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Additional Employment  (job code 2403) compensates full-time Unit 3 faculty for grant-related work performed above and beyond their regular assignment. It is the most flexible grant-funded compensation mechanism. It can be used during the academic year, during summer, and during winter intersession, but that flexibility comes with firm process requirements.

The most important thing to understand about additional employment is this: the request must be submitted before the appointment starts. Not the day before. Not the same day. By the 15th of the month prior to the appointment start month, with ORSP fund confirmation already in hand.

Requests submitted after the appointment start date will not be processed retroactively. Waiting until work is completed to submit a request is an insufficient justification. If a request arrives late, it will not be approved until the following eligible pay cycle, and it may be declined entirely.

All grant-funded Additional Employment requests are submitted using the ORSP Additional Employment Intake Form.

Before You Submit

Before submitting the form, confirm the following:

• The award agreement is fully executed (signed by all parties).

• The grant account is open in CFS. If you are unsure, contact your ORSP post-award analyst.

• The grant's budget period covers the full appointment dates.

• The proposed compensation is included in the grant budget. If it was not budgeted, a sponsor-approved budget modification may be required before ORSP can confirm funds.

• You have discussed the request with the faculty member and the department chair. The chair's approval is required — surprises at the approval stage cause delays.

• For additional employment: the appointment start date has not yet passed. Retroactive requests will not be processed.

If Your Award Has Not Yet Been Executed

Contact ORSP before making any commitments to faculty. Depending on the circumstances — the sponsor's track record, the size of the commitment, the risk to the department if the award does not come through — ORSP may be able to discuss a pre-award spending arrangement. Any pre-award spending for compensation requires a formal written request, identification of a backup chart string, and explicit written acknowledgment of risk by the PI and department. 

Step-by-Step Process

Step 1 — Confirm Funding Before Any Commitment

Who: PI and ORSP post-award analyst When: Before discussing payment with the faculty member

Before approaching a faculty member about additional employment on your grant, confirm with your ORSP post-award analyst that the grant account is active, the budget period covers the intended appointment dates, and there is sufficient uncommitted balance. Do not make payment commitments to faculty that your grant cannot yet support.

Step 2 — Determine the Correct Appointment Parameters

Who: PI, with ORSP assistance as needed When: As soon as funding is confirmed

Work with your ORSP post-award analyst to confirm:

• Whether the appointment is instructional (WTU) or non-instructional (FTE)

• The correct dates — both must be weekdays; appointments over 90 days must be split

• The effort percentage from the grant budget (this may differ from the appointment FTE)

• Whether the appointment falls during the academic year (on-season) or outside it (off-season) — this determines the 125% rule limits

• Whether the grant is federal — if so, total effort cannot exceed 100% and the base rate must be used

• Whether the faculty member has any other concurrent additional employment that affects the 125% calculation

Step 3 — Submit the Compensation Request Form to ORSP

Who: PI or authorized grant administrator When: By the 15th of the month prior to the appointment start month

Submit the ORSP Additional Employment Intake Form.  All sections must be complete. Incomplete submissions will be returned and will not hold a place in the queue.

ORSP will review the submission against the grant budget, confirm fund availability, and route the form for the remaining approvals.

Step 4 — Department Chair Approval

Who: Department chair When: Upon receiving routing notification — respond promptly

The department chair reviews and approves the appointment. Delayed responses at this step can push the request past the payroll cutoff for the intended pay cycle.

Step 5 — Academic Affairs Processing and Provost Approval

Who: Academic Resources and Planning (ARP) When: Typically at the beginning of the appointment month

ARP creates the 2403 appointment in PeopleSoft and routes it for final approval by the Provost or designee. Within 7 days of Provost approval, the appointment contract is created and forwarded to Payroll.

This step alone takes a minimum of two weeks under normal conditions. It cannot be compressed. It cannot be expedited for late requests.

Step 6 — Payroll Processing

Who: Payroll When: Per the state payroll calendar

Payroll processes the appointment on the state payroll schedule. The state payroll system does not accommodate corrections or additions outside of its regular processing cycles. If an appointment misses a payroll cutoff, payment is deferred to the following cycle.

The Deadline Rule

Submit by the 15th of the month prior to the appointment start month. If the 15th falls on a weekend or university holiday, the deadline moves to the prior business day by 5:00 PM PT.

Example: Appointment start date April 7 → submit by March 14 (the 15th was a Saturday), by 5:00 PM PT.

This deadline exists because of the steps that follow ORSP's review. Academic Affairs needs time to create the appointment and route it for Provost approval. Payroll needs time to process the contract. The state payroll system has no flexibility. The 15th-of-prior-month rule is the deadline that makes on-time payment possible — it is not administrative padding.

Plan for Summer in the Spring

Summer is the highest-volume period for grant-funded additional employment. If your grant will fund summer additional employment, confirm fund availability and submit your request before you leave for the end of the spring semester. Do not wait until June to think about a July appointment start.

Academic Year Additional Employment Deadlines

Additional employment during Fall or Spring follows the same 15th-of-prior-month rule. Note that on-season additional employment is subject to the 25% cap (maximum 3.75 WTUs or 0.25 FTE per term). Confirm with your ORSP post-award analyst that the proposed appointment complies with the 125% rule before submitting.

What Happens If You Miss the Deadline

A request submitted after the appointment start date will not be processed for that period. This is not a policy preference — it reflects the structure of the approval chain and the state payroll system, neither of which has a retroactive correction mechanism.

Requests with late submissions require a written justification. The following are not sufficient justifications:

• Failure to plan ahead

• Waiting until work was completed to submit the request

• Delayed award notification (this is foreseeable at the proposal stage)

• Staff turnover or administrative transitions

If a late justification is deemed insufficient, the request will be declined. The faculty member will not receive payment for that period.

If you believe your circumstances constitute a genuine exception, contact ORSP immediately at orsp@csueastbay.edu. Do not submit the form first and explain later.

A Note on Faculty

Faculty who are promised additional employment on a grant rely on those payments being processed on time. When requests are submitted late, whether due to timing of award setup, competing priorities, or other delays, it can result in delays in payment to the faculty member.

ORSP deadlines are in place to support timely and accurate processing and to help ensure faculty are paid as expected. University systems have limited flexibility for retroactive entries, so advance planning and timely submission are important.