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Purpose: 

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1. Consult the Faculty Additional Employment Decision Tree to determine what process you will need to follow. 
   1. Note: If the work is being performed within one’s current department, in many circumstances, especially for tenured and tenure-track faculty, additional employment is not allowed. More regularly and appropriately, professional track faculty may take on additional employment within their own unit.
2. The department/unit requesting to hire (pay) the faculty member downloads the Additional Employment Form from the APS website. 
   1. Complete the Current Employment, Proposed Employment, and Justification sections of the form.
   2. Fields should be filled out based on precise WD information, including use of the specific Supervisory Organization listed in WD and the specific job profile.
      1. If the faculty member has multiple jobs, those jobs should be added under the “other additional jobs” section of the Current Employment section.
   3. In most cases, the requesting unit will be a unit other than the faculty member's primary or joint department, so the proposed job profile will be a Faculty Associate (0046 – Faculty Associate).
   4. The effective date of the proposed additional employment should be either 9/1, the date the form is being completed, or the date that work will begin, whichever makes the most sense in that specific instance.
   5. The end date on the additional employment form does not necessarily coincide with the end date of the faculty associate position itself (which will always be 8/31). Rather, the end date on the additional employment form should be the date the additional work will complete, whatever that date is (i.e. end of service date).
   6. Total amount of compensation is the amount to be paid for the additional work. In this section, the account that will be used should also be entered, allowing reviewers to confirm that the payment is being processed off the intended account. (The account entered on the form and the account entered in the WD BP must match.)
   7. Justification: the description of and reason for additional employment duties need not be extensive, but they do need to be clear and substantive, and non-tautological (i.e., do NOT write “hiring prof. Z to perform additional duties for a grant.” Rather, you might write: “Prof. Z will be leading a public outreach seminar being held at the Travis County Exposition Center intended to increase K-12 participation in dual language programs. This work is being conducted to fulfill the mandate of the awesome grant we received for this purpose, and the PI has selected Prof. Z for this because of her extensive experience with dual language programs generally and her previous years of experience running this workshop.”)
3. Have the primary unit head/s sign the form and the requesting unit head sign the form.
   1. Note the special requirement for PI signature if the additional employment involves consulting on another faculty member’s grant.
4. Upload the partially signed form to COLA HR via the AEF submissions portal.
5. COLA HR will route the form to the Associate Dean for final approval.
6. COLA HR will return the form to you once it is approved.
7. If the work is being performed within the faculty member's current department, proceed to initiating an allowance or OTP using their faculty job. Follow the instructions re: documentation and BP comments as for a Faculty Associate job. (steps 8-10)
8. If the work is not in the faculty member's current department, initiate an “Add Job” BP creating a Faculty Associate job.
   1. Upload the final approved AEF form as supporting documentation.
   2. If the compensation will be in the form of an allowance, the allowance can be added at the “Propose Compensation” step of the BP.
9. If compensation will be in the form a OTP, initiate the OTP from the Faculty Associate position once that job is final approved.
   1. For OTPs, service dates should be the actual date or timespan that the work was completed. However, the payment date cannot be retroactive – the scheduled payment date needs to be current/in the current pay period.
   2. The scheduled payment date can be no earlier than the last date of service (I.e., the work must be complete before payment can be made). 
   3. Comments should be added to the OTP business process (BP) explaining the purpose and/or justification of processing an OTP rather than an allowance, especially when the dates of service are more than 30 days in duration. For example, work that was completed over a longer period of time, but was irregular and discontinuous across that time period, would be eligible for an OTP but this will need to be explicitly noted in the BP, or it will likely be returned. (Continuous work over 30 days would have to be paid via an allowance.)

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Related Policies: 

HOP 2-2220: Faculty Consulting and Other Professional Activities Including Outside Employment

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