New Process

As of January 1, 2015 the  process for paying extra compensation to part-time and full-time faculty for work outside of their regular assignments  has changed in order to meet the time tracking requirements of the Affordable Care Act. To accommodate this change there are now separate forms for part-time and full-time faculty additional pay. Please process requests for paying extra compensation to faculty using additional pay not a stipend.

Please use the new forms and follow the instructions below.

Part-Time Faculty Additional Pay Process

Follow these steps:

  1. Download the new part-time faculty additional pay from this web site.
  2. Dean determines which section of the form is applicable and fills out and signs the form. A job description must accompany the form. The Dean obtains the faculty member's signature.
  3. The Dean sends the form to Instruction for review of the "load" and approval.
  4. On 11th day of the month faculty member submits completed and signed part-time faculty times report reflecting the hours worked for the prior month (11th thru 10th) to the Dean for approval.
  5. Dean reviews and authorizes payment by signing the times report. Time report is forwarded to Campus Personnel Office (ADM 137) for processing by 13th of the month.

Please note the following important details:

  • There must be an approved part-time faculty additional assignment form in place prior to processing time report.
  • Campus Personnel Office will not track the cumulative pay total; the Dean should monitor the number of hours and total amount paid.
  • Round time to nearest 0.25 hours
  • If a time report is received without an authorization form, it cannot be processed and payment may be delayed.
  • The employee will submit a time report for the hours worked during a specified period.
  • The Dean should approve the times report prior to submission to Personnel.
  • The time report covers the period of the 11th to the 10th (time frame crosses over two months)
  • Time reports must be submitted to Campus Personnel Office by the deadline of the 13th of the month – no exceptions! If the 13th falls on weekend, the time report is due the preceding Friday.
  • The employee will be paid at end of month for the hours worked on the time report. For example, hours worked from January 11th to February 10th will be paid on February 28th.
  • The time report is a legal document and requires the signature of both the employee and supervisor. It should always be completed in ink (no pencil). Any changes should be initialed by the employee and supervisor.
  • Incomplete or incorrect forms will be returned to the originator for correction and will delay processing and pay to the faculty member

Full-Time Faculty Additional Pay Process

Instructions for Authorization

PART I: Overview and General Instructions

  1. Submit all full-time Additional Pay Forms to the Associate Vice President of Instruction Office to be reviewed and approved. It will then be forwarded to the appropriate Vice President.
  2. All Additional Pay Forms MUST have an Index Code or FOAP, and have a flat rate (rounded to the nearest dollar) OR with a total number of hours for the assignment.
  3. Please be sure you follow the guidelines for payment amounts noted on the attached document. Before submitting the form, ANY exceptions MUST be verbally approved by your respective Vice President prior to the work commencing.

*APPROVAL ROUTING – First have the originator, employee and the division dean sign the form. Then submit the completed form to the Associate Vice President of Instruction by the 1st of the month.

PART II: Description of Form Fields for Completing the Additional Pay Form

Section One
  • Academic Year – Summer quarter is the first quarter in an academic year, so if you want to pay someone for work done in summer 2011 the academic year would be 2011-12. All other quarters are self-explanatory.
  • Full-time or Part-time box – Please check the appropriate box based on the employee’s permanent status.
  • Last name, First name – self-explanatory.
  • Employee ID number – Please do NOT sign the form unless an EID is provided. Any incomplete forms will be returned and will delay the payment processing by a month or more.
  • Division/Department – Please specify the division and department for the position that the employee is budgeted under.
  • Job Title – Self-explanatory and description of duties performed and job description.
  • Duties Performed – Any payment amount MUST have a job description that matches list of duties and responsibilities on form and on each form submitted. Sample attached.
  • FOAP or Index Code – Please charge the additional pay to the valid FOAP or Index Code.
  • FOUNDATION FOAP – Please include the Fund 14 bill-back FOAP.

For more information, please contact Kathy Nguyen at 650-949-6923. 

Faculty Section
  • Dates – Please enter the correct dates of the work being performed including the year. If the work spans more than one quarter, you MUST enter separate sets of dates for each quarter. Example: If the work spans from November through February, you must enter the November and December dates under fall quarter and the January and February dates under winter quarter.
  • Total Amount – Please enter flat amount rounded to the nearest dollar.
Hours Only Section
  • Dates – Please enter the correct dates of the work being performed including the year.
    If the work spans more than one quarter, you must enter separate sets of dates for each quarter. Example: If the work spans from November through February, you must enter the November and December dates under fall quarter and the January and February dates under winter quarter.
  • Total Hrs – Please enter the total hours for the entire assignment.
  • Load and COLA – Please DO NOT fill in the section that indicates load and COLA. The Associate Vice President of Instruction will determine this. (See attached form for types of work that constitute load or no load. Additional load does not affect full-time faculty. It affects part-time faculty in fall, winter and spring quarters only. COLA only applies to compensation that is loaded and beyond that employee’s primary assignment).
  • Comments – Please enter any additional comments you may have. AGAIN, Please submit the form first to the Associate Vice President of Instruction to be reviewed and approved. It will then be forwarded to the appropriate Vice President. No Special Checks will be issued!
Full-time Additional Pay Authorization Checklist

Please include the following when completing the Additional Pay Authorization Form:

  • Academic Year
  • Instructor – Full-time/Part-time
  • Faculty Name
  • CWID
  • Division/Dept
  • Job Title
  • Job Duties/Description
  • FOAP that has funds
  • Qtr begin and end dates
  • Rounded Amount
  • If hours: complete section with quarter begin and end dates and hours
  • Include Comments
  • Originator’s Name
  • Faculty’s Signature
  • Division Dean’s signature
  • Incomplete or incorrect forms will be returned to the originator for correction and will delay processing and pay to the faculty member
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