Dual Appointments - UC Berkeley Local Procedures

1. Personnel Policies for Staff Members (PPSM): Employees not covered by a collective bargaining agreement:
   • PPSM 30.K- Compensation
   • PPSM 31- Hours of Work
   • PPSM 32- Overtime
2. Contract Articles: Employees covered by a collective bargaining agreement.

The employee's current supervisor and unit head and the requesting supervisor and unit head are authorized to approve dual appointment actions after fully reviewing and addressing the criteria listed in Section IV of this policy. Each supervisor and unit head must agree to and approve the dual appointment action.

Full time staff members may receive an additional appointment for work in another department or in a different class in the same department, provided that each of the following criteria are considered (before a dual appointment action is approved):

• It is impractical to employ another person;
• The additional appointment will not exceed a total of twelve (12) calendar months. If dual appointments are necessary beyond the initial twelve month approval period, a new Request for Dual Appointment Form must be completed;
• The employee's current supervisor and unit head and the requesting supervisor and unit head agree to the dual appointment arrangement.

PPSM 30 (L) provides that an employee who is appointed at 100% time shall not receive additional compensation for any work which is related to the employee's appointment, except for overtime earned by non-exempt employees, payments for teaching regularly scheduled University Extension courses, and administrative stipends.

In situations where dual appointments for a staff member have been approved, no payment of dual appointments should be processed without a notification of approval from the Compensation Unit in the Human Resources department. The work schedule should be coordinated between the employee's two departments to ensure that the employee is compensated for the correct number of hours at the appropriate rate of pay.

The employee must report all hours worked without exception. If it is not possible to report all hours worked, a request for dual appointment will not be approved.

1. Payment for Exempt Staff when the Additional Appointment is Exempt: Both appointments should be paid at the same time every pay period for the duration of the dual appointment.
2. Payment for Exempt Staff when the Additional Appointment is Non-Exempt: If an employee works full time (100%) in a classification that is exempt from overtime and works additional hours in a classification that is non-exempt and subject to overtime, no overtime will be paid as long as the additional hours worked in the non-exempt classification do not exceed 20% of the total hours worked per week. If the additional hours worked in the non-exempt classification exceed 20% of the total hours worked in the workweek, all additional hours worked in the non-exempt classification are paid at the overtime rate.
3. Payment for Non-Exempt Staff when the Additional Appointment is Exempt: When an employee works full time in a classification subject to overtime and the additional appointment is exempt from overtime, the time worked in the additional appointment is subject to compensation at the overtime rate.
4. Payment for Non-Exempt Staff when the Additional Appointment is Non-Exempt: When an employee works full time in a classification that is subject to overtime and then works additional hours, all hours worked in excess of 40 hours per week will be paid at the overtime rate. Both the department in which the non-exempt employee works full time and the department requesting the dual appointment may be responsible for paying overtime depending on when the employee works over 40 hours per week.
5. Payment for Staff Teaching a Course in UC Summer Sessions: When an exempt or non-exempt employee teaches a course in Summer Sessions, he or she will receive 1/9th of the amount of his/her appropriate level on the lecturer scale as determined by the employee’s academic department and the terms of the collective bargaining agreement or the Academic Personnel Manual, as appropriate. Summer Sessions will pay the employee 1/9th of their salary at that scale over the length of the Summer Sessions course. Employees are only eligible to teach one Summer Sessions course at a time. The hiring department should consult with their Human Resources representative before hiring an employee who will hold exempt and non-exempt positions simultaneously.

The Hiring Manager should consider whether there is a need to complete a Dual Appointment Request Form  (Word) if the selected candidate is a current UC Berkeley employee. Consider other options, including the possibility of temporarily allowing the employee to reduce the percentage of time in his/her current position. If the Hiring Manager determines that dual appointments are necessary, he/she should ensure that all the criteria outlined in Section IV of the policy are met.

The Hiring Manager consults with the employee's current unit head to reach an agreement on dual appointment. If an agreement is reached, the Hiring Manager should prepare a Dual Appointment Request Form that summarizes the agreement. Both unit heads, supervisors, and the employee must sign the request form. The Hiring Manager should then forward the completed request form to the Employment Manager for review and approval.

If The Employment Manager approves the Dual Appointment Request Form, it should be forwarded to the Compensation Unit in the Human Resources Department (2199 Addison St., Room 192, University Hall, Berkeley, CA 94720-3540). A member of the Compensation Unit will review the request form and notify the Hiring Manager whether he/she can proceed with the job offer process.