The purpose of this section is to explain the various types of Additional Pay and to show how to complete the Additional Pay Form. A variety of sample completed forms are included at the end.

OVERVIEW

FORM(S) and DOCUMENTS:

Additional Pay Form - available from Medical Payroll or University Payroll

PROCEDURES

On many occasions, "one-time only" and other non-standard payments are made to employees. These special payments should be processed on an Additional Pay Form. To be included on the next scheduled payroll, completed forms must be received in the University Payroll Office by the "HR/Payroll Forms Due" dates as shown on the Payroll Calendar on the HRS website.

Examples of Additional Pay include:

• Administrative Supplements
  Administrative Supplements are paid to faculty and VMG participating members for administrative appointments in addition to their faculty, academic, and/or clinical responsibilities. VMG members may receive administrative supplements on their academic or clinical appointments.

• Lump Sum Pay ("One-Time payments")
  Lump-sum payments, also referred to as "one-time pay", should normally only occur for existing active exempt staff. Exceptions: Non-exempt staff can only receive lump sum payments for retroactive adjustments and annual lump sum increases. All pay to non-exempt staff must recognize hours worked, and the hours worked must be reported in compliance with the Fair Labor Standard Act requirements. Lump sum annual increases to non-exempt staff above the paygrade maximum will be built into all future overtime calculations.

• VMG One-Time Payments
  Participating members of the Vanderbilt Medical Group (VMG) may receive one-time payments as incentive compensation.

• Vacation Payouts (at termination or transfer for exempt staff only)
  Vacation Payouts to exempt staff only occur at termination of employment, or when the employee transfers from an accrual to a non-accrual position (i.e. regular staff to temporary staff; or regular staff to faculty).

Note: Vacation payouts to non-exempt or exempt staff should be submitted using the Additional Pay form/tool.

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Page last updated: June 27, 2000 

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