Faculty Overload Processing and Form

Form:

Open

General Overview:

Effective immediately, special payroll appointments that are approved to be categorized as faculty overload will be charged to object codes 5234 (Payroll – Faculty Overload) and 5634 (Fringe Benefits – Faculty Overload).  All requests for overload pay must be approved by the department head, Dean, provost, and Human Resources as needed via the University’s formal approval process in advance of the start of the activity.

Procedural Steps:

• For overload appointments processed through PageUp, these object codes will be triggered by selecting the option “Special Payroll – Approved Faculty Overload” on the PageUp Special Payroll Offer Card.

•  For overload appointments processed directly in Core-CT via entering the Smart HR “UConn Hire Template - Special Payroll Teaching” (UC_TBH_SPT) template into Core-CT, these object codes will be triggered by changing the “EMPL Class” field in “Job Info” tab to “CC”.

 More information on the appropriate use of overload and the approval process can be found in the Faculty Compensation Policy and Faculty Compensation Procedures.

 Previously, these expenses had been captured within the object codes 5231 and 5631.

Overload Process:

1. The overload must be approved prior to the start of the activity. If not, the department risks not being approved to provide the committed funds. You should not have faculty members beginning work for overload pay until full approval by the department head, dean and provost has been provided.

2. For research-active faculty that will max out their 12/12ths and will also teach in the summer, they need to plan accordingly and request their summer teaching be processed as overload proactively, particularly if their summer teaching is processed before their research appointments. This includes if CETL is coordinating their summer teaching; faculty need to tell CETL to process the appointment as overload. CETL will assume all summer teaching will be processed as summer pay unless the faculty member has identified it as overload.

   1. I cannot stress enough that once an activity is coded as summer or overload, we are unable to change the way it is coded. Prior to this overload option, those individuals would max out their 12/12^ths. This is what is expected to occur for any faculty that do not request their summer teaching to be coded as overload prior to the start of the activity.

Compensation:

The compensation structure for overloads can vary by unit. It is typically set by the respective dean’s office since they oversee the internal pay policy/procedures for the regular payroll faculty in their unit.

The CLAS compensation policy is:

Some other tips for speedy processing:

• The overload pay/assignment would need to be processed through special payroll via PageUp.

• A signed overload form is required to be included in the PageUp request.

• Rachel Wice usually vets the overloads and can sign on Carl’s behalf.

Example Overload Question:

Q: UConn eCampus has a hire request pending for John Doe (9-month Asst Professor in Res as a Special Payroll Lecturer) from 8/29/2022 - 10/21/2022. This would require an overload form completed, correct? The department is asking that since John is not teaching 7 courses this year, would the form still be required.

A: If the teaching appointment with eCampus has been incorporated as part of John’s 7 course teaching load, then it doesn't need an overload form and they wouldn't need to do a SPAR appointment because he wouldn’t receive extra pay. It's a bit unclear if he's received a teaching release for part of his workload, meaning it's been replaced with other effort, meaning any additional teaching with eCampus would be an overload.

For questions regarding:

1. Smart HR templates, please contact Jessica.lowrey-manning@uconn.edu

2. PageUp, please contact workforce@uconn.edu

3. Overload approval or KFS expenses in object codes 5234 and 5634, please contact provost@uconn.edu