Extra Compensation: Ongoing Extra Comp and One-Time Payments

Faculty Extra Compensation

All extra compensation, one-time and on-going, should receive prior approval of the Provost’s Office.  To obtain the approval, complete the Request for Pre-Approval for Faculty Extra Compensation and submit it along with any supporting documentation, such as email correspondence or an invoice describing the work, the dates, and the amount of the payment, to faculty.admin@yale.edu with  a copy to the primary business office for the faculty  member.

Workday:  One-time payments for any faculty member may be entered in Workday by anyone with the role, “One-Time Payment Initiator”.  This transaction will route to the Business Partner of the faculty member for approval. 

On-going payments may only be entered by the primary business office for the faculty member.  All will come to OFAS for final approval.For assistance with entering in Workday refer to Manage Compensation (Academic).

Faculty between appointments may need to be paid as an Academic Services Provider.  The conditions are as follows:

a. If someone has not been on Yale payroll this calendar year, and they do something that would qualify for an honorarium (but on it’s own would not make them an employee), then they should be paid as a vendor via accounts payable.
 
b. If someone has already been on Yale payroll during the calendar year (say, in the spring) and their appointment ends (say, in May), and then later (say, in October) they do something that would qualify for an honorarium, they must be paid via Yale payroll. This is the scenario where we would make them an Academic Service Provider.
 

Full-time faculty (100% FTE)  Additional compensation for full-time faculty is paid as extra compensation.  Extra compensation must be pre-approved by the Provost’s Office in advance of the event using the Provostial Pre-Approval for Faculty Extra Compensation.

Part-time faculty (FTE < 100%)  Additional compensation and work for part-time faculty must be added to the regular salary and FTE. 

  • Faculty may not work more than 40 hours per week (100% FTE).
  • Part-time faculty members who have an FTE of 50% or greater are eligible to enroll in Yale’s health plans and accordingly their salary is assessed a higher fringe rate.

Use the spreasheets below to assist with calculating compensation for part-time faculty with additional assignments.

Annual Salary Calculator

This spreadsheet contains three different worksheets for calculating the compensation related elements that need to be entered into Workday. Each worksheet contains instructions for use as well as a sample of its use.

Compensation Worksheet - Part time, Full year

Use for part-time faculty members who have multiple paid assignments and at least one spans both academic semesters.

Compensation Worksheet - Part time, Half Year

Use for part-time faculty members who have multiple single-term appointments.  

Compensation Worksheet - Full time Researcher or Postdoc

Full-time researchers and postdocs must have their effort reduced when teaching a course.  Use this worksheet to calculate the new compensation with an accommodation for the teaching compensation.