Extra Service

To begin the process of extra service compensation, please be aware that it is very important to submit extra service approval forms prior to work commencing.  The extra service approval form is available at the link below:

These forms should be fully completed by the department and signed by th eproject director and chair/department head. Please ensure that the account number is included (this should be the account in which funds will be disbursed from for this extra service), hours (time and duration of performance) and rationale for work performed. 

Once the approval form is completed and signed by the project director and chair/department head, it is ready to be sent to the SEAS Human Resources Assistant for further processing. 

The above approval form is used for State employees and UBF employees who are performing extra service using either State, RF or UBF funds.  

The Research Foundation (RF) approval form is available at the link below:

• Extra service compensation approval for research foundation employees

Departments should upload the completed and signed approval form in the department’s HR extra service folder.  The department should also notify the human resources assistant, as well, that there is an extra service approval form ready for processing. 

The human resources assistant will then route the approval form for signature and final approval.  Upon obtaining final approval, the human resources assistant will complete the top portion of the payment voucher and send to the employee for signature.  The employee will complete the payment voucher, and and send to the employee for signature.  If the extra service is for semester teaching assignments, the entire form will be completed before sending to the employee for signature.  If the extra service has varied hours, as well as for staff extra service, the Human Resources Assistant will complete the top portion of the payment voucher and the employee will complete the days and hours worked.  RF and UBF extra service does not require a payment voucher.  Once completed and signed, the employee will return the payment voucher is returned,to the Human Resources Assistant and the Human Resources Assistant will draft and submit the eptf.

RF and UBF extra service does not require a payment voucher. Once the payment voucher is returned, the Human Resources Assistant will draft and submit the EPTF. 

Please note that if an extra service request is being submitted late (5 weeks from work commencing), then a late justification memo needs to be submitted along with the approval form.  The late justification memo can be from either the project director or the chair/department head.

It is important to note that RF and UBF extra service are submitted in EPTF as "New Appointments - Initial." All new hire appointment paperwork needs to be gathered and submitted in order to submit and process an RF and UBF extra service. This new appointment paperwork for purposes of extra service compensation will be effective for one year. If the new appointment paperwork is not already on file and still effective, it is the Department administrator’s responsibility to complete and submit this paperwork and the new appointment EPTF, prior to submitting an RF and/or UBF extra service request to SEAS Human Resources.

External extra service (Other State Agency) follows the above procedure and requires all new hire paperwork as well. The Department administrator will need to ensure that the new/initial appointment EPTF is completed and submitted prior to the extra service submission.  If the external agency has its own extra service approval form, that form will be accepted and once completed and signatures are secured by the department, the form should be routed to the SEAS Human Resources Assistant. If the external agency does not provide an approval form, then this form should be used for submitting external extra service: