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The Joint Report of the Council and the General Board on the revision of the regulations governing payments additional to stipend in respect of administrative responsibility (Reporter, p. 650) received approval on 21 June 2002. In their Joint Report the Council and the General Board stated that further details concerning the two additional payment (pensionable and non-pensionable) schemes would be published by Notice. The present Notice sets out these further details.
1. Under the provisions of the regulations for payments additional to stipend for University Officers (Statutes and Ordinances, p. 652), as amended by Grace 5 of 12 June 2002, the competent authority shall have power, on the recommendation of the Faculty Board or other body concerned, to approve pensionable and non-pensionable additional administrative payments to a University officer or some other person approved by that authority.
2. The competent authority will authorize pensionable additional payments on the recommendation of the administrative head of the institution to individuals carrying out additional roles with substantial responsibility, as specified under the regulations for payments additional to stipend.
3. These roles include formally appointed Heads and Deputy Heads of Departments falling within the scope of Schedules 1-6 to the regulations, Chairmen or Secretaries of Faculty Boards not divided into Departments specified in Schedule X of the regulations, and all staff in receipt of an acting-up allowance or payment for temporary additional responsibility. In the case of UEF-funded institutions falling within the scope of the Schedules, payments to Heads, Deputy Heads, and Chairmen or Secretaries of Faculty Boards not divided into Departments would continue to be charged to a central funding source.
4. Payments to Heads, Deputy Heads, and Chairmen or Secretaries of Faculty Boards not divided into Departments are charged to a central funding source. Acting-up allowances and additional responsibility payments made to a member of staff to cover for a vacant post or unpaid leave may be charged to the source of funding of the vacant post. In the case of other temporary cover, for example for paid sickness or maternity leave, the institution should apply for non-recurrent funding if the cost cannot be met from their own funds. All pensionable additional payments are made in monthly instalments with stipend or salary through the payroll.
5. The competent authority will authorize non-pensionable additional payments on the recommendation of the administrative head of the institution to individuals temporarily carrying out additional duties or responsibilities on behalf of their Faculty or Department in addition to their usual role, as specified under the regulations for payments additional to stipend.
6. The criteria to be used to determine whether an additional payment is appropriate and will be approved by the competent authority are that:
| (a) | The work involved could not reasonably be regarded as falling within the member of staff's normal duties; and |
| (b) | The work is of a relatively long-term character or significant to the work of the institution concerned; and |
| (c) | The work involves the member of staff in administrative duties which take up a significant amount of his or her time. |
7. Roles for which a non-pensionable payment may be made include those for carrying out additional administrative duties1 (either on an ad hoc basis or throughout the academical year) and those for taking on additional health and safety duties such as Departmental Safety Officer, Department Fire Safety Officer, Radiation Protection Supervisor, Biological Safety Officer, and Laser Safety Officer where the institution concerned wished to make an additional payment over and above the core payment (which would continue to be charged to a central funding source).
8. The payment to a member of staff should provide recompense for work that is carried out over and above duties that are required under the member of staff's contract of employment and should be commensurate with the weight of responsibility that is undertaken. The appropriate payment to be made should be determined by the institution by reference to and in comparison with the relevant payment made to the administrative head (and deputy head where relevant) of the institution concerned. For example, where the demand on the member of staff in terms of the amount of additional work, time, and responsibility is relatively small, the central bodies recommend that the payment should be no more than 15% of the appropriate headship rate laid down in the Schedules to the regulations; where the demand is moderate, the payment should be no more than 35% of the relevant headship payment and where the demand is high the payment should be no more than 75% of the relevant headship payment.
9. Funding for these payments is made through an annual allocation to the Councils of the Schools who disperse monies appropriately to Faculties and Departments within their scope or directly to institutions under the direct supervision of the Council or General Board. Faculties, Departments, and other institutions are given the discretion to decide and recommend additional lump sum payments to their staff under the provisions of this scheme.
10. Applications from Faculties, Departments, and other institutions for additional payments to staff should be made each term using the relevant form, to be received by the Personnel Division no later than the end of Full Term. On receipt of such forms the Personnel Division would seek approval from the competent authority and implement the lump sum payments through the payroll, to take effect after the term in which the additional duty is carried out.
11. The Council of the Schools or institutions under the direct supervision of the Council or the General Board may bid for additional funds to meet the cost of payments they consider to be necessary by making a case to the competent authority. In addition to the use of central funds, Faculties, Departments, and other institutions may use their own resources to fund such payments.
12. Ad hoc payments for a single, substantial additional administrative duty should be funded through the relevant institution's resources and should be implemented using the relevant procedure recommended by the Finance Division. The payment would be approved by the competent authority and made through the monthly payroll.
13. Ad hoc payments for administration in connection with a contract between the University and an authority outside the University, included in the Notice on research in University laboratories in the interest of outside bodies (Statutes and Ordinances, p. 167), should be provided for in the contract and implemented using the relevant procedure recommended by the Finance Division. The payment would be approved by the relevant authority on receipt of a recommendation from the Head of the Department concerned and made through the monthly payroll.
1 This includes payment to Chairmen of Examiners where an annual return is sent to the Board of Examinations
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Cambridge University Reporter, 17 July 2002
Copyright © 2002 The Chancellor, Masters and Scholars
of the University of Cambridge.