Providing Additional/Special

PayPrepared by Renee Gagnier, DirectorCollege of Agriculture and Natural ResourcesHuman Resources

Providing Additional / Special Pay

Occasionally, it is necessary to provide additional or special pay to faculty, academic staff (FAS) or regular support staff (SS).

This section will help outline the different actions, as the processes and required forms differ depending upon employee group (FAS or SS).

When providing additional pay to faculty or academic staff, this is accomplished via the “Additional Payment Form”.

When providing additional pay to support staff, this is typically accomplished via a “Special Payment Authorization Form”.

Additional Pay – Faculty/Academic Staff

Common reasons why additional pay may be provided to faculty or academic staff (this is not an inclusive list – there are other, more uncommon reasons also): Faculty Overload

Cell Phone Allowance

Moving Expense

Academic Project Pay

Special Pay – Support Staff

Common reasons why special pay may be provided to support staff (this is not an inclusive list – there are other, more uncommon reasons also): One-time, lump sum bonuses for merit/exceptional performance.

One-time, lump sum bonuses for pay for extra duties performed either inside or outside of the primary/home unit.

Performing duties for a minimum of 15 days/month on an interim basis due to a leave of absence or unit vacancy. ($500/month – APA only)

Cell Phone Allowance

Additional Payment Form The Additional Payment Form is available for both electronic

submissions in the HR/Payroll system (SAP) or a hard copy paper form that gets sent directly to the Payroll Office. Because there can be confusion on which paper form to use, here is a screenshot of the paper form:

Additional Payment Form cont….. Four wage types are currently available for use in the electronic

version of the Additional Payment Form. If any of these wage types are needed, the electronic action should always be submitted, as paper copies for these wage types will no longer be accepted:

1490 – Faculty Overload

1495 – Faculty Overload – UNTF

1575 – Internet Connectivity Allowance**

1580 – Cell Phone Allowance**

**The electronic additional payment form can be used for cell phone and internet connectivity allowances for both FAS and SS employee types.

Additional Payment Form cont…. The electronic Additional Payment Form can be found in the

“Actions” section of the EBS portal in the “HR/Payroll Forms & Cost Redistributions” tile. Choose “Additional Payment Form” from the drop-down menu:

For detailed instructions on how to complete the remainder of the form, please visit: https://hr.msu.edu/ebshelp/additionalpayform/

Additional Payment Form cont…. The paper version of the Additional Payment Form can be found on

the MSU Office of the Controller’s website: http://www.ctlr.msu.edu/Download.aspx, in the “Forms” section (choose “Payroll” from the drop-down menu).

Complete instructions are included for completing the paper form, which then must be signed by an HR workflow payroll approver and sent to the Payroll Office.

Special Payment Authorization Form The Special Payment Authorization Form

is specific to support staff. Here is a screenshot of the form, which can be found on of the MSU Office of the Controller’s website: http://www.ctlr.msu.edu/Download.aspx, in the “Forms” section (choose “Payroll” from the drop-down menu).

Complete instructions are included for completing the form, which then must be signed by an HR workflow payroll approver.

Special Payment Authorization Form continued…..

Please note: Requests for certain wage types must first be sent to MSU Human Resources for review and approval, and if approved, HR will send the request onto the Payroll Office for processing. Here is a screenshot of requests that must first go to HR:

Please also note that for wage types 1330, 1284, or 1285 (merit, retention, internal equity requests), this section of the form must include the signature of the dean of the college or authorized signer of the MAU (signature line circled in red).

Off-Cycle Payment Request Both the Additional Payment Form and the Special Payment

Authorization Form offer two options for payment: Can be paid on the next payroll cycle, in which case the money would

be included in the employee’s pay/direct deposit at the time of the next payroll.

An off-cycle payment may be requested, in which case a hand-drawn check would be issued, which the employee must personally pick up from the Payroll Office, located in Room 350 of the Hannah Administration Building. An Off-Cycle Payment Request Form must accompany the Additional

Payment Form or Special Payment Authorization Form. Cost to department for an off-cycle check request is $40.

Typically, requests for off-cycle checks received by noon on Tuesdays will be processed for pick-up on Friday of the same week.

Employees must bring photo identification with them when picking up checks.

Off-Cycle Payment Request Form The Off-Cycle Payment Request Form can be found on the MSU

Office of the Controller’s website: http://www.ctlr.msu.edu/Download.aspx, in the “Forms” section (choose “Payroll” from the drop-down menu).

Complete instructions are included for completing the form, which then must accompany the Additional Payment Form or Special Payment Authorization Form.