From: Linc Butler, Associate Vice Chancellor for Human Resources, Noreen Montgomery, Senior Director Employment & Staffing, Vanessa Ragland, Director of EHRA Non-Faculty HR
We would like to take this opportunity to remind HR Officers, HR Representatives and employees about the following special employment policies and procedures.
As a reminder, HR Representatives are responsible for ensuring that the proper documentation is submitted to and approved by the Office of Human Resources in advance of the employee engaging in a special employment relationship.
Applies when a permanent SHRA full-time State Agency or University employee plans to engage in secondary employment with another employer that is not a State Agency or University. The purpose of this policy is to ensure that an employee’s secondary employment does not have an adverse effect on the employee’s primary employment and does not create a conflict of interest.
An employee must notify his/her supervisor as well as submit a Secondary Employment Request Form and receive approval from Employment & Staffing before engaging in secondary employment. In addition, each January, employees who are continuing secondary employment must submit an updated Secondary Employment Request Form to their supervisors and OHR/Employment & Staffing.
Please refer to the Secondary Employment Policy for more information.
External Professional Activities for Pay
Applies when an EHRA (faculty or non-faculty) employee is participating in activities outside of their University duties for an entity, public or private, that is undertaken for compensation and is based on the employee’s professional knowledge, experience, and abilities. An employee must file a “Notice of Intent to Engage in EPAP” request through the online system at least ten (10) days before engaging in the external activity.
Activities for pay not involving an employee’s professional knowledge, experience, and abilities are not subject to advance disclosure and approval requirements, although they are subject to the basic requirement that outside activities of any type must not result in the neglect of primary University duties, creation of a Conflict of Interest, involve inappropriate uses of the University name or resources, or include claims of University responsibility for the activity.
Please refer to the Policy on External Professional Activities of Faculty and Other Professional Staff for more information.
Applies when a permanent SHRA or EHRA non-faculty employee, regardless of FLSA status, is needed on a temporary and/or part-time basis by another State agency (except a local Board of Education, the Community College System, UNC Healthcare, or city/county government entity). This is limited to situations in which the employee possesses specialized knowledge, skills, and/or abilities not readily available in the requesting State agency’s recruitment area.
Dual employment is used for a critical need or a one-time, fixed-term assignment with specified beginning and ending dates, not to exceed 12 months, and cannot conflict with the employee’s regularly assigned duties.
The employee’s department must submit a Dual Employment Request Form and receive approval from OHR before engaging in dual employment. All SHRA requests should be sent to OHR/Employment & Staffing and EHRA non-faculty requests should be sent to OHR/EHRA non-faculty office.
Applies when a permanent full-time SHRA employee (regularly scheduled 40 hours each work week) who is normally appointed to one position at one established rate of pay, is needed to work in an additional position outside on a temporary, part-time basis.
Additional employment involves work within the University beyond the permanent full-time employee’s regularly scheduled 40 hours and outside his/her:
- home department or organizational unit
- regular work schedule, and
- regularly assigned responsibilities
Additional employment is limited to situations in which the employee possesses specialized knowledge, skills and abilities not readily available in the University’s recruitment area. Additional employment can be used only for an emergency or one-time, fixed term assignment with a specified beginning and ending date (not over several semesters, for example) and not for any continuing need. Further, it cannot conflict with the employee’s regularly assigned full-time SHRA duties.
Under certain circumstances, additional employment may involve an employee who is filling a temporary teaching assignment. However, there are several conditions that apply in this situation. Note: An SHRA non-exempt employee may not be appointed to a temporary teaching assignment. Refer to the policy for more information.
The employee and their department must submit an Additional Employment Request Form and obtain approval from OHR/Employment & Staffing before engaging in additional employment. Please ensure a Request for HR Essential Action Form (located in the HR Community Toolkit under “Essential HR Action Form”) is also submitted for Chancellor review during the current pause on HR actions.
For more information, refer to the Additional Employment Policy.
Applies to all permanent and temporary University EHRA employees (faculty and EHRA non-faculty) to address temporary increases in responsibility or significant and substantial duties performed under unusual circumstances. This compensation may be used only to address duties that are clearly exceptional to the employee’s regular position.
Requests must be submitted and approved by all required parties, including the applicable central office, in advance of any supplemental pay being communicated to the employee or any added work being performed.
- To request overload pay, use the EHRA Overload Pay Request Form
- To request a salary supplement, use the Faculty & Non-Faculty Salary Adjustment/Supplemental Form(aka “Rainbow Form”)
Please ensure a Request for HR Essential Action Form (located in the HR Community Toolkit under “Essential HR Action Form”) is also submitted for Chancellor review during the current pause on HR actions.
Please refer to the Supplemental Pay for EHRA Employees.
Please share this important information with your HR Representatives, supervisors, managers and employees.
For questions related to SHRA or EHRA non-faculty employees, please contact your SHRA Talent Acquisition Partner or EHRA Non-Faculty Consultant via the HR Service Center at (919) 843-2300.
For questions related to faculty, please contact Sara Reese at (919) 962-3003 or firstname.lastname@example.org.