1. Student Equity & Opportunity
Welcome to the Student Equity and Opportunity Extra Pay Training.
Extra Pay Training

2. What is Extra Pay?
Extra Duty Pay or Extra Pay is compensation for employees who take on additional working hours outside of their assigned FTE.
What is Extra Pay?
Extra Duty Pay or Extra Pay is issued when an employee takes on additional working hours outside of their assigned FTE.
Extra Pay must be pre-approved and is generally issued for trainings, special projects and hours worked to fill in leaves of absence or vacancies.
Please note that Extra Pay is reserved for additional working hours outside of an employee’s normal scope of work. It is not intended for additional time performing the hired job duties (ex. staying 30 minutes late to complete normal assigned tasks).

3. When should hours be submitted as Extra Pay?
Summer Hours
School Year Extra Hours
Professional Learning Hours
Lawson “Magic Number” Hours (Part-Time Staff)
When should hours be submitted as Extra Pay?
Hours worked in the following situations may qualify as Extra Pay:
Summer Hours (for staff that do not work year-round)
School Year Extra Hours
Professional Learning Hours
“Magic Number” Hours

4. Summer Extra Pay Outside the 186 Traditional Work/School Year Schedule
(approx. June 1, 2018 – August 17, 2018)
(after last day of school – before first day of next school year)
If an employee works hours for a school that is open past the normal Last Day of School or starts prior to the First Day of School, the school is responsible for that cost.
Any hours worked for ESY, ELA, REED or any other department outside of Student Equity and Opportunity should be submitted to that team’s payroll staff.
Specialized Service Providers (SSPs)
Nurses
Psychologists
Social Workers
Speech Language Pathologists (SLP)
Occupational/Physical Therapists (OTPT)
Deaf and Hard of Hearing (DHH)
Not all of the schools in DPS strictly follow the 186 Traditional Work/School Year Schedule.
If a school has an employee work past the normal Last Day of School or start prior to the First Day of School, an Extra Pay form must be completed.
The school is responsible for this cost.
The following process should be followed to ensure that the Specialized Service Providers are compensated for their services.
(1) The employee will need to track their hours per month and submit this documentation to the site administrator on an Extra Pay form.
(2) When the site’s office staff has verified the hours, they should forward the Extra Pay form to Emily Walton and cc: the respective Supervisor (Nurses: Jeannie Lyons, SLPs: Daisy Vanzandt, OT/PTs: Kelley Morrison, Psychologists/Social Workers: Ellen Kelty, DHH/Audiology: Julie Hemphill).
Note:  Additional hourly pay will be based on a per diem rate depending on that employee’s annual salary.
As the extra hours were requested by the school, the school should act as the “Supervisor” on the Extra Pay form.
The school account code will need to be included when the Extra Pay form is submitted to Emily Walton.
If the hours worked are at a Charter school, Emily Walton will work with the DPS Budget Department to bill the Charter school.
If the employee is working at several schools, a separate form should be submitted for each school location.
If a staff member is working for ESY, ELA or REED, the Extra Pay hours should be submitted to that team.

5. School Year Extra Pay
To ensure the accurate tracking of staff and budgets, be sure to notify the Operations team of all changes:
Sam Craver
Emily Walton
During the school year, the most common situation that requires Extra Pay is when a current part-time employee is used to cover a leave or job vacancy.
This includes, but is not limited to FMLA, maternity leave or vacant positions.
As HR does not increase FTE’s for employee’s for short periods of time, the employee that is working additional hours will need to submit an Extra Pay form.
It is very important that this information is communicated to the Operations team as soon as it is agreed upon by the department and employee.
Sam Craver should be notified as she tracks all Student Equity and Opportunity staff.
Emily Walton should be included so that the Extra Pay can be processed smoothly.

