Acting Rates and Additional Pay

We are dedicated to recognizing the exceptional contributions of our staff and providing opportunities for growth and development. That’s why we offer various options for additional compensation, including one-time payments, period activity pay, and temporary increases to hourly rates/salaries (e.g., acting rates). Explore the options below for detailed information on each. You will also see guidance on extramural activities, offering opportunities for paid engagements outside the University.

Additional Pay

To ensure a smooth process for requesting additional compensation, we kindly ask all Wharton staff to complete the Additional Pay Pre-Approval Form before taking on any extra responsibilities. This form is designed to streamline the approval process and facilitate seamless communication between the manager and the paying department. It must then be attached to the Workday request, which will then be directed to Wharton HR and F&A.

We understand that everyone’s time is valuable, so we want to avoid any unnecessary delays in processing your request. To prevent any hiccups, please remember to submit the Workday request with the completed form attached. This way, we can swiftly move forward and ensure you receive the additional pay you deserve without any delay.

Note: these extra services should be performed outside normal business hours. If it is not possible, staff must submit PTO during that time.

Acting Rates

We value the skills and dedication of our staff members, in particular during times of transition. We encourage managers to consider acting rates during a period of vacancy to ensure the continuation of operations, while also recognizing effort that is above and beyond. Acting Rates are considered when a staff member temporarily takes on major responsibilities for a vacant position at a higher grade profile than their current role. This additional responsibility is usually in addition to their primary job responsibilities.

To make the process as smooth as possible, the Acting Rate is determined by Wharton Human Resources based on the extra duties performed. It’s important to note that the Acting Rate will not exceed 10% of the staff member’s current annual salary/hourly rate. Typically, Acting Rates last for up to six months and come to an end when the vacant position is filled or when the staff member is no longer performing the additional responsibilities (whichever comes first).

We believe in open communication and setting clear expectations. If you foresee a potential vacancy and would like to request an Acting Rate, we encourage you to submit the request in advance. This helps us ensure alignment of expectations and allows us to support staff during the time that they are working hard to support our operations.

To learn more about our Additional Pay policies and how we foster career growth, please visit the Additional Pay (formerly Extra Compensation) page.

Extramural Activity

We understand the immense value our employees’ knowledge and expertise can bring, both within the University and to organizations beyond our campus. We celebrate and encourage these beneficial connections with government agencies, professional organizations, and other departments within our University. Such associations can enhance our employees’ professional growth, fulfill our public service responsibilities, and reflect positively on the University.

While we actively support such enriching collaborations, we also remain vigilant to avoid conflicts of interest. This policy serves to provide the necessary guidelines to maintain this balance, ensuring the integrity and excellence we strive for at Wharton.

Before committing to any activity outside of normal job duties:
Wharton staff are required to secure pre-approval from their supervisor and Wharton HR. If the duties are performed during the employee’s regular work day, vacation time or foregoing additional compensation may be required.

Additional Compensation - Activity Within Penn

If the additional activities or work is within Penn, the department’s business administrator requesting the work will work with the necessary parties to complete the pre-approval request form. Once approved and signed by all parties, the form and one-time payment must be submitted via Workday.

The appropriate approvals must be secured before the event/activity occurs. The employee cannot assume the additional responsibilities until all approvals have been secured.
Additional compensation should be processed after the work has been completed. If the responsibilities are completed on a regular basis, additional compensation may be paid in multiple payments in conjunction with the regular pay cycle.
Non-exempt (hourly paid) employees must be paid overtime rather than a flat rate. Hours worked between 35 and 40 hours a week would be paid at the straight hourly rate. Hours greater than 40 a week would be paid at time and a half. A flat rate can be paid only if it is greater than what the employee would make in overtime or time and a half. Consult with Wharton Human Resources to determine the best way to pay a weekly paid employee.

Activity Outside of Penn

At times, it is beneficial to the School and the employee to serve on a board or engage in activities outside of the University and beyond the scope of the role, i.e., consulting, serving on a board, accepting corporate directorships or retainers, teaching (whether for the University of Pennsylvania or another institution; including for-credit courses and executive education).

Before agreeing to these additional responsibilities, the employee must secure approval by providing a memo description of the scope to their manager and Wharton HR. The approval for such activities will be reviewed regularly and may be reversed if the activity no longer meets the department’s needs or interferes with the employee’s regular scope of responsibility.