Policies & Procedures Manual - Elizabeth City State University

400.3.1.13Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYSpecial Payments to SPA Employees1. Requests for special payments to employees must be made at least thirty (30) days prior tothe date the service is rendered.2. Such requests should be made in writing to the Vice Chancellor for Business and Finance.3. The request should include the following information:• Employee's social security number• Employee's full name• Employee's position classification• Employee's hourly rate of pay• Employee's exempt status• Approximate number of hours to be worked• Type of service provided• Description of work to be performed• Source of funding4. If the employee is exempt from the overtime provision, a statement of justification shouldbe included.5. The Vice Chancellor for Business and Finance will forward the request to the Comptroller'soffice for budget approval.6. If funds are not available, the request will be returned to the originator of the request. Iffunds are available, the request will then be forwarded to the Office of Human Resources.7. When the Office of Human Resources receives approval from the Office of State Personnelin Raleigh, the originator of the request will be notified.NOTE: No commitments (verbal or written) should be made prior to approval from the Officeof State Personnel in Raleigh.8. Payments for these special requests will be made in the December and May payrolls only.