Human Resources People and Organisational Development
Additional payments and honorarium policy
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Contents 1. 2.
Introduction ............................................................................................................................... 3 Acting up payments .................................................................................................................. 3 Timescales and ending the arrangement ..................................................................................... 4
3. 4. 5.
Additional hours payments........................................................................................................ 4 Honorarium payments............................................................................................................... 5 Authorisation and payment ....................................................................................................... 5
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1.
Introduction
1.1 This policy sets out the circumstances where it may be appropriate to make an additional payment to employees who temporarily act up into a higher graded post, take on additional duties outside of their normal remit, or work substantial additional hours. 1.2 In considering whether a payment under this policy is appropriate, managers should take into account the university’s other pay and reward policies and mechanisms eg: • • • • • • • 2.
International Business Trips Policy International Assignment Policy Non contractual payments to part-time lecturers Pay Progression and Contribution Related Pay Process Allowances for professional services staff Policy on incentivising staff to engage in Research and Innovation activity Senior staff salary review guidance.
Acting up payments
2.1 Employees may from time to time take on additional duties and responsibilities at the request of the university. This might include temporarily performing the duties of a higher-graded post in the absence of the substantive postholder eg to cover maternity or other extended leave or long-term absence. 2.2 Opportunities to act up should be made available to employees in a transparent and fair manner in keeping with the university’s commitment to equality and the principles of the Recruitment and Selection Policy (see section 6 “Permitted exceptions to external advertising of jobs”). 2.3 An acting up payment will be appropriate where the additional responsibilities are at a higher level ie a higher grade than the employee’s substantive post. An increase in the volume of work at the same level as the employee’s substantive post will not qualify for an acting up payment. 2.4 Subject to 2.6, employees who undertake agreed additional duties and responsibilities for a continuous period of more than four weeks will be entitled to a temporary acting up payment as follows: 2.4.1
If undertaking 100% of the duties of a higher graded post the employee will be entitled to a temporary acting up payment equivalent to the minimum point of the higher graded post.
2.4.2
If undertaking less than 100% of the responsibilities of the higher graded post an appropriate acting up payment will be assessed by reference to the higher grade and an estimate of the percentage of time spent on undertaking the higher level duties.
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2.5 Where applicable, the payment will be backdated to the agreed start date of the acting up arrangement. 2.6 Acting up payments are not available to employees on protected salaries if the higher graded job into which they are acting up is within the evaluated grade of their protected salary. However, acting up still presents a valuable opportunity for such employees to gain new skills and experience at a higher level. (For more information on pay protection, refer to the university’s Pay Protection Policy).
Timescales and ending the arrangement 2.7 Where known, the expected duration of the acting up arrangement should be indicated before it starts and the arrangement should be regularly reviewed in conjunction with the employee. 2.8 Acting-up arrangements are temporary and should not normally be allowed to exceed 12 months. 2.9 The employee should be provided with additional support and training if this is required to enable them to perform at the higher level. If concerns regarding performance do arise then these should be discussed before the decision is taken to end the arrangement. 2.10 At least one week's notice to end the arrangement should be given and a further letter confirming the change of circumstance will be issued to the employee from HR. 2.11 If an employee is subsequently promoted to the higher graded post into which they have been acting up, the period spent acting up will be taken into account when determining their starting salary. 3.
Additional hours payments
3.1 Where an employee undertakes substantial additional hours an additional hours payment may be made to recompense the employee for the additional hours worked. The following conditions must be satisfied: i. ii. iii.
The employee occupies a post which is not entitled to receive an overtime payment. Time off in lieu (TOIL) is not a reasonably practicable option in respect of some or all of the additional hours worked. The additional hours worked are substantial rather than trivial and are worked as a result of a temporary spike in normal workload which might include: unplanned cover for absent colleagues; assignment to a key and deadline dependent project requiring additional duties over and above the employee’s normal workload and capacity (including undertaking work in the evenings or at weekends).
3.2 If the work is at a higher level than the employee’s substantive grade, they may be considered for an acting up payment as an alternative if the conditions set out in 2.3 - 2.6 above are satisfied. _____________________ MARCH 2015
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3.3 Where an additional hours payment is approved the rate of pay will be the employee’s substantive hourly rate. 3.4 The additional hours payment does not apply to academics, senior management or any other member of staff who has a contract with no defined number of hours. 4.
Honorarium payments
4.1 All employees are expected to perform any other duties commensurate with their job grade as reasonably required from time to time. However, there may be occasions where an employee agrees to take on additional duties and responsibilities that may be at the same level of their substantive grade but are beyond the reasonable scope of their normal job remit. In such circumstances, it may be possible to justify an honorarium payment. 4.2 An honorarium payment should only be considered where there is a justifiable reason and the individual is not eligible for an additional hours or acting up payment or a payment under any other university policy such as those referred to at 1.2 above. 4.3 An honorarium payment is a token payment to recognise the employee’s good will in undertaking duties beyond the scope of their normal job remit and is not intended to be rewarded on an hours worked basis. Such payments will therefore normally be between £50£2000 (gross) but no more than 5% of the employee’s annual salary. 5.
Authorisation and payment
5.1 Where a payment is being considered, the manager should seek advice from their HR adviser to ensure the proposed payment is in accordance with this policy. The manager will also need to consider the financial implications and consult with the appropriate management accountant before the payment is confirmed to the employee. 5.2 If, following consultation with HR and the management accountant, a payment is appropriate, the manager will need to seek authorisation for the payment from the relevant PVC-Dean or Director. Where the payment is above £1000, authorisation via the Staffing Resource Group (SRG) is also required. 5.3 Where the payment is ongoing (normally this will only apply to acting up payments), the employee will receive a letter from HR confirming the arrangement and the employee will be asked to sign the letter to indicate their acceptance of the temporary change to their contract of employment. If known, the letter will set out the date the payment will end or, where the end date is not known, the circumstances on which the payment is likely to end eg when the substantive employee returns to work. 5.4 To request a payment the manager should complete the Additional Payments and Honorarium form appended to this policy and available on the Staff Pages.
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Additional Payments and Honorarium Form To be completed by the Line Manager (Please refer to the Additional Payments and Honorarium Policy) Personal Details Employee’s surname
First name(s)
Department / faculty
Employee No.
Type of additional payment Substantial additional hours: No of hours:
hours
Is this a one off / retrospective payment of hours?
If ‘No’, what is the start date of the additional hours arrangement:
End date / review date:
Acting up into higher graded post:
Grade of acting up post:
Start date of acting up arrangement:
End date / review date:
Is the employee undertaking 100% of the higher graded post?
Yes No
Yes No
If ‘No’, indicate appropriate time % - refer to 2.4.2 in the policy.
%
£ per month Honorarium payment:
Amount of honorarium payment:
Please refer to the relevant criteria in the Additional Payments and Honorarium Policy and confirm how this request meets the applicable criteria: (Where applicable) I confirm that the acting up arrangement has lasted or is expected to last for a continuous period of at least four weeks (acting up payments only). I confirm that the honorarium payment equates to no more than 5% of the employee’s annual salary (honorarium payments only). Cost code:
(The request cannot be processed unless this is completed)
Authorisation Line Manager:
Date:
PVC/Dean or Director:
Date:
HR Partner:
Date:
If payment is over £1000 SRG approved
Date:
HR/payroll use only
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Actioned by:
Date:
Counter-signed by:
Date:
Confirmation letter sent:
PSe updated with end/review date:
Payroll notified:
Payroll actioned:
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