Extra Service and Overload

Requests for overload or extra service

Overload and extra service activities, or ‘intra-University consulting’ as the federal government refers to it, are work performed on behalf of the University or sponsor that are outside of those activities for which an employee is compensated by their Institutional Base Salary (IBS). The supplemental amount paid for these extra activities must be commensurate with the employees IBS rate of pay.

Overload or extra service activities are not included in institutional effort tracking. Such requests, which are expected to be infrequent on sponsored programs, must be explicitly presented in the budget and budget narrative for sponsor approval.  Such requests are also noted on the Internal Routing and Review form, question #4. The supervisor (e.g. Chair or Dean or other individual) of the individual for whom overload or extra service is requested must sign the Internal Routing and Review form to indicate his or her awareness of the activity and approval of its designation as overload or extra service. This determination is not at the discretion of the PI/PD. The

NOTE: For unanticipated overload or extra service activities not originally included in the application, ordinarily sponsor approval is required and should be obtained through OSP.

Overload refers to all teaching assignments rendered by any semi-monthly SU staff or faculty employee over and above their regular job or appointments.

Extra Service refers to all non-teaching inter/intra-departmental services performed by a semi-monthly full-time/part-time SU faculty, staff, or graduate assistant employee over and above their regular job, appointment or assistantship, usually on a “one time basis.”  For example, if an employee possessed a special talent not associated with their regular job, performed extra work on a project according to an agreement, the service should be treated as Extra Services and submitted accordingly.  (Note: weekly employees performing extra service of a repetitive nature should be set-up with an additional job and, when appropriate, paid overtime to perform those duties.)

Examples of when overload or extra service might be appropriate:

  • Activities performed are distinctly different than competencies/responsibilities required in appointment or job description.
  • Activities are performed at distinctly different location(s) than routine for the employee (i.e. non-SU owned or SU-controlled facility).
  • Activities are short term/non-routine.
  • Activities are performed for different school or college.

When overload or extra service is probably not appropriate:

  • Activities performed based on expertise/skills reflected in appointment.
  • Activities are performed for programs within the employee’s school/college.
  • Activities are performed at location(s) routine for the unit.
  • Not short-term (i.e. extend through entire multi-year grant period).
  • Predictable need to be served, i.e. existing program intended to be stable and having consistent or regular needs or training.

Because circumstances can be unique, the guiding consideration is the appointment letter or job description.  The above examples are among the common considerations, but are not meant to be all inclusive.  OSP is responsible for determining allowability of extra service or overload on grants and is happy to provide guidance and direction on this topic.  Please contact us with specific questions or concerns.