1. Student Equity & Opportunity
Welcome to the Student Equity and Opportunity Extra Pay Training.
Extra Pay Training

2. What is Extra Pay?
Extra Duty Pay or Extra Pay is compensation for employees that take on additional working hours that consist of tasks outside of their normal scope of work AND are outside of their assigned contract (FTE, normal workday schedule & work year calendar).
What is Extra Pay?
Extra Duty Pay or Extra Pay is compensation for employees that take on additional working hours that consist of tasks outside of their normal scope of work AND are outside of their assigned contract (FTE, normal workday schedule & work year calendar).
Extra Pay must be pre-approved and is generally issued for trainings, special projects and hours worked to fill in leaves of absence or vacancies.
Extra Pay is not intended for additional time performing the hired job duties (ex. staying 30 minutes late to complete normal assigned tasks).
Hours worked during an employee’s contract year are not eligible for Extra Pay as the time would be covered under their contract. For example, hours worked from noon until 3 pm on a school day would not be eligible for Extra Pay if that staff members normal hours are 8 am until 4 pm Monday to Friday.

3. When should hours be submitted as Extra Pay?
Summer Hours
School Year Extra Hours
Professional Learning Hours
When should hours be submitted as Extra Pay?
Hours worked in the following situations may qualify for Extra Pay:
Summer Hours (for staff that do not work year-round)
School Year Extra Hours (weekend or before/after contracted work hours)
Professional Learning Hours (weekend or before/after contracted work hours)

4. Summer Extra Pay Outside the 186/187 Traditional Work Year Schedule
(approx. June 3, 2019 – August 16, 2019)
(after last day of school – before first day of next school year)
If an employee works hours for a school that is open past the normal Last Day of School or starts prior to the First Day of School, the school is responsible for that cost.
Any hours worked for ESY, ELA, REED or any other department outside of Student Equity and Opportunity should be submitted to that team’s payroll staff.
Specialized Service Providers (SSPs)
Nurses
Psychologists
Social Workers
Speech Language Pathologists (SLP)
Occupational/Physical Therapists (OTPT)
Deaf and Hard of Hearing (DHH)
Not all of the schools in DPS strictly follow the 186/187 Traditional Work/School Year Schedule.
If a school has an employee work past the normal Last Day of School or start prior to the First Day of the Contract Year, an Extra Pay form must be completed.
The school is responsible for this cost.
The following process should be followed to ensure that the Specialized Service Providers are compensated for their services.
(1) The employee will need to track their hours per pay period and submit this documentation to the site administrator on an Extra Pay form.
(2) When the site’s office staff has verified the hours, they should forward the Extra Pay form to Emily Walton and cc: the respective Supervisor (Nurses: Kathrine Hale, SLPs: Liz Van Liere, OT/PTs: Kelley Morrison, Psychologists/Social Workers: Meredith Fatseas, DHH/Audiology: Julie Hemphill).
Note:  Additional hourly rate of pay will be based on the work completed (per diem rate depending on that employee’s annual salary or pre-determined rates set by DCTA)
As the extra hours were requested by the school, the school should act as the “Supervisor” in regards to approving the Extra Pay form.
The school account code will need to be included when the Extra Pay form is submitted to Emily Walton.
If the hours worked are at a Charter school, Emily Walton will work with the DPS Budget Department to bill the Charter school.
If the employee is working at several schools, a separate form should be submitted for each school location.
If a staff member is working for ESY, ELA or REED, the Extra Pay hours should be submitted to that team.

5. School Year Extra Pay
To ensure the accurate tracking of staff and budgets, be sure to notify the Operations team of all changes:
Sam Craver
Emily Walton
During the school year, the most common situation that requires Extra Pay is when a current part-time employee is used to cover a leave or job vacancy.
This includes, but is not limited to FMLA, maternity leave or vacant positions.
As HR does not increase FTE’s for employee’s for short periods of time, the employee that is working additional hours will need to submit an Extra Pay form.
It is very important that this information is communicated to the Operations team as soon as it is agreed upon by the department and employee.
Sam Craver should be notified as she tracks all Student Equity and Opportunity staff.
Emily Walton should be included so that the Extra Pay can be processed smoothly.

