How to Review Additional Pay Documentation

1. How to Review Additional Pay Documentation • The Submitter reviews the Additional Pay Request and its documentation to ensure the appropriateness, accuracy, and completeness of the Additional Pay Request prior to entry into the PennWorks system. • These tasks are performed by the Additional Pay Submitter • Gather required documentation from the Additional Pay Requester • Identify errors and omissions • Validate compliance to University policy* • Verify funding • Resolve problems and discrepancies with source documentation • Human Resources Policy #305 and #611 • Financial Policy #2412 and #2413

2. Gather Required Documentation • Gather, organize, and review the documentation used to support and justify the Additional Pay Request. Typical examples are: • Extra Services – management authorization, statement of work • Bonus – bonus justification, pre-approval from Provost, President, or EVP • Acting Rate – authorization memo from Human Resources • Award – management authorization, justification • Incentive – incentive agreement*, documentation of performance • Seek clarification and/or explanation for anything that appears inappropriate or misleading. • Incentive programs must be reviewed and pre-approved by Human Resources Compensation before the program is established.

3. Identify Errors and Omissions • Examine the Additional Pay Request documents for the quality of the information contained in each document. Look for: • Incomplete or missing details • Insufficient or ambiguous information • Flimsy justification • Lack of management authorization • Errors in calculating compensation amount(s) • Remove security sensitive data from any documents that will be used later as attachments • Social Security numbers

4. Validate University Policy Compliance • Ensure the Additional Pay Request conforms to University policy and School/Center specific policies. • Human Resources Policy #305 and #611 • Financial Policy #2412 and #2413 • School/Center Additional Pay policies • Varies by School/Center • Return the Additional Pay Request to the Requester with an explanation if the request and/or supporting documentation does not conform to policy.

5. Verify Funding • Make sure that an appropriate amount of payroll funds has been budgeted and that the Additional Pay Request is permissible for the funding source being requested. • Review BEN Financial reports (100.ORG/103.ORG) or…. • Check ‘Budget Balance Available’ via BEN Financials Funds Available or Revenue and Expense Inquiry • Use General Unrestricted funds if the additional pay is not permissible under the funding source requested (e.g. Grant*) • Unfunded and/or underfunded Additional Pay Requests should be returned to the Requester with the appropriate explanation. *If a grant (Fund # 5xxxxx) is the funding source, the Office of Research Services (ORS) will be included in the approval process.