Human Resources

Guidelines for independent HR actions/additional policies in PAMC:  Administration of Staff Personnel Matters

Staff

Guidelines for supplemental pay

Faculty: Special Compensation in Addition to Base Salary

Outside the Medical Center, any pay for work performed in addition to the faculty member's normal duties as part of his or her regular academic and/or administrative appointment is considered special compensation by the university.  The university recognizes two types of special compensation:

Extraordinary pay is compensation for special assignments above and beyond the faculty member's regular work load (100 percent effort) for which he or she is already compensated through base salary.

Supplementary pay is for assignments taken on (usually during the summer) that fall outside the faculty member's term of appointment, be it a nine-month, ten-month, or eleven-month appointment.

In the extremely unusual situation where extraordinary pay is requested for an individual already receiving supplementary pay, both policies pertain. For additional information, please see the memo from the Provost to the Deans and Directors in Academic Program Areas.

The Provost’s Area Management Center (PAMC) must review requests for all new staff positions (either budgeted or unbudgeted) prior to beginning recruitment.  This process is applicable to all units under the PAMC.   

NOTE:  New faculty, student or grant-funded positions in Job Family 27 (Scholarship and Research) are exempt from this process. 

The process includes the concurrent completion of a Vacancy Management Form and an iForm request to create a position. Once fully completed including appropriate signatures, the Vacancy Management Form should be submitted via e-mail to Provost’s Administration Vacancy (PAMC-vacancy@duke.edu). Once approved, the iForm request will be forwarded to Rewards and Recognition. If the new position is not approved at the time, the department will be notified via e-mail.  

The Provost’s Area Management Center must review requests for all vacant staff positions (either budgeted or unbudgeted) in the Provost’s academic support units prior to beginning recruitment.

This process does not apply to the schools; however, schools are expected to have a process in place to review vacancies internally before starting the recruitment process. Additionally, faculty, student or grant-funded positions in Job Family 27 (Scholarship and Research) are exempt from this process. 

For covered positions, the process includes the concurrent completion of a Vacancy Management Form and an iForm request to open a requisition for a position. Once fully completed including appropriate signatures, the Vacancy Management Form should be submitted via e-mail to PAMC-vacancy@duke.edu. Once approved, the iForm request will be forwarded to Recruitment. If the position is not approved for recruitment, the department will be notified via e-mail.