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Asking for Compensation for Extra Work

During the course your job at Harvard, you may wind up taking on additional work beyond your original job description. If your workload or your level of responsibility has grown substantially, you may want to explore options for recognition, including extra compensation or a job reclassification.

Maybe your job has evolved over time, or your supervisor has asked you to take on additional duties. Perhaps you are filling in for a colleague or supervisor who is out of the office or has left Harvard. Our contract describes a number of ways that a member can be compensated for extra work, depending on his/her situation.

Extra Compensation

Extra compensation is defined as an unusual, nonrecurring, or extraordinary payment for Harvard work that falls beyond an employee’s regular job assignment.

Work for which extra compensation may be appropriate includes, but is not limited to:

Work occasioned by the absence of a supervisor or co-worker.
Ordinarily, extra compensation should be paid for such work when it is anticipated that work will be performed for more than 20 work days when covering for a co-worker or for more than 7 days when covering for a supervisor. Extra compensation for such duties assigned for shorter periods of time may be considered. Extra compensation will be set at a negotiated rate appropriate to the work performed.

Work not performed for the employee’s primary employing unit.
Such work shall not interfere with the employee’s regular responsibilities and shall be performed outside the employee’s regular work schedule. Compensation for this work is to be negotiated between the employee and the departmental representative requesting the work. All hours over 40 must be paid at 1 1⁄2 times the employee’s straight time rate for the workweek.

Extra compensation is not appropriate if additional duties become a permanent part of an employee’s regular job. A job review and possible change in job description, grade, or rate of compensation may be appropriate (see below under, “Job Reclassification” to learn more about this).

Please note: Salary increases, other than regularly scheduled as outlined in the Agreement, may be granted at any time by your department, subject to policy and approval requirements established by local units and the University. At a minimum, proposed increases must be discussed with and approved by the local personnel office responsible for the area.

Job Reclassification

Whenever there have been substantive, measurable changes in a job’s content and responsibilities, which cause the job to appear inappropriately classified, a reclassification review should be initiated. These job reviews may be requested by a union member, a supervisor, or an HR officer at anytime. HUCTW representatives can also be available to help or advise a union member at any stage of the process.

Local Reclassification Process

As a part of the job review process, a union member will typically fill out a Position Description Questionnaire (PDQ), which asks the member to describe his/her job duties in detail. During this process, union members sometimes find it useful to review the generic job descriptions for their job family, available on the general Harvard Human Resources website. Once union member has completed the form, the PDQ is usually signed by the member’s supervisor in order to indicate that the supervisor has read it. The PDQ is then submitted to the local HR office for review.

Ordinarily, the reclassification decision should take no longer than four weeks from the time it is submitted to a local HR office. In cases where an employee has made the request, the personnel officer or supervisor should keep her or him informed of the review’s status, including a general sense of when a decision can be expected.

Normally, a salary increase should be granted when a person is promoted or reclassified to a higher grade. The amount of the increase should reflect the employee’s skills and experience in relation to those required for the position, and in relation to those of others who work in the unit. It should also reflect the difference in salary level of the old and new job. Most often, changes in classification status and/or compensation are retroactive to the date of PDQ submission.

Joint Reclassification Process

If at the end of the local process, a union member still doesn’t feel that their job is appropriately classified, he/she may request the assistance of the University Joint Reclassification Committee (UJRC). The UJRC is composed of equal numbers of union and management representatives from across Harvard. Requests for UJRC involvement can be made through the HUCTW office.

Two representatives from the UJRC, one union and one management, will be assigned to the union’s member’s case. Together this pair will interview the relevant parties as well as review the PDQ and any other pertinent documents. Once they have concluded their review, the pair will present their findings to the UJRC and Committee will come to a consensus about the reclassification request. The UJRC’s decision is binding on all parties.

Job Reclassification Workshops

Workshops on the job reclassification process are offered several times a year (typically nine times a year, alternating between the Cambridge and Longwood campuses). These workshops are useful for anyone interested in thinking about a job reclassification or upgrade. Workshop attendees will learn directly from union leaders who participate on the UJRC; topics covered include the University’s classification system, tips/strategies for navigating your reclassification effort and likely outcomes. Each participant will receive a customized packet of information. If you are interested in attending a reclassification workshop, please write to huctw.training@huctw.org and you will be invited to the next session.

 Generic HUCTW Job Descriptions:
http://hr.harvard.edu/huctw-generic-job-descriptions

Position Description Questionnaire (PDQ):
http://hr.harvard.edu/position-documentation

Please note: Some schools may use a very similar version of this form with additional school-specific questions on the form. Please check with your HR representative to find out if this is the case for your school or department.

Please reach out to the HUCTW Office if you have any questions about either of the topics above, and we will connect you with the HUCTW Organizer for your department.

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