A secondary position is created when a current Rice staff member takes on an additional job beyond their regular, primary position. Typically, secondary positions are temporary.
When, if, and how a secondary position is created will depend on the circumstances, length of assignment, pay rate, and whether the employee’s primary position is exempt or nonexempt. A few common examples include:
- A part-time staff member wants to increase his/her FTE to become benefits eligible
- A staff member is asked by another department to work on a special project in his/her area of expertise
- A staff member wants to teach a class at the Recreation Center
- A staff member wants to serve as a course attendant at the Glasscock School of Continuing Studies for a semester
Please Note: Staff members must get approval from their supervisor prior to taking on a secondary position.
- Complete a secondary position pay agreement. Make sure the staff member, supervisor in the primary department and supervisor in the secondary department sign and date the pay agreement in advance of the staff member beginning work.
- Complete a personnel action form (PAF). Ensure the PAF has the appropriate signatures and submit the signed PAF and pay agreement to HR (MS-92). For an example of a secondary position PAF, please refer to the Personnel Actions Handbook.
- The employee will need to complete a timesheet/web time entry record for each position in order to be paid.
Important things to know about nonexempt staff with secondary positions:
- All hours worked in both jobs count towards the total hours worked in the week. If the staff member has worked 40 hours in their primary job and 5 hours in their secondary job, then the staff member is due 5 hours of overtime pay.
- All overtime paid to a staff member will be charged to the primary department. Prior to the staff member taking on a secondary position, the primary and secondary departments need to come to an agreement on who is responsible for paying overtime, should any be earned by the staff member.
- If it is determined the secondary department will pay the overtime, a labor redistribution form may be completed by the secondary department to reimburse the primary department for the overtime.
- Overtime pay is calculated based upon the weighted average*rate of pay for the staff member over the course of the workweek. An illustrative example is included below:
- Sammy Owl works full time in the Chemistry department and has a secondary position in the Library. This week he worked 40 hours at the Chemistry department and 10 hours at the Library. His rate of pay is $20/hr in his primary job and $10/hr at the Library. His weighted average rate of pay is $18.00/hr.
- If he worked 40 hours at $10/hr and 10 hours at $20/hr, his weighted average rate of pay would be $12/hr.
- No need to worry about calculating the weighted average. Below is a link to a calculator you can use to do the work for you.
The weighted average rate of pay takes into consideration the number of hours worked in each position and their corresponding rates of pay. This rate will change when the ratio of hours worked in the primary job and secondary job differ from that stated above.
Exempt staff members are typically not eligible for additional compensation from Rice University.
In rare and unusual circumstances, payment for services unrelated to one's normal job may be authorized using the personnel action form (see one time payments and bonuses section for more information).
The staff member should get approval from his/her supervisor prior to starting the secondary position.
The work must be performed on the individual's own time or on days covered by benefit time. This will need to be coordinated with the primary department.
If this is a short-term or one time arrangement, refer to the One-Time Payments and Bonuses section for more information.
If this assignment has a regular schedule and will last more than a few months, complete a PAF for a secondary position. In addition, a temporary job description is required to place an exempt employee into a temporary exempt (E) position and should be attached to the PAF. For an example of a secondary position PAF, please refer to the Personnel Actions Handbook.