Extra Service
Extra Service is work performed by UUP or M/C professionals who are on a State payroll, or the SUNY Research Foundation, other than the one to which the employee is regularly assigned, or special assignments performed at their own campus that are substantially different from, or in addition to, their regularly assigned duties and responsibilities when the extra service work, in combination with the employee's regular assignment and any other dual appointment or extra service assignments, will exceed full-time (100%) service. The additional service is performed entirely outside the employee's normal work day/shift and must not interfere with the employee’s regular obligation.

Compensation for extra service may not to exceed an amount equal to 20% of basic annual salary in any academic or calendar year beginning July 1 or September 1, as appropriate. For example, a professional staff member earning a salary of $40,000 may not be paid more than $8,000 for extra service during the course of his or her annual professional obligation. Summer employment outside the period of an academic year obligation does not constitute extra service.  Compensation for such summer employment is covered by the university policy on summer session appointment and compensation rates.

Extra service for teaching a course at Buffalo State will not be approved for Management Confidential employees.

Rules and regulations surrounding extra service compensation within SUNY are grounded in several State documents and publications including the UUP Agreement, the SUNY Policies of the Board of Trustees, and SUNY Policy.

NOTES: 

  • Department Chairs who receive a stipend are eligible for extra service during the term of their academic obligation as a department chair.  (UUP Article 25 Compensation of Department Chairpersons §25.1(a).  Payment of such stipend as well as any extra service earned during the same time period shall not exceed 20% of basic annual salary.  
  • Prior to commencement of the extra service assignment, the employee must secure written approval from their supervisor and Provost/Vice President (Current Employee Change Form).
  • Extra Service compensation must not be used in lieu of overtime for employees deemed eligible (non-exempt) under the Fair Labor Standards Act. (Note: overtime is a continuation of an employee’s normal job responsibilities.)
  • NEW: Professional Staff may teach courses outside of the employee's normal business day. Adjustments to the normal business day obligation (such as starting early or staying late) in order to make up for time spent teaching during normal business hours will not be approved. Written approval of teaching a course must be received in advance from their supervisor. This approval in the form of a memo must be documented and become part of the employee’s professional obligation. No additional compensation for teaching the class or holding office hours will be granted.
  • NEW: If professional staff are receiving extra service for teaching a class, this activity must be added to the employee's performance program as an individual goal, with an effective start and end date (not to exceed one semester) and signed by both the employee and supervisor and must be made part of the employee’s official personnel file. Existing performance programs can be marked revised and the dates of the assignment added within the individual goal; the original dates of the performance program need not be changed.

Extra Service at Buffalo State

  1. Department Head/Supervisor reviews request to perform extra service and ensures no conflict of interest is present and that the extra service payment is within approved guidelines (see above).
  2. Department Head/Supervisor initiates a Current Employee Change Form and a memo noting the specifics of the extra service work:  dates of the extra service; a brief description of the activities (i.e.., teaching specific a class); specific day(s) of the week and times of day that the extra service activities will be performed; a statement of why this will not interfere with the employee's full-time obligation.  The Current Employee Change Form must be routed and approved by the Provost/Vice President before commencement of the extra service assignment.
  3. If an employee performing extra service for your department has a primary obligation in another department on campus, please forward the Current Employee Change Form to the employee's primary supervisor for approval.
  4. Route form for approvals as noted in the Authorization Policy for Personnel Transactions.

Extra Service at another SUNY

  1. Employee that will be performing extra service completes Part 1 of the UP-8 (or UP-6 for M/C) and submits to Department Head/Supervisor for review.
  2. Department Head/Supervisor reviews the form, ensures no conflict of interest is present, and that the extra service payment is within approved guidelines.
  3. Department Head/Supervisor initiates a Current Employee Change Form and routes both forms for approval as noted in the Route form for approvals as noted in the Authorization Policy for Personnel Transactions.  The Current Employee Change Form must be routed and approved by the Provost/Vice President before commencement of the extra service assignment.  The Provost/Vice President is authorized to approve the UP-8 and UP-6.
  4. If the extra service is for an M/C employee (UP-6), approval is also required by SUNY System Administration PRIOR to processing the payment.  SUNY System Administration will send a copy of the UP-6 to the Office of the State Comptroller.
  5. The UP-8 or UP-6 is sent to the 'extra service' employing agency by Human Resource Management and a copy is sent to the employee.

Dual Employment  (part-time employees OR non-SUNY State Agencies)

Dual Employment occurs when an employee works part-time at two or more State agencies and the combined service in all positions and agencies does not exceed full-time (100%) service.  Prior approval must be obtained, through the completion of a dual employment form (AC 1588), from the agency head where the employee is regularly employed before s/he can commence working for, or be paid by, an additional State payroll agency.  

Department Head/Supervisor should attempt to determine the current State employment status of individuals before they recommend them for appointment to ensure appropriate approvals are obtained prior to effecting the appointments of individuals already being paid on State payrolls.  

To appoint an individual on a part-time basis who is employed on a part-time basis at another State agency, please advise the person to complete a dual employment form to obtain their agency head approval. The form should be forwarded along with the Current Employee Change Form and routed for approvals according to the Authorization Policy for Personnel Transactions. The Payroll Office will review the dual employment form and then submit it to the Office of the State Comptroller.

If a part-time Buffalo State employee anticipates working part-time at another State agency, s/he will need to complete a dual employment form and submit it to their Department Head/Supervisor. The Department Head/Supervisor will review the form, ensuring it will not interfere with the employee's regular duties, and prepare a Current Employee Change Form and route both forms for approval. For part-time faculty, the Dean is authorized to approve the dual employment form and is the final approver on the Current Employee Change Form.