Guidelines on Additional Payment for Participation in Additional University Activities

(This set of Guidelines supersedes the "Policy Guidelines on Payment to Non-Academic Staff for Participation in Non-Block Grant Activities" with immediate effect.)

Scope

1. This set of Guidelines applies to full-time non-academic staff, teaching-track faculty, research faculty, teaching support and research support staff. For substantiation-track faculty, separate policies including that on "Consulting by Academic Staff" will continue to apply.

General Principles

2. In general, no extra payment should be made to staff members for their participation in activities of the University, on the basis that such activities are part of their normal duties for which they are already paid.
    
3. Additional payment for staff members' participation in University activities should only be recommended in exceptional circumstances and on the condition that ALL of the following criteria are met:
    
   1. The University activities concerned must be supported by funding other than UGC grant and are performed at the expressed request of the University; projects initiated or solicited by individual staff members are excluded.
       
   2. The work performed must be over and above the staff member's normal load of University duties.
       
   3. The work involved must be performed outside of the staff member's normal working hours.
       
4. As a guiding principle, the amount of additional payment involved is subject to a compensation cap of 20% of the annual basic salary of the staff member concerned.

Procedures and Payment

5. Recommendation for additional payment to staff members for participation in additional University activities should be initiated by the Head/Director of Department/Office. Such recommendation should include:
    
   1. an account of the additional duties required of the staff member for participation in the additional University activity with reference to the normal duties of the staff member concerned; and
       
   2. a recommendation on the level of payment for the additional duties.
       
6. On the level of payment, the approving authority will see to it that the compensation would not be of such proportion to compromise the staff member's performance of their regular responsibilities.
    
7. The recommendation, via Application for Additional Payment for Participation in Additional University Activities (Form HRO/OW-2), should be submitted by relevant Head/Director of Department/Office via the Dean/Director of Interdisciplinary Programs (where appropriate) to the Provost or relevant Vice-President (or the President for units reporting directly to him) for approval.
    
8. The approved application form should be sent to the Finance Office for processing to effect payment.
    
9. Payment made through the University should follow the University's prevailing policies and procedures. Payment made directly by outside organizations to staff members must be reported through the Head/Director of Department/Office via the Dean/Director of Interdisciplinary Programs (where appropriate) to the Provost or relevant Vice-President or the President as appropriate.