Dual Employment Policy
Dual employment occurs when an employee holds two (2) or more paid positions (primary and secondary) within the University of Pennsylvania and/or the University of Pennsylvania Health System (UPHS) entities*. This practice is permitted provided the procedures set forth in this policy are followed.
The purpose of this policy is to ensure that employees are paid correctly for a secondary position within the University and/or UPHS and that one payroll system tracks and documents all work by University of Pennsylvania and UPHS employees.
Implementation and compliance of this policy are the responsibilities of the department directors/business administrators, managers, supervisors, and the Division of Human Resources.
University of Pennsylvania and UPHS staff may have only one active payroll record. The primary job is the position with the greatest Full Time Equivalent (FTE) hours. The primary employer/department must maintain the active payroll record. They are responsible for tracking all hours worked at all entities and ensuring payment for all regular and overtime hours worked.
*UPHS entities include the Hospital of the University of Pennsylvania (HUP), Pennsylvania Hospital (PAH), Penn Presbyterian Medical Center (PPMC), the Clinical Practices of the University of Pennsylvania (CPUP), UPHS Corporate Services (CORP), Home Care and Hospice Services (HCHS), Clinical Care Associates (CCA), and Clinical Health Care Associates (CHCA).
308.1 EMPLOYEE TIME REPORTING PROCESS
For employees whose primary and secondary job(s) are within the University, the primary department is to handle all time reporting. Employees are responsible for ensuring that all time worked is reported to the primary department manager or business administrator by the applicable deadline. Employees must receive signed approval from the secondary department manager for all time worked in the secondary job(s) before submitting the time record to the primary department. These payments will be processed via the PennWorks Additional Pay Module. An "Additional Pay Worksheet" must be attached to the additional pay request for all non-exempt staff outlining dates, hours worked and rates associated with the additional compensation. You can find this module in PennWorks application.
For University employees with a secondary job(s) at UPHS, the appropriate object code (15xx) should be used to ensure that the inter-fund transfer between the University and UPHS takes place.
For UPHS employees with a secondary job(s) at the University of Pennsylvania, the primary department at UPHS is to handle all time reporting. Employees will give their primary department a completed timesheet each week with the hours worked each day in the secondary job(s). The timesheet should be signed by the employee and by the manager of the department for the secondary job(s). This will ensure that all hours worked will be totaled and any overtime will be paid at the appropriate rate for non-exempt employees. UPHS employees should refer to UPHS Policy: Employees Working in Multiple Jobs.
308.2 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 jobs, in all entities, 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 where the overtime was worked. Overtime is based on a blended weighted average of the hourly rate for the primary and secondary jobs. Note that exempt employees receive straight time pay and do not receive time-and-a-half pay.
The primary employer is responsible for recording/reporting all time and charging the appropriate accounting unit for the employee's primary and secondary positions. The employee submits a time sheet (signed by the employee and the manager) for the secondary job(s) to their primary employer. The hours and times worked each day must be recorded on the time sheet. The primary employer processes the pay through the University payroll and charges the cost back to the secondary employer.
Regular rate of pay is calculated as follows:
Multiply the hourly rate for the primary job by the hours worked at the primary job; multiply the hourly rate for the secondary job(s) by the hours worked at the secondary job(s); total the hours and total the pay for all jobs.
Divide the total straight time pay by the total hours to get the hourly regular rate of pay.
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.
Only paid time—excluding paid time off, sick days, and holidays—is counted as hours worked for the purpose of computing overtime.
Click here for a more detailed example of how to calculate the regular rate of pay.
308.3 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 job to work in their secondary job(s), and vice versa.
308.4 MANAGER APPROVAL
Because of the financial and operational implications of employees holding a secondary job(s) within the University of Pennsylvania or between the University of Pennsylvania and UPHS, the approval of both the primary department manager and the secondary department manager is required.
308.5 HUMAN RESOURCES COMPENSATION OFFICE APPROVAL
Holding dual employment within the University of Pennsylvania and/or UPHS is not allowed without prior approval from the Human Resources Compensation Office. Pay arrangements for working in a secondary job(s) must be approved by the Human Resources Compensation Office prior to starting work in that position(s).
Policy Number: 308
Effective Date: 12/02/2014
Supersedes Policy Number(s): 308 (02/21/2011)
Applicability: All University employees who hold two (2) or more paid positions within the University of Pennsylvania and/or the University of Pennsylvania Health System (UPHS)
Cross-reference: Policy 302, Policy 307