ࡱ> oqn (bjbj 7aa ZZZZZnnnn z,n hSSS$i!$ZS1"SSSZZu333SRZZ3S33VLݸ l0 x$|$L$ZL SS3SSSSS3SSS SSSS$SSSSSSSSS : California State University Monterey Bay University Human Resources 100 Campus Center ( Seaside, CA 93955-8001 (831) 582-3389 Guidelines for the Assignment and Approval of Non-Faculty Special Consultant Work Effective: June, 2005 Revised: July, 2005 THE SPECIAL CONSULTANT CLASSIFICATION The Special Consultant classification (Payroll Code 4660) is to be used to provide payment to individuals who perform special assignments of a temporary nature, based on a particular knowledge, ability, or expertise. The Special Consultant classification should not be used for a vacant budgeted position that is in or will be in the process of recruitment. The guidelines below are to be followed in the use of the Special Consultant classification for making payments to non-faculty employees. Use of the Special Consultant classification is limited to short term and/or intermittent assignments that are typically project-based. The classification cannot be used for assignments that qualify as staff, faculty, or Management Personnel Plan (MPP) appointments. The Special Consultant approval form must be completed and fully approved prior to the beginning of the assignment. It is a violation of California State University (CSU) policy to approve a Special Consultant assignment after the work has been completed. California State University Monterey Bay (Ķvlog) reserves the right to withhold payments that are in violation of CSU and/or Campus policy or guidelines. The Special Consultant approval form must contain a brief description of the work or activity that is to be undertaken by the individual being appointed as a Special Consultant. The description must be explicit regarding the work product or other result of the assignment, where the work will be performed, and the timeframe. It is not appropriate for an employee to be paid as a Special Consultant for assignments that are part of their regular assignment. Special Consultants are employees of the CSU and as such are required to complete and maintain appropriate employment paperwork (e.g. I-9 form, appointment letter, Oath of Allegiance form). Special Consultants are paid at a daily rate only. Payments for partial days or by the hour are not permitted. Normally, payment will be at a daily rate that is equivalent to one day of salary of the regular appointment. Special Consultant vouchers must be submitted on a monthly basis to the appropriate Management Personnel Plan (MPP) administrator for approval. Vouchers must be submitted to the Payroll Office no later than the last working day of the pay period to ensure timely payment. NOTE: Maximum daily rates are limited by the salary schedule for the Special Consultant classification and by the terms of any applicable grant or contract. PROCEDURES The appropriate MPP administrator must approve, in advance, all Special Consultant assignments. In the case of joint or multiple appointments all appropriate administrators must approve. This applies to all Special Consultant assignments. The individual accepting an assignment as a Special Consultant must complete the required employment paperwork (e.g. I-9 form, appointment letter, Oath of Allegiance form) within three days of beginning employment, preferably before the assignment starts. The individual accepting an assignment as a Special Consultant and those approving the assignment must insure that the required work is not done on a day when the individual is being paid for regular duties, if they work on campus or elsewhere within the CSU system. In addition, it is the responsibility of the individual and those approving the Special Consultant assignment to insure that the total workload limit of 125% is not exceeded. HR maintains a file for each special consultant that includes a copy of the special consultant project definition and a copy of the consultants resume. This documentation in HR ensures workers compensation coverage for the consultant. Outlined below is a summary of the CSU policy governing additional workload. It is the responsibility of each employee accepting an assignment as a Special Consultant to understand and follow all of the requirements of the CSU policy and the collective bargaining requirements. As Special Consultant assignments involve the payment of public funds to individuals already receiving salaries from the State they are subject to careful review and audit by the University and by CSU system officials. CSU POLICY OVERVIEW The California State University Additional Employment Policy ( HYPERLINK "http://www.calstate.edu/HRAdm/Policies/HR2002-05.pdf" www.calstate.edu/HRAdm/Policies/HR2002-05.pdf) establishes reasonable limits on the total amount of employment an individual may have within the CSU. Employment is defined as: Any employment compensated through CSU payroll, regardless of funding source (e.g., general fund, extension, lottery, CSU employment reimbursed by an auxiliary or other source). Outside employment is defined as: Any employment not compensated through the CSU payroll, including CSU foundation and CSU auxiliary employment. When determining additional employment under the CSU Additional Employment Policy: All CSU employment and all outside CSU foundation and other CSU auxiliary employment are considered together. NOTE: Additional employment appointments in excess of full time do not increase retirement credits or benefit payments. EXEMPT EMPLOYEES Represented or nonrepresented employees, including those in the Management Personnel Plan, who are in positions exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) do not receive additional compensation for work considered part of their primary work assignments. However, an exempt employee may be assigned additional employment equivalent to twenty-five percent (25%) above a 1.00 full-time time-base if the additional assignment is unrelated to his or her primary work assignment. Such employment circumstances are rare for MPP, represented, and nonrepresented employees. NON-EXEMPT EMPLOYEES Non-exempt employees are employees who are subject to the regulations of the Fair Labor Standards Act (FLSA), which requires payment of overtime at time and one-half the regular pay rate for hours worked over forty (40) in a workweek. If an employee holds a non-exempt position and an exempt position, the employee must be considered non-exempt for pay purposes. It is anticipated that additional employment for employees in non-exempt positions will be infrequent. In the event a campus President or designee is considering an additional employment for non-exempt nonrepresented employees, the following options are available: Exclude the non-exempt employee from the additional employment appointment; or Redue the time-base of the primary position to the primary and additional appointments in total do not exceed a 100% time-base; or Pay the employee appropriate over-time in accordance with FLSA and his or her respective MOU or employment policy. Guidelines for paying overtime are provided below. For non-exempt nonrepresented employees: Overtime is required to be paid for hours worked in excess of 40 in a week if the employee receives an additional employment assignment on a regular or sporadic basis that is not substantially different from the current assignment. Overtime is not required to be paid for hours worked in excess of 40 in a week if the employee receives an additional employment assignment on an occasional or sporadic basis that is substantially different from the current assignment. Under this circumstance, the campus should establish a concurrent appointment in the additional assignment classification and pay for the work performed at the appropriate pay rate. (For reference, Section 553.30 of the Code of Federal Regulations addresses occasional or sporadic and different capacity.) Overtime is required to be paid for hours worked in excess of 40 in a workweek regardless of assignment. Whether the employee receives an additional employment assignment on a regular or sporadic basis that is or is not substantially different from the primary assignment, the employee is to be paid overtime. 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