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Guidelines for Lump Sum Payments for Less than Full-time Academic Employees

What is a Lump Sum?

Lump sum payments are paid for teaching additional courses or for other special projects or assignments after the service is performed.

Guidelines –

Lump sum payments are designated for specific duties outside the regular responsibilities and are not intended for payment in lieu of a base increase to the salary, and should not be confused with “other duties as assigned.”

Note: Normally, special projects are outside the home org.

Examples of Acceptable Lump Sums –

Payment to an employee for teaching an additional class
Payment to an employee for serving as a translator for international programs, or assisting international visitors on campus
Payment to an employee for performing at a commencement ceremony or other special occasion

Examples of Unacceptable Lump sums –

Payment to an employee who has been performing duties at a higher level or FTE with the intent for the higher level or increased FTE to continue on a permanent basis prior to all necessary approvals being obtained such as OEOA, Provost, Board of Trustees
Payment for performing duties prior to their employment eligibility being determined
Payment to F-1 or J-1 students for time worked greater than 20 hours/week during the fall and spring semesters (Exception: services performed during winter, spring semester break periods)

Less than full-time employees who can receive a lump sum –

Other academics and Academic Professionals
Graduate teaching assistants, research assistants, pre-professional and teaching required who do not hold an F1 visa, or if an F1 visa holder, the FTE is less than .5 FTE (see below)
Pre-doc fellows (requires Fellowship Office approval)
UI Retiree/SURS Annuitants

Employees who cannot receive a lump sum –

Graduate assistants (Exception: if the payment is less than or equal to $200, a lump sum can be paid to the above; however, they may not receive more than three exception payments during their university employment. After the third payment, an hourly job must be established.)
Graduate Hourly (Exception: if the payment is less than or equal to $200, a lump sum can be paid to the above; however, they may not receive more than three exception payments during their university employment. After the third payment, an hourly job must be established.)
Academic hourly – (Exception: if the payment is less than or equal to $200, a lump sum can be paid to the above; however, they may not receive more than three exception payments during their university employment. After the third payment, an hourly job must be established.)
Internationals who hold a F1 visa and hold an assistantship at .5 FTE cannot receive a lump sum payment except for services performed during fall, winter, spring and summer breaks. Employees cannot receive a lump sum exceeding 20 hours per week above and beyond their regular .5 FTE assistantship during these break periods.
Undergraduate students - (Exception: if the payment is less than or equal to $200, a lump sum can be paid; however, they may not receive more than three exception payments during their university employment.)
Employees with a UA eclass on PEAEMPL - An employee group change must be processed to pay a lump sum to a non-salaried employee.

Approvals Required –

All lump sum payments must have written approvals affixed to the transaction from the department heads and deans (or their designees) of both the home org. and the unit paying the lump sum for services being performed. Prior approval is required for lump sum payments made to civil service, extra help, predoc fellows, and rehired retirees.

NOTE: All U of I rehired retirees require a fully executed Request Form for Re-employment of a U of I Retiree to accompany the transaction.

Additional approvals (in addition to department heads and deans) required –

Rehired Retirees - written approval from the Chancellor or his/her designee prior to services being performed (currently, the Assoc. Provost for HR reviews/approves the Request Form for Re-Employment of a U of I Retiree).

Payment Guidelines –

Lump sum payments for less than full-time academic employees should be temporary and kept to a minimum; total payment is not to be paid until all service has been performed.

The policy for Service in Excess of 100 Percent for Academic Employees can be accessed by clicking on the link: CAM IX/C – 1.3

Processing guidelines for Service in Excess of 100% for Academic Employees can be found here.

1/11/08

The University of Illinois is an Affirmative Action/Equal Opportunity employer