6. Professional Learning Extra Pay: Attendees
Attendees Sign-in using the Training Google Doc!
Extra Pay for Student Equity and Opportunity Professional Learning is processed by Emily Walton using Google Doc Sign-In sheets.
There are Google Doc Sign-In sheets in place for NCI, Restorative Practices & ECE trainings. Contact Emily Walton if you need a Sign-In sheet set up for a new training.
The following participant information must be on every sign-in sheet in order to facilitate extra pay and to award attendance credit:
DPS ID. For staff who are DPS employees but service charter schools, be sure to include a DPS ID or you are assumed to be a charter and will not be paid;
Legal first and last name;
address;
Position Title. Principals and Assistant Principals are not eligible for Extra Pay without additional approval from their Instructional Superintendent (IS).
If the information detailed above is not included on a sign-in sheet, the individual will not be compensated for time until that information is provided.
Training information MUST be submitted by the facilitator within 24 hours so that the Google Doc Sign-In Sheet data can be processed by the payroll submittal deadline. Information that is not submitted by this time will not be included on the following payroll; it will be delayed a minimum of one month depending on when this training information is submitted. Questions regarding a delay of pay for this reason ought to be directed to the facilitator of the course.
Pay is only awarded for the time spent in the class, not the time for which the class is scheduled. If a course is scheduled from 8:00a to 4:00p, but individuals leave at 3:00p, only six hours are awarded because…
Participants are not compensated for lunch. Time paid and credit awarded does not include the lunch hour.
Participants must sign-in at the training. Since the participants are only required to Sign-In using the Google Doc, it is very important that the Facilitator makes note of any participants that leave early or if the training is longer/shorter than expected.

7. Professional Learning Extra Pay: Facilitators
Training Facilitator’s should submit their hours through the Facilitator Extra Pay form available on the Commons.
Facilitator Extra Pay Form
Facilitators should send the following information to Emily Walton within 24 hours following the training:
Training Name & Location
Training Start & End Time
Length of Lunch Break (if applicable)
Budget to Cover the Participant Pay
Extra Pay for Student Equity and Opportunity Professional Learning is processed by Emily Walton All PL Trainings should be using a Google Doc Sign-In sheet.
There are Google Doc Sign-In sheets ready for NCI, Restorative Practices & ECE trainings. Contact Emily Walton if you need a Sign-In sheet set up for your new training.
The PL Facilitators are responsible for submitting the PL Training information so that the attendees are paid in a timely fashion.
Facilitators should submit their Extra Pay using the “Facilitator Extra Pay Form”.

8. Next Steps: Complete Extra Pay Form Obtain Supervisor Approval
What are the next steps?
As soon as you know that Extra Pay hours will be worked, you will need to complete the Extra Pay form and obtain supervisor approval.

9. Submitting Extra Pay Hours
NEW! Extra Pay hours must be submitted within the pay period that they are worked.
Approved forms must be submitted by the end of the day on the Extra Pay Deadline to be included on the following paycheck.
Paperwork received after the listed deadline or forms needing additional information will not be paid until the following pay period.
Extra Pay cannot be paid out in advance.
Extra Pay hours must be submitted within the pay period that they are worked.
The Extra Pay periods vary, so be sure to use the chart above to submit on time.
Extra Pay hours must be pre-approved and Extra Pay hours cannot be paid in advance, so forms should only be submitted after all hours are actually worked.
Completed and approved Extra Pay forms should be ed to Emily Walton by the listed Submittal Deadlines.

10. Completing the Extra Pay Form
Supervisors should forward approved forms to:
Extra Pay hours must be pre-approved and Extra Pay hours cannot be paid in advance, so forms should only be submitted after all hours are actually worked.
Completed and approved Extra Pay forms should be ed to Emily Walton by the listed Submittal Deadlines.

11. Buckingham U. Badger
OT/PT
Morey MS
9/17/18 & 9/24/18
Covering Maternity Leave for J. Smith
This is the top section of the Extra Pay form.
As soon as you have agreed to work Extra Pay hours, the Extra Pay form should be started.
It is very important that every single line is completed with detailed information.
If any of the areas are left blank, the Extra Pay cannot be processed.
The employee should fill in their Name, DPS ID # and position title.
The “Anticipated Location(s)” should include the specific building(s) where the employee will work.
Please be sure that specific dates are entered in the “Anticipated Date(s) of Extra Pay Work” section. Do not use the date range of the entire pay period.
It is imperative that the “Description of Work to be Completed” area should be filled in with the most amount of detail possible.
If additional detail is needed, your Extra Pay could be delayed.
The Extra Pay form cannot be processed if any of the above sections are left blank!

