In continuation of the college's support of transparent pay practices, leadership recently approved the following Project Agreement Procedures.
1. Purpose
This procedure establishes guidelines for determining and administering lump sum payments for project agreements based on the scope, impact, and complexity of the services provided.
2. Scope
This procedure applies to all project agreements for positions within the organization. Project agreements may include consulting services, technology implementations, process improvements, and strategic initiatives. All hours performing services within a project agreement shall be separate from hours worked as part of the employee’s primary position.
3. Funding, Project Classification & Payment Determination
Project agreements will be funded through departmental budgets or grants. The receipt of grant funding does not modify, by reducing or inflating, the financial parameters outlined in the framework
a. Non-exempt position procedures- To ensure compliance with FLSA overtime requirements, non-exempt employees will enter project hours worked on their timesheets. This ensures employees in non-exempt positions are paid in compliance with federal requirements and receive overtime pay for working more than 40 hours in the workweek. A Project Agreement Form is strongly encouraged to be utilized by the employee and supervisor to outline the scope and deliverables of the project.
b. Exempt position procedures- Employees in exempt positions will receive lump sum payments that are based on the scale and impact of the project. Payments may be tied to successful implementation and measurable outcomes. Milestone Payments: Lump sum payments for exempt positions may be disbursed in phases based on project deliverables. Payment timelines will be outlined in the project agreement and aligned with budgetary approvals. Pre-payment of services is not permitted under state accounting policy. A Project Agreement Form is required to outline and justify the project category: small, medium, or large for lump sum payment.
The following framework will guide the project scope (and payment determination for lump sum payments):
|
Project Category
|
Scope of Services
|
Impact Level
|
Estimated Lump Sum Range
|
Authority for Approval
|
|
Small Scale
|
Limited scope, short duration (less than 1 month), minimal resources required
|
Low impact, affects a small team or department
|
$100-500
|
Vice Presidential Level
|
|
Medium Scale
|
Broader scope, moderate duration (more than one month), cross-departmental collaboration
|
Moderate impact, affects multiple departments or divisions
|
$500-1,000
|
Vice Presidential Level
|
|
Large Scale
|
Comprehensive scope, long-term duration (more than 6 months), significant resource investment
|
High impact, affects the entire organization
|
$1,000+
|
Presidential Level
|
Scope Change Policy: Any decrease or expansion of project scope for lump sum agreements must be reviewed, and if receiving lump sums, the payment sum re-assessed.
6. Approval & Oversight
All lump sum project agreements require approval by the designated authority based on the project category: small, medium, or large. All project agreements paid through timesheets will require approval by the designated authority based on the timesheet and overtime approval procedures.
7. Exceptions
Any deviations from this procedure require documented justification and approval from the President.