6. Professional Learning Extra Pay: Attendees
Attendees Sign-in using the PL Training Google Doc!
Extra Pay for Student Equity and Opportunity Professional Learning is processed by Emily Walton using Google Doc Sign-In sheets.
There are Google Doc Sign-In sheets in place for NCI, Restorative Practices & ECE trainings. Contact Emily Walton if you need a Sign-In sheet set up for a new training.
The following participant information must be on every sign-in sheet in order to facilitate extra pay and to award attendance credit:
DPS ID. For staff who are DPS employees but service charter schools, be sure to include a DPS ID or you are assumed to be a charter and will not be paid;
Legal first and last name;
address;
Position Title. Principals and Assistant Principals are not eligible for Extra Pay.
If the information detailed above is not included on a sign-in sheet, the individual will not be compensated for time until that information is provided.
Training information MUST be submitted by the facilitator within 24 hours so that the Google Doc Sign-In Sheet data can be processed by the ninth of every month. Information that is not submitted by this time will not be included on the month’s payroll; it will be delayed a minimum of one month depending on when this training information is submitted. Questions regarding a delay of pay for this reason ought to be directed to the facilitator of the course.
Pay is only awarded for the time spent in the class, not the time for which the class is scheduled. If a course is scheduled from 8:00a to 4:00p, but individuals leave at 3:00p, only six hours are awarded because…
Participants are not compensated for lunch. Time paid and credit awarded does not include the lunch hour.
Participants must sign-in at the training. Since the participants are only required to Sign-In using the Google Doc, it is very important that the Facilitator makes note of any participants that leave early or if the training is longer/shorter than expected.

7. Professional Learning Extra Pay: Facilitators
Training Facilitator’s should submit their hours through the Facilitator Extra Pay form available on the Commons.
Facilitator Extra Pay Form
Facilitators should send the following information to Emily Walton within 24 hours following the training:
Training Name & Location
Training Start & End Time
Length of Lunch Break (if applicable)
Budget to Cover the Participant Pay
Extra Pay for Student Equity and Opportunity Professional Learning is processed by Emily Walton All PL Trainings should be using a Google Doc Sign-In sheet.
There are Google Doc Sign-In sheets ready for NCI, Restorative Practices & ECE trainings. Contact Emily Walton if you need a Sign-In sheet set up for your new training.
The PL Facilitators are responsible for submitting the PL Training information so that the attendees are paid in a timely fashion.
Facilitators should submit their Extra Pay using the “Facilitator Extra Pay Form”.

8. “Magic Number” Extra Pay
Time and Attendance
Magic Number = Working Days x 8 hours per day x FTE
Example: Bob is a 0.4 FTE that has a position assignment of Tuesday and Thursday each week. In September 2016, Bob submitted a total of 72.0 hours on his timesheet. The “Magic Number” for September was 70.4 hours, so 1.6 hours would need to be submitted via Extra Pay.
September 2016 (8/15/16-9/14/16)  22 working days x 8 hours per day x 0.4 FTE = hours
Behind the scenes of Lawson Time and Attendance, there is a “Magic Number” of allowable hours for DPS employees working 0.5 FTE or less.
The Magic Number is the total number of hours that the employee should have worked for the Previous Pay Period based on the employees Work Year and Bargaining Unit.
Magic Number = Working Days x 8 hours per day x FTE
Extra Pay will need to be submitted in situations where the total number of hours worked by a part-time employee exceed the Magic Number for that pay period.
Example: Bob is a 0.4 FTE that has a position assignment of Tuesday and Thursday each week. In September 2016, Bob submitted a total of 72.0 hours on his timesheet. The “Magic Number” for September was 70.4 hours, so 1.6 hours would need to be submitted via Extra Pay.
September 2016 (8/15/16-9/14/16)  22 working days x 8 hours per day x 0.4 FTE = 70.4 hours
A process should be created with Emily Walton if this is currently an issue your team is facing.

9. Next Steps: Complete Extra Pay Form Obtain Supervisor Approval
What are the next steps?
As soon as you know that Extra Pay hours will be worked, you will need to complete the Extra Pay form and obtain supervisor approval.

10. Completing the Extra Pay Form
Pay Period:
10th – 9th
Submit to Emily Walton:
Extra Pay should be submitted monthly for hours worked in the previous pay period.
The Extra Pay period runs from the 10th of the month through the 9th of the following month.
Please note that the time period for Extra Pay (10th-9th) varies slightly from the normal pay period (15th-14th).
Extra Pay hours must be pre-approved and Extra Pay hours cannot be paid in advance, so forms should only be submitted after all hours are actually worked.
Completed and approved Extra Pay forms should be ed to Emily Walton by the 9th of each month.

