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Type: University Policy
Division: Human Resources
Office: GOVERNANCE & LEGAL

Contact Phone Number: 503-838-8490
Contact Email Address: hr@wou.edu

TITLE
Dual Employment
POLICY NUMBER
GL-05-003
RESPONSIBLE OFFICER UNIVERSITY CONTACT
Vice President and General Counsel The Office of Human Resources
SUMMARY

The purpose of this policy is to ensure that budgets are considered, employees are paid correctly for their secondary position, and that one payroll system tracks and documents all work performed for the University. 

APPLICABLE TO
This policy applies to classified and unclassified professional (non-teaching) employees (Employees). Directors, Deans, Assoc. Provost, Vice Presidents and the President are generally not eligible for Dual Employment for additional assignments such as teaching. Additionally, unclassified professional (non-teaching) positions that include teaching as part of their responsibilities are not eligible for Dual Employment for teaching those classes. Examples are those that have as part of his/her duties classes related to Student Enrichment, First Year Experience, Plus Team, and other student leadership experiences will not receive a Dual Employment opportunity in association with these activities. Student employees, Graduate Assistants, and Temporary employees are only eligible for dual employment within that specific category (student, graduate assistant or temporary). This policy does not apply to faculty.
DEFINITIONS
AUTHORITY

WOU President’s Office

http://www.wou.edu/president/index.php

FULL STATEMENT OF AUTHORITY

POLICY STATEMENT

Dual employment occurs when an employee holds two (2) or more paid positions (primary and secondary) within Western Oregon University (“University”). This practice is permitted, by special and prior approval, provided the procedures set forth in this policy are followed. 

Implementation of, and compliance with, this policy are the responsibilities of the academic department/divisions, directors, college deans, vice presidents, and the Division of Human Resources. 

The primary position is the position with the greatest Full Time Equivalent (FTE) hours. 

 

PROCEDURES

EMPLOYEE TIME REPORTING PROCESS

For employees who have primary and secondary positions(s) within the University, each department/division will handle time reporting for their position. Employees are responsible for ensuring that all time worked is reported to the department/division by the applicable deadline. Employees must receive signed approval from the primary and secondary department/division manager for all time worked before submitting the time record to Payroll or Human Resources. 

OVERTIME FOR EMPLOYEES IN NON-EXEMPT POSITIONS

Employees in positions classified as non-exempt and who meet the conditions of dual employment will receive overtime pay for all time worked over 40 hours in a work week.  All hours worked in all positions apply toward the calculation of overtime.  The overtime rate calculation will take into account multiple rates of pay, as applicable.

Overtime is paid when a non-exempt employee works more than 40 hours.  The overtime expense of time-and-a-half pay is paid by the department/division where the overtime was worked.  Overtime is based on a blended weighted average of the hourly rate for the primary and secondary positions.  Note that exempt employees receive straight time pay and do not receive time-and-a-half pay.

The primary and secondary department/division is responsible for recording/reporting all time and charging the appropriate indices for the employee's primary and secondary positions.  The pay is processed through the University Payroll Office and the costs are charged to each of the indices.

Regular rate of pay is calculated as follows: 

1. Multiply the hourly rate for the primary position by the hours worked at the primary job; multiply the hourly rate for the secondary position by the hours worked at the secondary position; total the hours and total the pay for all positions. 

2. Divide the total straight time pay by the total hours to get the hourly regular rate of pay.

3. In order to determine the "overtime half-rate", multiply the regular rate of pay from Step 2 by 0.5, then multiply that figure by the number of overtime hours worked. Add this amount to the straight time amount.

Overtime earnings from the primary position are not included in totals used to calculate the blended weighted average hourly rate. The overtime rate for the primary position remains time-and-a-half of the employee's hourly rate for the primary position.  Various differential pay associated with the primary position is not affected by the secondary position.

TIME OFF

Employees may not receive pay from two sources for the same time period. Therefore, employees may not use eligible accrued paid time off, sick, holiday, jury duty, bereavement, or military leave from their primary position to work in their secondary position, and vice versa.

MANAGER APPROVAL

Because of the financial and operational implications of employees holding a secondary position within the University, the approval of both the primary and the secondary director/dean is required.

APPROVAL

Holding dual employment within the University is not allowed without prior approval from the appropriate division chair/supervisor, director/dean, Vice President, Budget Office and Human Resources. Pay arrangements for working in a secondary job(s) must be approved prior to starting work in that position(s).

REFERENCED OR RELATED POLICIES
RELEVANT DOCUMENTS AND LINKS
HISTORY
APPROVAL DATE:
EFFECTIVE DATE: 10/01/2014
LAST UPDATED: 09/22/2016

HISTORICAL DETAIL NOTES:

N/A



SOURCE:    Previously Referred to as: PRE-HR-008
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multiple paid positions, overtime, employee pay