PSAs and Overload Jobs eJobs changes

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PSAs and Overload JobseJobs changes

• HR Partners
• November 2007

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Work Outside of Primary Jobs

• Current employees who perform work or provide a
  service that is clearly outside normal
  responsibilities of current job
  
• Overload Jobs
• Personal Service Agreements
• Departments must consider
• VCU policies and guidelines
• FLSA issues
• IRS issues
• Faculty salary contract and cap issues (33 rule)

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Overload Jobs

• Not allowed between VCU and VCU Health System.
• FLSA non-exempt employees (including wage and
  student workers)
  
• Overload only if work is different from primary
  assignment
  
• Cannot be adjunct (Non-exempt employees can
  still teach academic coursework, but instead must
  be hired as hourly, tracking time to prep for
  class, teaching the actual class, and time in
  interaction with students as well as grading,
  etc.)
• FLSA exempt employees can be hourly or adjunct
  
  
• Grad Asst and Work Study not allowed unless
  approval by Grad School or Financial Aid

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Overload Jobs

• Faculty
• 9- and 10-month faculty okay for summer, not to
  exceed 33.33 of annual salary
  
• 12-month faculty not routinely permitted
• If primarily grant/contract funding, Overload
  jobs not allowed unless documented in the grant
  
• Adjuncts might have other adjunct assignments
• Hourlies will be paid at time-and-one-half for
  hours worked over 40 in a work week, even if
  multiple jobs

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Personal Service Agreements

• A Personal Service Agreement (PSA) is a contract
  between the University, or some unit thereof, and
  an individual for services.
  
• It does NOT represent an employee/employer
  relationship.
  
• The contracting department must determine the
  appropriate payment method BEFORE a specific
  payment amount is committed to the service
  provider.
• There are two types of PSAs.
• For non-VCU employees
• For current VCU employees

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PSA Non-VCU Employees

• For payment for services rendered by persons not
  employed by VCU, please contact the Universitys
  office of Procurement and Payment at 828-3377.

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PSA Current VCU Employees

• HR Generalists review to determine if
• They meet the definitions in the policy and
  guidelines,
  
• The work is already included as part of their
  current job (and if so if it should be treated as
  part of contract, if faculty, or as additional
  hours worked FLSA concerns)
• The work should be treated as an Overload Job.
  
  
• There are IRS and FLSA implications
• Recent PSA form changes
• Now requires eclass, Role Title, and PA review

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PSA Current VCU Employees

• In general, classified and hourly employees may
  not be paid using a PSA.
  
• In most cases, they are performing additional
  employee duties and must be paid for hours worked
  in their current positions or, if necessary, as
  overload jobs

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PSA Current VCU Employees

• Examples of acceptable PSAs
• An employee who serves as a pianist, violinist,
  or other musical accompanist for a single event.
  
  
• An employee who paints a portrait or creates a
  sculpture for a departments use.
  
• An employee who teaches a CPR class
• A faculty member who teaches a workshop with
  participants from outside the University
  community
  
• NOTE Research Study participants can be paid
  through petty cash

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PSA Pitfalls

• PSAs should not be used in lieu of paying
  overtime in current job
  
• PSAs should not be used in lieu of overload jobs
  
  
• PSAs should not be used for non
  service/product-related efforts (for example
  travel allowances, etc.)
  
• When the first job is non-exempt, it is extremely
  unusual to allow a PSA
  
• PSAs for all employee types should have all
  appropriate signatures and PA review prior to
  submission to HR
  

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eJobs Changes
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New Core Responsibility Risk Management added
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New Core Responsibility Risk Management added

• Risk Management - Demonstrates a commitment to
  risk assessment (considering cost, benefit, and
  impact) utilizes identified internal control
  mechanisms practices routine verification of the
  accuracy of data.
• Optional

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New Competency Ethics added
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New Competency Ethics added

• Ethics - Demonstrates an understanding of VCU's
  Code of Ethics and commitment to integrity and
  ethical behavior by example in his/her day-to-day
  activities.
• Required

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To ensure a smooth transition

• Review all EWPs assigned to your department and
  make changes in the rankings of Core
  Responsibilities and Objectives/Competencies if
  necessary
• To make changes, use the Begin New Action Role
  Change, In-Band Adjustment, and Revise EWP
  feature
  
• And submit to Human Resources within eJobs.

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New Performance Plans Due

• By December 20, 2007, complete any needed
  revisions to the EWPs and discuss changes with
  your employees. Don't forget to review any
  changes to the learning goals for the coming
  year.
• Since new ARMICS job elements have been added,
  for all employees, print a copy of the current
  EWP and obtain new signatures. Keep the EWP in
  your departmental file.
• If you need to make changes in the EWP, be sure
  to submit the new EWP through eJobs to HR
  

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New PAW Features in eJobs

• New Internal salary alignment questions that help
  departments focus their analysis on job-related
  factors and ensure employees are being treated
  equitably

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Current PAW
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New PAW Internal Alignment Questions
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PAW

• Note Please complete all applicable fields.
• Key question about rationale for the pay increase
  stays the same.
  
• Describe the rationale for the pay increase
  addressing the pay factors checked above.
  (Complete the section below to describe your
  analysis of Internal Salary Alignment.)

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New PAW Internal Salary Alignment Questions

• All classified pay increases require that an
  analysis of internal salary alignment be
  conducted.
  
• Have you conducted an analysis of internal salary
  alignment to ensure that decisions were based on
  business need without regard to an employee's
  race, color, religion, national origin, age,
  gender, political affiliation, veterans' status,
  sexual orientation or disability?

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New PAW Internal Salary Alignment Questions

• Do you have other employees within your
  department in the same or a similar Role Title?
  (Use the SOC Code Report.)
  
• Explain why any employees noted above will not
  receive increases. Include employee name(s),
  Role Title(s) and position number(s).

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New PAW Internal Salary Alignment Questions

• Has this employee received a pay increase as a
  result of an In-Band Adjustment or Role Change or
  Recognition Award bonus within the last two
  years?
• If so, describe why another increase is warranted
  at this time.

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Questions?

• Contact hrgen_at_vcu.edu