Pay adjustment process for employees with temporary duties assignments

When employees are assigned duties outside the normal scope of their position, a temporary pay adjustment may be appropriate for the duration of the assignment.

A temporary base pay adjustment may be considered when:

• The assigned responsibilities exceed the scope of the employee's current position.
• The assignment is expected to last more than 30 days and no longer than 12 months.
• The duties involve a significant increase in responsibility or require the employee to assume part or all of another role.
• The employee meets the minimum qualifications for the temporary assignment.

More information on when to initiate a temporary base pay increase for temporary duties assignments is shared below. Review the step-by-step process and links to appropriate forms in the COE processes library.

Nonexempt employees (hourly)

For nonexempt employees, temporary duties must be compensated through an adjustment to the employee's hourly rate of pay rather than a lump-sum payment.

Temporary pay adjustments should not be used solely to address increased workload volume. Additional hours worked performing the regular or similar duties of the role are compensated through overtime pay or compensatory time, as elected by the employee.

When assigning temporary duties to a nonexempt employee, departments should:

• Determine the temporary pay rate using one of the methods described below.
• Prepare a written memorandum outlining the assignment, responsibilities, time frame and temporary pay adjustment.

Exempt employees (salaried)

While not required, departments are encouraged to use this process for exempt employees who are assigned temporary duties. Documenting the assignment and associated pay adjustment helps establish clear expectations and promotes consistency across the university.

Determining the temporary pay rate

Departments should use one of the following methods based on the nature and scope of the temporary assignment.

Option 1: Apply a flat percentage increase (up to 10%)

Use this approach when the employee is taking on additional or higher-level duties but is not fully assuming another position.

Appropriate when:

• Duties are supplemental to the employee's regular responsibilities.
• Responsibilities are shared, intermittent or limited in scope.
• The assignment temporarily increases the complexity or scope of the employee's work.

Example - nonexempt: A Custodial Supervisor earning $20.00 per hour is temporarily assigned some duties typically assigned to a Custodial Manager while continuing to perform their regular responsibilities. A 10% increase is applied, resulting in a temporary rate of $22.00 per hour.

Example - exempt: An Academic Services Coordinator earning $50,000/year assumes temporary responsibility for additional programs during a staffing gap. A 10% increase is applied, resulting in a temporary annual rate of $55,000/year.

Option 2: Use the minimum of the higher classification's pay range

Use this approach when the employee is temporarily performing a of a higher-level position.

Appropriate when:

• The employee is filling a vacant higher-level position on an interim basis and meets the higher-level positions minimum qualifications.
• Higher-level duties are substantial and ongoing throughout the assignment.
• The employee is independently performing most or all responsibilities of the higher-level role.

Example - nonexempt: An Office Specialist III earning $18.00 per hour temporarily fills a vacant Office Specialist V position with a pay range of $20.30 to $31.45 per hour. Because they are performing the full scope of the higher-level role, their temporary rate is adjusted to $20.30 per hour, the minimum of the higher pay range.

Example - exempt: A Program/Project Coordinator earning $48,000 annually is assigned to fully cover a Program/Project Manager I position with a minimum pay rate of $53,581 annually. Their temporary pay is adjusted to $53,581 for the duration of the assignment.

Internal equity considerations

Departments should consider internal equity when assigning temporary duties and determining temporary pay adjustments. Similar work performed under similar circumstances should be compensated consistently across the department and institution.

For questions regarding temporary pay adjustments, pay equity, or determining the appropriate calculation method, contact hrcomp@ksu.edu .

Documenting expectations

A Temporary Assignment of Additional Duties Memo is required for all temporary duty assignments. The memo must describe the additional responsibilities, document expectations and include the temporary pay rate and the assignment's start and end dates.

If the assignment is extended, an updated memo and a new temporary pay adjustment request must be submitted before the original end date.