depending upon the employee's primary State employment status and the nature of the extra service assignment to be performed, certain approvals must be obtained before this campus is able to pay the individual for extra service. The following table shows the forms that are required for payment:

Type of Service Forms Required Campus Approval Central Office Approval AC-873 Voucher - Completed by Employee AC-1588 Dual Employment - Completed by Employee UP-8A Campus Affirmation of Dual Employment - Personnel Office

UUP-NU-08 Working Extra Service at own Campus UP-8 AC-873 ES-101 President - UP-8 ES-101 Supervisor Vice President Personnel N/A Voucher (UP-8 kept on file at campus) N/A N/A

UUP-NU-08 Working Extra Service Outside own Campus UP-8 AC-873 President, Approved UP-8 sent to campus paying Extra Service N/A Voucher and UP-8 sent to A&C by Campus paying Extra Service N/A N/A

M/C NU-13 Working Extra Service Outside own Campus UP-6 AC-873 ES-101 President, UP-6 sent to Central Office ES-101 Chancellor's designee, Central sends approved UP-6 to A&C, cc to Campus Voucher and UP-6 sent to A&C by Campus N/A N/A

M/C NU-13 Working Extra Service outside own Campus UP-6 AC-873 President, UP-6 sent to Central Office ES-101 Chancellor's designee, Central sends approved UP-6 to A&C, cc to campus paying Extra Service, cc to home campus Voucher sent to A&C by campus paying Extra Service N/A N/A

Dual Employ-
ment Full time employee from another agency (i.e. Health Dept, Educ Dept) comes to SUNY to work Extra Service AC-1588 UP-8A (Campus Affirmation of Dual Employment) AC-873 President N/A Voucher sent to A&C by campus paying Extra Service Form originates at location other than SUNY Campus paying Extra Service attaches this statement to AC-1588. Sends both forms with AC-873 voucher, to A&C

*It is the responsibility of the department/division employing each individual to see that all extra service required documents are submitted in a timely fashion.

Updated: January 7, 2003