The University is dedicated to fostering a campus community that upholds the highest standards of ethics and integrity. While all employees may participate in activities for compensation outside of their primary department or outside their University duties, permanent employees are required to notify their department and secure approval for external engagements and/or professional activities for pay.
We would like to take this opportunity to remind employees about the following special employment policies and procedures.
Additional Employment (SHRA)
Applies when a permanent full-time SHRA employee (regularly scheduled 40 hours each work week) who is normally appointed to one position at one established rate of pay is needed to work in an additional position on a temporary, part-time basis. Please note FLSA exempt employees should be paid based on the type of project and will no longer be paid on an hourly basis.
Additional employment involves work within the University beyond the permanent full-time employees regularly scheduled 40 hours and outside the employee’s:
- Home department or organizational unit,
- Regular work schedule, and
- Regularly assigned responsibilities.
Additional employment is limited to situations where the employee has specialized knowledge, skills, and abilities not readily available in the University’s recruitment area. Additional employment can be used only for an emergency or one-time, fixed-term assignment with a specified beginning and ending date (not over several semesters, for example) and not for any continuing need. Further, it cannot conflict with the employee’s normal work schedule or their regularly assigned full-time SHRA duties.
Under certain circumstances, additional employment may involve an employee who is filling a temporary teaching assignment. However, there are several conditions that apply in this situation. In addition, a SHRA non-exempt employee may not be appointed to a temporary teaching assignment.
The employee and their department must submit an Additional Employment Request Form (HR Toolkit > Forms section > Employment toggle) and obtain approval from OHR/Employment & Staffing before engaging in additional employment.
Please refer to the Additional Employment Policy for more information.
Secondary Employment (SHRA)
Applies when a permanent full-time state agency or University employee plans to engage in secondary employment with another employer that is not a state agency or University. The purpose of this policy is to ensure that an employee’s secondary employment does not adversely affect the employee’s primary employment and does not create a conflict of interest.
Before engaging in secondary employment, an employee must submit a Secondary Employment Request Form for SHRA Employees (HR Toolkit> Forms section > Employment toggle) to their supervisor and receive approval from OHR/Employment & Staffing. In addition, each January, employees who are continuing secondary employment must submit an updated Secondary Employment Request Form to their supervisors and Office of Human Resources (OHR)/Employment & Staffing.
Please refer to the Secondary Employment Policy and Secondary Employment Procedure for more information.
Supplemental Pay (EHRA)
Applies to all permanent and temporary University EHRA employees (faculty, Exempt Professional Staff (EPS) and Senior Academic Administrative Officers (SAAO) to address temporary increases in responsibility or significant and substantial duties performed under unusual circumstances. This compensation may be used only to address duties that are clearly exceptional to the employee’s regular position.
Requests must be submitted and approved by all required parties, including the applicable central office, in advance of any supplemental pay being communicated to the employee or any added work being performed.
- To request overload pay, use the EHRA Overload Pay Request Form (HR Toolkit> Forms section > EHRA Non-Faculty Forms toggle)
- To request a salary supplement, use the EHRA Salary Adjustment Form (aka “Rainbow Form”) (HR Toolkit> Forms section > EHRA Non-Faculty Forms toggle)
Please refer to Supplemental Pay for EHRA Employees for more information.
External Professional Activities for Pay (EPAP) (EHRA)
Applies to all permanent and temporary University EHRA employees (faculty, Exempt Professional Staff (EPS) and Senior Academic Administrative Officers (SAA0). Pursuant to the Board of Governors’ Policy on External Professional Activities. All EHRA employees must submit External Professional Activities for Pay (EPAP) requests for any activities that are currently known to occur in the next fiscal year (July 1, 2024, to June 30, 2025), into the online Activities, Interests, and Relationships (AIR) management system (air.unc.edu).
External Professional Activities for Pay (EPAP) means any activity that is:
- Not included within one’s University employment responsibilities.
- Performed for any entity, public or private, other than the University employer.
- Undertaken for compensation.
- Based upon the professional knowledge, experience and abilities of the EHRA employee.
A few reminders about this policy:
- All EHRA employees at an FTE of .50 or greater are subject to this policy.
- EPAP requests must be submitted at least 10 days in advance of the activity taking place. For multiple-year projects, a new EPAP request must be submitted each fiscal year.
- Generally, EPAPs must take place outside of normal working hours as established by the employee’s department. If an EPAP must be performed during scheduled work hours as determined by the department, the time should be taken as vacation or other appropriate non-paid time, as approved in advance by the department.
- There is no entitlement or guarantee to a specific or set percentage of time for EPAP activities. Percent of effort is capped by the UNC System Office at 20% of University time for employees at 1.0 FTE.
- For purposes of EPAPs, equity for you or your spouse/partner is a form of compensation, and therefore any activity with an entity that includes equity ownership requires an EPAP to be filed.
Note: Information on your EPAP hours now may be viewed via your AIR profile, available through the air.unc.edu website.
For more information, please review:
- EPAP information on the Conflict of Interest Office website.
- University’s EPAP policy page for more details about EPAP and related policies and regulations.
Related policies:
- UNC-Chapel Hill Policy on Individual Conflicts of Interest and Commitment,
- The University, through the Office of University Counsel, collects and reports External Professional Activities for Pay as required in the Board of Governors’ Policy on Conflict of Commitment, Regulations on External Professional Activities for Pay by Faculty and Non-Faculty EHRA Employees.
Questions?
Please refer any questions to the following contacts:
- SHRA – Staffing Support Services Specialist at (919) 843-2300 or specialemployment@unc.edu.
- EHRA (Faculty, EPS and SAAO)- EHRA Human Resources Consultant at (919) 843-2300 or ehrahr@unc.edu
- Processing EPAPs in the AIR system: Roberto Cofresi, Office of University Counsel, at 843-9953, or email epap@unc.edu.