Human Resources Management Policy

DUAL EMPLOYMENT/ADDED SOURCE

POLICY 38

NOTE: THIS POLICY, LIKE ALL OTHER MUSC HUMAN RESOURCES POLICIES, IS NOT A CONTRACT OF EMPLOYMENT AND SHOULD NOT BE RELIED UPON AS SUCH. THIS POLICY MAY BE CHANGED AT ANY TIME BY THE MEDICAL UNIVERSITY OF SOUTH CAROLINA.

1. POLICY
   1. Dual Employment - FTE Employees Only
Dual Employment is defined as any employment and compensation by state agencies for services rendered that are clearly not part of the FTE employee's normal duties. These services may be performed within the employing (Medical University) agency or a requesting (secondary) agency. Requests for approval of the conditions and amount of compensation must be processed and approved through the MUSC Department of Human Resources Management before the secondary employment begins.
2. Added Source - Non FTE Employees Only
   Added Source is defined as any employment and compensation by MUSC for services rendered that clearly are not part of the non-FTE employee’s normal duties. Requests for approval of the conditions and amount of compensation must be processed and approved through the MUSC Department of Human Resources Management before the secondary employment begins.
   
   Residents, post doctoral fellows, temporary, research grant and student employees are considered non-FTE employees and are eligible to receive additional compensation through Added Source.
   

2. PROCEDURES
   1. Employees may be paid additional compensation by a requesting (secondary) department or agency for secondary services (Dual Employment/Added Source) performed under the following conditions:
      
1. The secondary services are not performed during the primary, normal scheduled hours of work (this includes mealtime and breaks). Normal work hours cannot be adjusted to accommodate Dual Employment or Added Source services.
   
2. The secondary services must constitute independent, additional duties over and above those of the employee’s primary position.
   
3. If the secondary services fall under the same general occupational category as the employee’s primary job and the hours worked in both jobs total more than forty hours in a single workweek, the hours worked are subject to overtime calculations. Therefore, if the services performed through Dual Employment or Added Source place the employee in an overtime situation, the secondary department would be responsible for paying the employee for all secondary hours worked including all overtime hours.
   
4. If the secondary services fall under a different general occupational category and are performed on an "occasional and sporadic basis," the requesting department or agency may not be required to pay the employee an overtime rate for time worked in excess of forty hours. The term "occasional and sporadic" is defined as work that is performed infrequently, irregularly or occurring in scattered instances as defined by FLSA regulation 553.30.
   
5. To fall in a different occupational category, the nature of duties must be totally different from the work performed for the primary job. For example, an Administrative Specialist in the Department of Medicine could perform "occasional and sporadic" work in the Wellness Center as an aerobics instructor and overtime pay would not be required for hours worked in excess of forty.
   
6. Any questions concerning the payment of overtime under the above procedures should be addressed to the Human Resources Development and Performance Management Section of the Department of Human Resources Management.
2. No compensation shall be paid to an employee for services rendered prior to the specific approval of the conditions and amount of compensation under the provisions of this policy. Therefore, it is essential that dual employment and added source requests be submitted sufficiently in advance of the projected start date so approval can be obtained before the secondary employment begins.
3. The requesting department is responsible for initiating requests for approval by forwarding the Dual Employment/Added Source Request Form and the MUSC Employee Certification Form (completed by the employee’s home department) through normal administrative channels to the Human Resources Development and Performance Management Section of the Department of Human Resources Management.
   Both forms can be accessed through the Department of Human Resources Management Web page at http://www.musc.edu/hrm2/forms/index.html.

4. The Department of Human Resources Management has delegated authority to approve Dual Employment and Added Source Requests for the Medical University.

3. COMPENSATION
   1. Dual Employment
      
1. Compensation for Dual Employment services shall be determined by the requesting (secondary) department or agency and approved by the Department of Human Resources Management. As indicated in Section II.A, nonexempt employees who work in excess of forty hours per week may be subject to overtime pay.
2. Total compensation for Dual Employment, from all fund sources and agencies, shall not exceed 30% of the employee’s annualized salary for the fiscal year.
3. When paying Dual Employment, account number 50123 must be indicated on purchase requisitions.
2. Added Source
1. Compensation for Added Source services shall be determined by the requesting (secondary) department and approved by the Department of Human Resources Management. As indicated in Section II.A, nonexempt employees who work in excess of forty hours per week may be subject to overtime pay.
   
2. Total compensation for Added Source services is not limited.
3. When paying Added Source, the appropriate account number for the non-FTE employees must be indicated on purchase requisitions (i.e., Residents-50102; Students-50124; Temporary-50125). The exception to this is Research Grant employees. The account number 50125 must be indicated on purchase requisitions for all research grant employees who work as Added Source. Account numbers 50133 and 50134 may never be used to pay Added Source.
3. All Dual Employment and Added Source compensation must be paid to the employee through the requesting (secondary) department or agency. Taxes and retirement will automatically be deducted upon payment.
4. When processing payment for services, requesting (secondary) departments must complete a purchase requisition and attach time cards documenting the secondary employment and a copy of the approved Dual Employment/Added Source Request Form. This information is then forwarded to the Human Resources Development and Performance Management Section of the Department of Human Resources Management.

4. INFORMATION
1. An employee may use annual leave to perform Dual Employment services for another (secondary) agency during normal working hours. However, no MUSC employee shall receive additional compensation for services performed for MUSC while the employee is in a leave with pay status.
2. Approval of Dual Employment and Added Source services shall be limited to a specific time frame and cannot extend beyond a fiscal year. If services should need to be continued into the next fiscal year, new request forms must be initiated by the requesting (secondary) department and approved by the Department of Human Resources Management prior to the beginning of the fiscal year.
   
3. No employee may accept any work or compensation that could be reasonably construed as a conflict of interest.
4. The practice of Dual Employment shall not be used to provide a higher continuing salary than approved for the employee’s primary position.
5. All Dual Employment and Added Source requests and services are subject to audit by MUSC’s Internal Auditor, state and federal auditors, Department of Human Resources Management, and the Department of Payroll.
6. Departments may work with the Department of Human Resources Management to coordinate administrative procedures to improve the processing of Dual Employment and Added Source requests. Departments may also issue more definitive internal guidelines provided the guidelines are consistent with this Policy.