Ask the Director

Compensation:

Question:  I would like to compensate one of my employees for outstanding work performance while completing a special  project. I know I need to complete a Special Payment PCR but I do not know if this qualifies as a stipend payment or as an award. What is the correct pay type?

Answer:    There are specific definitions for each type of payment. If the payment is in recognition of an additional task that was performed by an exempt, salaried employee during other than normal work hours, and if the work performed is also exempt and not associated with their day-to-day-job duties, additional compensation could qualify as a stipend payment. If you are acknowledging outstanding work performance associated with their daily work, an award payment would be appropriate. Please remember that staff employees are limited to an award amount that cannot exceed $2,000 per fiscal year.

Stipend: A payment to a current employee for a special assignment which meets both of the following conditions:

  1) The employee is exempt and has a current FTE appointment
  2) The duties performed are exempt from the overtime provisions of the Fair Labor Standards Act

Payment is for an additional assignment, duty or responsibility that is applicable only for the duration of  the special assignment and is not part of the employee's base salary. The amount may be prorated over the term of the appointment or paid in a lump sum.

Award: Bonus or lump sum payment for consistently superior work performance.

Question:  What is the difference between hiring a Non-Student, Non-Regular (NSNR) hourly employee as a task worker who receives a one-time payment versus hiring them as an hourly wage employee?

Answer:      There is a specific definition of a task worker that will assist you in determining whether your temporary employee could be compensated with a one-time payment.

Task:    A payment to an individual for a special assignment which meets both of the following conditions:

  1) The individual does not have a current FTE appointment.
  2) The duties performed are exempt from the overtime provisions of the Fair Labor Standards Act*

There is no percent time or set number of hours associated with the assignment, and the number of hours worked does not change the payment amount. The task must have definite start and end dates however it may be a short period of intense activity or an extended period of time with intermittent activity. Prior to submitting a PCR for payment, the hiring department must obtain approval from the Human Resources office to appoint an employee as a task worker. Each department has one task worker position assigned in SAP and the position can have multiple concurrent holders.

 *Special consideration is given to our summer recreational camps.

Question:    I would like to hire an hourly NSNR temporary employee but the University Pay Plan does not indicate hourly rates of pay, only monthly amounts. How do I calculate the hourly rate?

Answer: Based on the correct classification for the job duties performed, Human Resources will assist you with selecting the appropriate job title. By accessing the University Pay Plan and locating the job title, the designated monthly pay range is indicated. You can use the following formula to determine the hourly rate:

  1. Multiply the monthly salary x 12 to determine an annual amount.
  2. Divide the annual amount by 2080 hours to determine the hourly rate.

Reminder, you must pay at least the minimum hourly rate for the designated job title and, if non-exempt, you cannot exceed the maximum hourly rate.

Question:    My department recently posted a position and now wishes to hire an individual who was a previous salaried employee at Texas State.  What type of PCR do I need to complete?

Answer:      Based on the fact that 1) you know the individual was a previous salaried employee, and 2) you are now rehiring this person into a salaried position, you would use the Rehire PCR template in the SAP Portal under the Manager Self Service tab.

Question:    What is the policy for bringing children to work?

Answer:  UPPS 04.04.01, Miscellaneous Human Resources Policies and Procedures, section 5.01 states the following:

“Supervisors may deny or restrict workplace access to non-business visitors and employee family members during both work and non-work periods. Supervisors may also limit or restrict non-business telephone usage. Supervisors are encouraged to adopt reasonable provisions for their particular work situations. However, supervisors have full discretion in determining appropriate policies for these matters.”

If you are a supervisor, it is important to remember to remain equitable when extending privileges.