12. Extra Pay hours must be pre-approved!
16.0
Bucky Badger
9/24/18
Extra Pay hours must be pre-approved!
This is the center portion of the Extra Pay form.
The employee should fill in the “Anticipated Total Number of Hours” section and then continue to the pay period tabs.
Once hours are entered on the pay period tab, the “Total Hours” will auto-complete.
After all hours have been worked and all detail has been entered, the employee should verify that all information is correct and enter their name and date in the “Verification of Extra Hours Worked” section. Typed signatures are accepted, there is no need to print and sign the form.

13. The actual hours worked must be entered on the pay period tab.
After the extra hours have been worked, the pay period tab should be filled out.
The total number of hours worked will auto-calculate and will auto-fill the “Total Hours” on the Extra Pay Form.
Once completed, the Extra Pay form should be forwarded to the appropriate Supervisor for final approval.
The Supervisor should verify all of the information on the Extra Pay form. If the extra hours are approved, the Supervisor forward to Emily Walton and include “approved” in the .

14. Extra Pay Rates: 2018-2019 Presenter: In-Service Attendee: $24.97
$38.42
Extra Pay Rates: In-Service: $23.46
Extra Pay Rates: In-Service: $24.33
Extra Pay Rates: In-Service: $24.97
Used for attending Professional Development activities/trainings, as well as preparation for trainings (Facilitators)
Extra Pay Rates: In-Service – Presenter: $36.10
Extra Pay Rates: In-Service – Presenter: $37.43
Extra Pay Rates: In-Service – Presenter: $38.42
Used for facilitating Professional Development activities/trainings
In-Service Attendee: $24.97

15. Extra Pay Rates:
Per Diem: When additional hours worked are performing normal job duties, Extra Pay rate is the same as your pay rate in Lawson
Extra Pay Rates:
Per Diem
Performing normal assigned job duties (covering leaves or job vacancies)
Child Find Summer Screenings
Emily Walton can fill in the rate if the employee is unsure of their exact hourly rate.
Interpreter: $25.00
Contract Braillist / Pay for Summer Braille Preparation: $18.00
Curriculum Development Assignments: $38.42
APS/Homebound Teacher: $38.42
ESY 2019 (TBD)
Classroom Paraprofessional: $14.86 (Summer 2017)
Itinerant Paraprofessional (Autism, Behavior, Community & OT/PT): $18.03 (Summer 2017)
Educational Interpreter: $22.82 (Summer 2017)
Teacher/Provider: $38.42 (Summer 2019)
Parks & Recreation Paraprofessional: $14.86 (Summer 2017)

16. Extra Pay will appear on your paycheck as any of the following:
DCTA_CLASS_COVERAGE
DCTA_INSERVICE_ACTIVITY
DCTA_CURRICULUM_PAY
DCTA_INSERVICE_PRESENTER
DCTA_AFTERNOON_EVENT
DCTA_EVENING_EVENT
MISC_EXTRA_PAY
Extra Pay should be located on your DPS paystub as any of the following (depending on what pay rate was used):
DCTA_CLASS_COVERAGE
DCTA_INSERVICE_ACTIVITY
DCTA_CURRICULUM_PAY
DCTA_INSERVICE_PRESENTER
DCTA_AFTERNOON_EVENT
DCTA_EVENING_EVENT
MISC_EXTRA_PAY

17. No special checks will be issued for Extra Pay.
Incomplete paperwork or paperwork received after the submittal deadline will not be paid until the following pay period.
No special checks will be issued for Extra Pay.
It is very important that each section of your Extra Pay form is completed. The pay period tab is required!
If your paperwork is incomplete or if it is not submitted until after the submittal deadline, your Extra Pay will not be processed until the following pay period.
All pay periods and submittal deadlines are listed on the first tab of the Extra Pay form (Extra Pay Deadlines).
No special checks will be issued for Extra Pay.

18. Thank you!
Please contact Emily Walton at or with any questions.
Thank you!