To: HR Officers and Secondary Contacts
From: Linc Butler, Associate Vice Chancellor Office of Human Resources and Interim Assistant Provost for Academic Personnel Office
Noreen Montgomery, Senior Director Employment & Staffing
Vanessa Ragland, Director of EHRA Non-Faculty
Please share this important information with your HR Representatives, managers, supervisors and employees.
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 beginning additional or dual employment, external professional activities for pay, secondary employment as well as supplemental pay.
Additional Employment (SHRA)
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 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 their:
- 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. For more information, review the policy for specific requirements. Note: An SHRA non-exempt employee may not be appointed to a temporary teaching assignment.
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 refer to the Additional Employment Policy for more information.
Dual Employment (EHRA Faculty, Non-Faculty and SHRA)
Applies when a permanent SHRA, EHRA Non-Faculty or 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, EHRA Non-Faculty requests should be sent to OHR/EHRA Non-Faculty office and faculty requests should be sent to the Academic Personnel Office (APO).
External Professional Activities for Pay (EHRA Faculty and Non-Faculty)
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.
Secondary Employment (SHRA)
Applies when a permanent 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 as well as submit a Secondary Employment Request Form to their supervisor and receive approval from OHR/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 Office of Human Resources (OHR)/Employment & Staffing.
Please refer to the Secondary Employment Policy for more information.
Supplemental Pay (EHRA Faculty and Non-Faculty)
Applies to all permanent and temporary University EHRA employees (faculty and non-faculty) to address temporary increases in responsibility or significant and substantial duties performed under 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 Non-Faculty Salary Adjustment/Supplemental Form or Faculty Salary Increase Request 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 Supplemental Pay for EHRA Employees.
Please refer any questions to the following contacts:
- SHRA | Talent Acquisition Partner via the HR Service Center at (919) 843-2300
- EHRA Non-Faculty | EHRA Non-Faculty Consultant via the HR Service Center at (919) 843-2300
- Faculty | Academic Personnel Office at firstname.lastname@example.org or (919) 962-1091