How to Assemble Non Pre-work Additional Pay Documentation The Additional Pay Submitter reviews the Additional Pay request and supporting documentation to ensure the appropriateness, accuracy, and completeness of the request prior to entry into the PennWorks system. These tasks are performed by the Additional Pay Submitter Gather required documentation from the Additional Pay Requester Identify errors and omissions Validate compliance to University policies* Verify funding Resolve problems and discrepancies with source documentation Human Resources Policy Extra Compensation #305 and Military Leave #611 Financial Policy Paid Vacation at Separation #2412

Gather Required Documentation Gather, organize, and review the documentation used to support and justify a non Pre-work Additional Pay request. Typical examples are: Military Pay – certified statement for military pay and allowances Bonus – bonus justification, pre-approval from Provost, President, or EVP Acting Rate – authorization memo from Human Resources Award – management authorization, justification Incentive – incentive agreement*, documentation of performance Seek clarification and/or explanation for anything that appears inappropriate or misleading. Incentive programs must be reviewed and pre-approved by Human Resources Compensation before the program is established.

Identify Errors and Omissions Examine the Additional Pay request documents for the quality of the information contained in each document. Look for: Incomplete or missing details Insufficient or ambiguous information Flimsy justification Lack of management authorization Errors in calculating compensation amount(s) Remove security sensitive data from any documents that will be used later as attachments. Social Security numbers

Validate University Policy Compliance Ensure the Additional Pay request conforms to University policy and School/Center specific policies. Human Resources Policy Extra Compensation #305 and Military Leave #611 Financial Policy Paid Vacation at Separation #2412 School/Center Additional Pay policies Varies by School/Center Return the Additional Pay request to the Requester with an explanation if the request and/or supporting documentation does not conform to policy.

Verify Funding Make sure that an appropriate amount of payroll funds has been budgeted and that the Additional Pay request is permissible for the funding source being requested. Review BEN Financial reports (100.ORG/103.ORG) or…. Check ‘Budget Balance Available’ via BEN Financials Funds Available or Revenue and Expense Inquiry Use General Unrestricted funds if the Additional Pay is not permissible under the funding source requested (e.g. Grant*) Unfunded and/or underfunded Additional Pay requests should be returned to the Requester with the appropriate explanation. *If a grant (Fund # 5xxxxx) is the funding source, the Office of Research Services (ORS) will be included in the approval process.