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UPDATE ON ALTERNATE
PAY TYPES FOR We have simplified and improved our policy on alternate pay types for pooled positions. However, before discussing the policy, let me briefly explain what pooled positions and alternate pay types are all about: Pooled positions are those positions in the expenditure schedule that can contain multiple appointments. A typical example is the Extra Help line. From a department's budget allocation to the Extra Help line, they could potentially appoint several people. Pay is rendered from a pooled position by what is called its default pay type. The default pay type for the Extra Help line is hourly. In the Banner HR system pay can be rendered one way only from a particular position. We cannot pay both hourly and salaried from the same position. There are also several different types of pooled positions. Each has its own particular default pay type - either hourly or salaried. In the normal course of things, however, we encounter situations where the default pay type is not the best way or the legally correct way to pay a person. An example is the situation where a person (in the case of a present Marshall regular employee) is Fair Labor Standards Act (FLSA) exempt or where the work they are performing is FLSA exempt. Exempt pay should not be calculated hourly. Such an individual should be paid salaried. The Extra Help pooled position, on the other hand, has a default pay type of hourly. We cannot pay salaried through that position. What to do? Our clients can request the establishment of a pooled position that pays by the alternate pay type. In other words, if a client needs to make appointments to the Extra Help line but needs to pay those persons by the salaried pay type, they can request through the Budget Office the establishment of a pooled position with the alternate pay type. If successful, they might end up with two Extra Help pooled positions - one rendering pay hourly and the other rendering pay as salary. Some time back we established a policy whereby departments could make the argument for getting a pooled position with the alternate pay type. We developed an application form, put it up on the web, and opened our doors for business. However, for the vast majority of the applications that were submitted, it was actually a requirement to pay the person by the alternate pay type. We could not do otherwise. So after reviewing numerous such applications and approving almost all of them, we saw the need for a better way. This brings me to the revised policy. It can be viewed on the web at http://www.marshall.edu/banner/hris/hrispol110.asp We have significantly reduced the need to fill out an application. If a present Marshall regular-status FLSA exempt person gets a secondary appointment to the Extra Help line, it must be paid salaried. Therefore, the department just needs to contact the Budget Office and request the establishment of the alternate pay type position. Persons performing plainly non-exempt work (where we can account for the hours) should be paid hourly. The policy sets forth the circumstances under which persons need to be paid by the default or by the alternate pay type. A quick read of the policy may relief you of the necessity to type out a form and turn it in. It should be noted that nothing in this process creates budget money. If your department got a budget allocation for the Extra Help line, you can potentially request that it be split by certain amounts between the default pay type line and the alternate pay type line. If you did not get a budget allocation for the Extra Help line, but need to make such appointments, you need to contact the Budget Office to request an allocation. Also, our clients are totally responsible for the budget for each of these types of positions. If you obtained an alternate pay type position, have paid down all the funds in it, and need more funds, you will need to contact the Budget Office to make a further transfer from the default pay type line. If there is not enough money period, you need to negotiate with the Budget Office. All that this policy governs are the circumstances for creating alternate pay type positions. The policy also describes the numbering scheme for the pooled positions. For example, the Extra Help line is coded as 14####, where the last four numbers are your budget organization (ORG). If you get an Extra Help position for the alternate pay type (salaried), it will be coded as 41####, where the first two digits are transposed. It is critically important that clients begin to turn in Personnel Action Requests (PARs) that reflect the actual position number to which an appointment is being made. You should not submit any more PARs that identify 66666, for example, as the Extra Help position number. This old numbering scheme is discontinued. After a transition period, we will be turning back PARs that do not contain a valid position number. That will be announced separately. PARs should, therefore, come after the creation of your alternate pay type position. Also, it will be necessary to return PARs that have the wrong pay type for the position. If you submit a PAR to pay salaried through 14####, it will have to be returned for correction because 14#### has a default pay type of hourly. The Banner HR Electronic Personnel Action Form (EPAF) that we can begin to use for selected types of personnel actions on September 4, 2001, must include a valid position number. If the position is not present in the Banner HR system, an EPAF cannot be processed against it. This will help to a certain extent with getting the creation of the position out in front of employment appointments made to it. We in the sponsoring departments - the Budget Office, Human Resource Services, and the Payroll Office - will be glad to assist you with any questions or concerns you have about the pooled positions, their respective pay types, and the creation of alternate pay type positions. Thank you. Jim Stephens
[GO TO HRIS NEWS TOP PAGE] [GO TO HRIS TOP PAGE] Revised 08/27/01. Problems with this page? Contact human-resources@marshall.edu |
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