Joint-Staffing Procedures Instructions Page for Full-time Faculty Kennesaw State University

1. KSU as the Requesting Institution borrows a Full-Time Faculty member from another USG Institution a. KSU Home Department starts the process by completing the following portions of the Employee Compensation Agreement Form (herein referenced as agreement). Click on the link provided below to access the form from the BOR web site. Download the Employee Compensation Agreement Form Requesting Institution, Providing Institution (Section 1) Requesting Institutions Need (Section 2) Requesting Institutions Justification (Section 3) Note: Section 5 (Means of payment) will always be Requesting Institution Pays Providing Institution v. Method of Payment (Section 7) Fee for Service vi. Home Department Contact Information for Requesting Institution (Section 8) The KSU Department should then give the agreement to the Faculty member that they wish to borrow. The Faculty member completes the following sections i. Employees Certification (Section 4) ii. Number of Courses scheduled at Home Institution (Section 6) The Faculty member should give the agreement to their Home (Providing) Institution Department and/or Payroll office that will complete the following sections of the agreement in consultation with the faculty member and/or the KSU department. i. Method of Payment (Section 7), including 1. Fee for Service. Home Institution adds the fringe amount. [This should include the gross amount of payment for the services plus any payroll fringes that will be billed to KSU. Note: For online courses the fee for service should read, course amount (plus fringes) plus $50 per student to be determined after KSU last day to withdraw without academic penalty (plus fringes).] 2. Estimated Reimbursable Expenses. 3. Total Estimated Cost. Sum of Fee for Service and Estimated Expenses. 4. Projected Dates of Service. May be provided by the faculty member and/or KSU. 5. Payee (will always be the providing institution (see Means of Payment)) ii. Contact Information for Providing Institution (i.e. who should receive the invoice at KSU) (Section 8) iii. Signature of Employees Dean/Department Head (Section 9) iv. Approval of Providing Institutions President (Section 10) The agreement should be delivered to the KSU Academic Affairs Office who will review the following: i. Verify the need of services
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i. ii. iii. iv.

b. c.

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ii. Verify that the agreement is the proper form and that the faculty member is full-time at the providing institution f. The agreement is forwarded to the Presidents office for Signature (Section 10) g. Original agreement is sent back to KSU Academic Affairs i. Original kept in file. ii. Copy to the Academic Department (to hold for invoice) h. The KSU Academic Department will i. Complete the ePRO request using the completed agreement as well as the Invoice from the Providing Institution. ii. Attach a copy of the Invoice and a copy of the completed agreement to the ePRO request for processing. 2. KSU as the Providing Institution provides a Full-Time Faculty member to another USG Institution a. The Requesting (borrowing) Institution (not KSU) will begin the process by completing the following portions of the Employee Compensation Agreement Form (herein referenced as agreement). Click on the link provided below to access the form from the BOR web site. Download the Employee Compensation Agreement Form Requesting Institution (Section 1) Requesting Institutions Need (Section 2) Requesting Institutions Justification (Section 3) Note; Section 5 (Means of payment) will always be Requesting Institution Pays Providing Institution v. Method of Payment (Section 7) Fee for Service vi. Home Department Contact Information for Requesting Institution (Section 8) b. The Department from the requesting institution should then give the agreement to the KSU Faculty member that they wish to borrow. c. The KSU Faculty member completes the following sections i. Employees Certification (Section 4) ii. Number of Courses scheduled at KSU (Section 6) d. The KSU Faculty member should give the agreement to their KSU Department who will complete the following sections of the agreement in consultation with the faculty member and the borrowing institution. i. Method of Payment (Section 7), including 1. Fee for Service. Home Institution adds the fringe amount. [This should include the gross amount of payment for the services plus any payroll fringes that will be billed to KSU. Note: For online courses the fee for service should read, course amount (plus fringes) plus $50 per student to be determined after KSU last day to withdraw without academic penalty (plus fringes).] 2. Estimated Reimbursable Expenses. 3. Total Estimated Cost. Sum of Fee for Service and Estimated Expenses. 4. Projected Dates of Service. May be provided by the faculty member and/or the requesting institution. 5. Payee (will always be KSU (see Means of Payment))
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i. ii. iii. iv.

ii. Home Department Contact Information for KSU (Section 8) iii. Signature of KSU Employees Dean/Department Head (Section 9) iv. Complete an Overload Form that reflects the gross amount of pay for the KSU faculty member. This is the amount of pay that the faculty member should receive before taxes and deductions. e. The KSU Department will forward the agreement, along with any required Overload form, to KSU Academic Affairs who will: i. Confirm that the KSU Faculty member is eligible for the Overload Payment ii. Email a copy of the agreement to Payroll Services who will: 1. Verify that the proper fringe benefits have been included. 2. Review the payment and billing details 3. Any changes will be emailed back to KSU Academic Affairs who will: iii. Adjust the agreement where necessary iv. Verify that the agreement and the Overload form have the proper approvals. f. KSU Academic Affairs will forward the agreement and the overload form to the KSU Presidents Office where: i. The agreement and overload forms will be reviewed for completeness and, if applicable: ii. The President will approve the agreement iii. The President will approve the Overload form. g. Original agreement and Overload form is sent back to KSU Academic Affairs i. Original kept in file. ii. Copy to the Academic Department iii. Copy sent to KSU Payroll Services h. KSU Payroll Services will do the following: i. Prepare an Invoice for the Requesting institution ii. Set up the Receivable journal entry. iii. Deposit the check from the Requesting institution at the Bursar Office with the proper distribution to clear out the receivable. iv. Process payment to the KSU Faculty member.

IMPORTANT NOTES: 1. If you bring a non-KSU employee to campus (Example: Lecture Agreement) Academic Affairs will verify the employment status and the President will still sign off on the Joint-Staffing Agreement. Accounts Payable will be sent a copy of the agreement and the original will be sent to the department utilizing this person so they can put them in ePro for payment. It is the departments responsibility to get this person paid. 2. If sharing a faculty member who is part-time at KSU and part-time at another USG institution, a jointstaffing agreement is not needed at KSU. Part-time faculty being shared are not compensated by jointstaffing. 3. If sharing of a Staff employee is involved, please do the following: If the Staff member is from KSU, the joint-staffing must be handled by Payroll/HR. If the Staff member is not from KSU, the form and instructions in Step 1 above should be used.
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