11. Buckingham U. Badger
OT/PT
Morey MS
9/1/16, 9/6/16, 9/8/16
Covering Maternity Leave for J. Smith
This is the top section of the Extra Pay form.
As soon as you have agreed to work Extra Pay hours, the Extra Pay form should be started.
It is very important that every single line is completed with detailed information.
If any of the areas are left blank, the Extra Pay cannot be processed.
The employee should fill in their Name, DPS ID # and position title.
The “Anticipated Location(s)” should include the specific building(s) where the employee will work.
If the DPS employee will be working at a Charter school, a separate form should be completed for each Charter school location.
Please be sure that specific dates are entered in the “Anticipated Extra Pay Date(s)” section. Do not use the date range of the entire pay period.
It is imperative that the “Description of Extra Hours Worked” area should be completed with the most amount of detail possible.
If additional detail is needed, your Extra Pay could be delayed.
The Extra Pay form cannot be processed if any of the above sections are left blank!

12. Extra Pay hours must be pre-approved!
24.0
Per Diem
8/29/16
23.5
9/8/16
Extra Pay hours must be pre-approved!
This is the center portion of the Extra Pay form.
The employee should fill in the “Anticipated Total Number of Hours” section and then submit the form to their Supervisor for approval.
The Supervisor should verify all of the information on the Extra Pay form. If the extra hours are approved, the Supervisor should sign and date the form and return to the employee.

13. The actual hours worked must be entered on the Hourly Breakdown by Day tab.
After the extra hours have been worked, the “Verification of Extra Hours Worked” section of the form can be filled out.
The employee should complete the Hourly Breakdown by Day (HBD) tab. The total number of hours worked will auto-calculate. The form should then be signed by the employee.
Once completed, the Extra Pay form should be ed to Emily Walton.

14. In-Service Attendee: $24.33
Extra Pay Rates:
In-Service Attendee: $24.33
Extra Pay Rates:
In-Service: $23.46
Used for Professional Development and other trainings
Extra Pay Rates:
In-Service: $24.33

15. Extra Pay Rates: 2017-2018 Presenter: $37.43
In-Service – Presenter: $36.10
Extra Pay Rates:
In-Service – Presenter: $37.43

16. Extra Pay Rates:
Per Diem: When additional hours worked are performing normal job duties, Extra Pay rate is the same as your pay rate in Lawson
Extra Pay Rates:
Per Diem
Performing normal assigned job duties (covering leaves or job vacancies)
Child Find Summer Screenings
Emily Walton can fill in the rate if the employee is unsure of their exact hourly rate.
Interpreter: $25.00
ESY 2018 (TBD)
Classroom Paraprofessional: $14.86 (Summer 2017)
Itinerant Paraprofessional (Autism, Behavior, Community & OT/PT): $18.03 (Summer 2017)
Educational Interpreter: $22.82 (Summer 2017)
Teacher/Provider: $36.10 (Summer 2017)
Parks & Recreation Paraprofessional: $14.86 (Summer 2017)

17. Extra Pay Submittal Timeline
Timeline and Deadlines for Extra Pay:
6-8th of the month – Emily Walton will send out a reminder to Student Equity and Opportunity staff. If you are not currently receiving this reminder and would like to be added, please send a request to
9th of the month – All completed and approved Extra Pay forms should be submitted to Emily Walton.
10th of the month – Extra pay payroll is submitted to the Payroll Department.
End of the month – Completed Extra Pay forms submitted to Emily Walton by the 9th of the month will be paid on that month's payroll check.
Throughout the month – Professional Learning training information should be submitted to Emily Walton within 24 hours of the completion of the training.
Throughout the month – Extra Pay for Facilitators should be submitted through the Facilitator Extra Pay Form. Submissions are forwarded to the supervisor listed for approval.
Please note that the timeline may vary due to weekends, DPS Holidays or District Closures.

18. “MISC CONTRACTUAL EXTRA PAY”
Look for the Extra Pay on your DPS paystub as
“MISCEXT” or
“MISC CONTRACTUAL EXTRA PAY”
Extra Pay should be located on your DPS paystub as “MISCEXT” or “MISC CONTRACTUAL EXTRA PAY”.

19. No special checks will be issued for Extra Pay.
Incomplete paperwork or paperwork received after the 9th of the month will not be paid until the following pay period.
No special checks will be issued for Extra Pay.
It is very important that each section of your Extra Pay form is completed. The Hourly Breakdown by Day tab is required!
If your paperwork is incomplete or if it is not submitted until after the 9th of the month, your Extra Pay will not be processed until the following pay period.
Timeline may vary due to weekends, DPS Holidays or District Closures.
No special checks will be issued for Extra Pay.

20. Thank you!
Please contact Emily Walton at or with any questions.
Thank you!