Requesting Additional Employment
Additional Employment (job code 2403) compensates full-time Unit 3 faculty for grant-related work performed above and beyond their regular assignment. It can be used during the academic year, summer, and winter intersession, but it requires advance planning and timely submission.
The request must be submitted before the appointment begins. Submit by the 15th of the month prior to the appointment start month, with ORSP fund confirmation already in place.
Requests submitted after the appointment start date will not be processed retroactively. Waiting until work is completed to submit a request is not an acceptable justification.
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 and the grant account is open in CFS.
- The grant budget period covers the full appointment dates.
- The proposed compensation is included in the grant budget.
- The PI has confirmed funding with ORSP Post-Award.
- The request has been discussed with the faculty member and appropriate academic leadership.
- The appointment start date has not yet passed.
If the Award Is Not Yet Fully Executed
Do not assume an award notice is spending authority. ORSP must complete agreement execution and account setup in CFS before funds are available.
If your award timing creates a conflict with the submission deadline, contact ORSP immediately. Pre-award spending for compensation requires a formal written request, a backup chartfield string, and written acknowledgment of risk by the PI and department.
How the Request Process Works
- PI confirms funding with ORSP Post-Award. The PI verifies that the grant account is active, the budget period covers the appointment dates, and sufficient funding is available.
- Form is submitted to ORSP. The PI or authorized grant administrator submits the ORSP Additional Employment Intake Form by the required deadline.
- ORSP reviews and approves the request. ORSP confirms budget alignment, fund availability, and compliance.
- Request is sent to Academic Affairs. After ORSP approval, the request is sent directly to Academic Affairs. A department chair approval step is not part of this process.
- Academic Affairs reviews and routes for approval. Academic Affairs routes the form through AdobeSign to the payee, Academic Affairs, the PI, the Dean or Associate Dean, and the final Academic Affairs approver.
- Final processing occurs after approval. Once fully approved, the appointment moves forward through the university’s processing workflow.
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.
This deadline ensures sufficient time for ORSP review, Academic Affairs processing, approval routing, and payroll setup.
Plan for Summer in the Spring
Summer is the highest-volume period for additional employment. If your grant will fund summer work, confirm funding and submit your request before the end of the spring semester.
Academic Year Additional Employment Deadlines
Additional employment during Fall or Spring follows the same 15th-of-prior-month rule. On-season appointments are subject to the 25% cap (maximum 3.75 WTUs or 0.25 FTE per term). Confirm compliance with the 125% rule before submitting.
| Appointment Start Month | Submission Deadline |
|---|---|
| August | July 15 (or prior business day) |
| September | August 15 (or prior business day) |
| October | September 15 (or prior business day) |
| November | October 15 (or prior business day) |
| December | November 15 (or prior business day) |
| January | December 15 (or prior business day) |
| February | January 15 (or prior business day) |
| March | February 15 (or prior business day) |
| April | March 15 (or prior business day) |
| May | April 15 (or prior business day) |
| June | May 15 (or prior business day) |
| July | June 15 (or prior business day) |
What Happens If You Miss the Deadline
If the request is submitted after the appointment start date, it cannot be processed for that period.
The following are not sufficient justifications for late submission:
- Failure to plan ahead
- Waiting until work was completed
- Delayed award notification
- Administrative transitions
If a late justification is not approved, the request will be declined and the faculty member will not be paid for that period.
If you believe your situation may qualify as an exception, contact ORSP at orsp@csueastbay.edu before submitting the form.
Questions
Contact ORSP at orsp@csueastbay.edu for questions about fund availability, eligibility, or the request process.
For questions about Article 36 compliance, the 125% rule, or appointment configuration, contact Lisa Gonzalez at lisa.gonzalez@csueastbay.edu.