Overload Policy for EPA Employees

   1. Overloads are additional duties undertaken by an EPA employee within the University that are beyond the employee's regular responsibilities. Overloads are not carried out within the unit in which any part of his or her regular appointment lies and are not within the reasonable scope of such responsibilities.
   2. The activity has a beginning and an ending date rather than being continuing in nature. If the activity is for a continuing period of time (over several semesters, for example), the activity may not be considered an overload.
   3. An overload activity must be approved in advance and in writing by both the head of the unit where the regular appointment lies and the dean of that unit as well as by the head of the unit where the overload is proposed to take place and the dean of that unit. If, in the judgment of either unit head or either dean, the activity interferes with the individual's primary responsibilities or creates a conflict of interest, approval shall not be granted. Overload activity proposed to be undertaken within the unit where any part of the regular appointment lies will be presumed to violate condition #1 above unless approval for the overload is granted by Provost wherein the regular appointment lies and the overload is proposed to take place.
   4. Compensation for an overload is paid as a one-time payment, with appropriate tax, social security, and other deductions.
   5. For a 12 months' employee, the total of one-time payments to that individual for overloads during any calendar year shall be limited to 20% of the individual's current annual salary.  Effective July 1, 2008, the calculation will be on a fiscal year basis.
   6. For a faculty member on a nine-months' appointment, the total of one-time payments to that individual during any calendar year shall be limited to 25% of the individual's current nine-months' (base) salary. Effective July 1, 2008, the calculation will be on a fiscal year basis.  Additional information regarding Summer Session is available from the Office of the Provost.
   7. Where an overload activity is undertaken pursuant to this policy, it is not "External Professional Activity for Pay" pursuant to the Board of Governors' Policy on that subject, and accordingly, no "Notice of Intent to Engage in External Professional Activity for Pay" must be filed.
   8. The written approval document described in #3 above must accompany the one-time payment request for the one-time payment to be processed.
   9. The approval document must describe any other overload activities for which the individual has been paid in the two years preceding the starting date of the proposed activity.
  10. Additional information may be obtained from Academic Personnel in the Office of the Provost (962-1091).
  11. This Policy is effective August 15, 1989.

  1. Overloads are additional duties undertaken by an EPA employee within the University that are beyond the employee's regular responsibilities. Overloads are not carried out within the unit in which any part of his or her regular appointment lies and are not within the reasonable scope of such responsibilities.
   2. The activity has a beginning and an ending date rather than being continuing in nature. If the activity is for a continuing period of time (more than one semester), the activity may not be considered an overload.
   3. An overload activity must be approved in advance and in writing by both the head of the unit where the regular appointment lies and the dean of that unit as well as by the head of the unit where the overload is proposed to take place and the dean of that unit. If, in the judgment of either unit head or either dean, the activity interferes with the individual's primary responsibilities or creates a conflict of interest, approval shall not be granted. Overload activity proposed to be undertaken within the unit where any part of the regular appointment lies will be presumed to violate condition #1 above unless approval for the overload is granted by the Provost.
   4. Compensation for an overload is paid as a one-time payment, with appropriate tax, social security, and other deductions.
   5. Where an overload activity is undertaken pursuant to this policy, it is not "External Professional Activity for Pay" pursuant to the Board of Governors' Policy on that subject, and accordingly, no "Notice of Intent to Engage in External Professional Activity for Pay" must be filed.
   6. The above provisions are generally consistent with the overload policy in the Division of Academic Affairs. Several additional provisions apply in the Division of Health Affairs:
   7. No overload is permitted for clinical care activities performed by faculty with appointments in the Division of Health Affairs.
   8. No overload is permitted for any continuing education or AHEC activities sponsored by any unit in the University.
   9. The written approval document described in #3 above must accompany the one-time payment request for the one-time payment to be processed.
  10. The approval document must describe any other overload activities for which the individual has been paid in the two years preceding the starting date of the proposed activity.
  11. Health Affairs units should approach overload arrangements as non-routine, infrequent exceptions to the prevailing Division policy that faculty and EPA non-faculty employees are fully compensated in their annual salaries for their services to the University.
  12. Additional information may be obtained from Academic Personnel in the Office of the Provost, (962-1091).
  13. This policy is effective May 1, 1992.

Please note the following policy clarifications or interpretations relevant to the overload policy:

• Individuals who are in a paid or unpaid leave of absence status are not eligible for payment of overload.