8620. Interim Policy
This policy was adopted under the interim policymaking provisions of the University's Policy on Policies on January 29, 2026. Information about this policy change, and any proposals for further policymaking can be accessed at the University Policy website. Students and employees may submit comments on those proposals through the Proposed Policy Change Comment Form.
8620.1 Scope
This policy applies to non-exempt (hourly) and exempt (salaried) Wright State University (the "University") employees of the University who may perform temporary, event-based work for the University's Nutter Center in addition to their regular duties.
This policy is calculated to allow University employees - both exempt (salaried) and non-exempt (hourly) - to perform temporary, event-related work assignments outside their regular duties in support of the University's Nutter Center operations ("Nutter Center Assignments").
This policy does not apply to students. Students wishing to work at the Nutter Center must apply for open student employment positions posted specifically for the Nutter Center and must be hired through the standard student employment process.
8620.2 Eligibility
To be eligible for Nutter Center Assignments, employees must have been employed continuously with Wright State University for six months and must be in good standing (i.e., no active Performance Improvement Plans or discipline). Except for vacation, employees on any type of leave from their regular position (paid or unpaid, including sick leave, FLMA, workers' compensation, or other approved leaves) are not eligible for Nutter Center Assignments while the leave is in effect.
8620.3 Restrictions
Employees may not accept Nutter Center Assignments which conflict with their regular University responsibilities or create an appearance of bias or self-dealing. Employees may only accept Nutter Center Assignments which occur outside the employee's normal work schedule and job duties.
Employees whose regular University appointment is less than 75% FTE shall not take Nutter Center Assignments which would cause the sum of their hours worked (at their regular employment and event assignments) to exceed 30 hours per week.
Employees who must call off sick from a Nutter Center Assignment are not eligible to use sick leave, vacation, or any other leave type to be paid for such assignment. The time originally scheduled for the Nutter Center Assignment will not be paid.
8620.4 Selection and Assignment
Nutter Center Assignments are determined by Nutter Center management based on operational needs, availability, and relevant skills. Selection decisions should be based on operational needs, skill sets, and ability to perform the work - not favoritism or seniority. Employees who wish to be considered must indicate their interest through the Nutter Center's established process (e.g., an internal call for interest or online form). Submission of interest does not guarantee selection.
For each selected employee, Nutter Center staff shall complete an assignment form (the "Assignment Form"). The Assignment Form must be signed by the employee and the employee's regular supervisor to confirm that participation will not interfere with the employee's primary job duties or work schedule. The Assignment Form shall document employee's name, home department, event details, assignment type, pay rate, and funding source. The Office of Human Resources ("HR") shall prepare the Assignment Form and arrange to have it available.
For non-exempt (hourly) employees, the Assignment Form must be completed, signed, and submitted to HR prior to the pay period in which the event occurs. For exempt (salaried) employees, the Assignment Form may be entered at any time after approval, but payment will not be processed sooner than the end of the month in which the event work occurs.
Nutter Center Assignments are temporary in nature and do not alter an employee's classification, pay grade, status, or Fair Labor Standards Act ("FLSA") exemption.
8620.5 Compensation and Funding
Non-Exempt Employees
Non-exempt employees shall be paid hourly for Nutter Center Assignments at rates established by the Nutter Center and guided by HR. The rate of pay may be lower than the employee's regular hourly rate, depending on the nature of the assignment. All event hours must be recorded on a separate Nutter Center timesheet distinct from the employee's regular time record. In accordance with federal law, hours worked for the Nutter Center count toward total hours in the workweek for overtime purposes; any hours beyond 40 in a week will be compensated as overtime in accordance with the FLSA.
Pay for hours worked at a Nutter Center Assignment shall be charged directly to the Nutter Center based on the funding source listed on the Assignment Form. Any overtime resulting from such work must be manually calculated and charged back. Fiscal and Business Operations Managers for the employee's unit or department shall be responsible for determining the appropriate portion of overtime costs to be charged to the Nutter Center and submitting a journal voucher to transfer the corresponding funds to such unit or department from the Nutter Center.
In the event a non-exempt employee whose appointment is less than 75% FTE works more than 30 hours, or otherwise exceeds thresholds which would confer eligibility for university benefits under state or federal law, shall be entitled to receive such benefits, even if they worked in excess of such threshold inadvertently. The employer-portion of those benefits shall be charged to whichever unit is determined to have cause or permitted the employee to exceed the limits.
Exempt Employees
Exempt employees will receive a one-time additional payment for each approved event assignment, coded as "Event Pay". Event Pay is established by the Nutter Center and guided by HR to ensure compliance. Event Pay is not based on hours worked and does not require a timesheet. Event Pay will be processed through Payroll following the completion of the event in accordance with the timing outlined above.
Event Pay shall be charged directly to the Nutter Center based on the funding source listed on the Assignment Form.
8620.6 Supervision and Training
Employees shall complete any required training or safety orientation before working any Nutter Center Assignment. Work performed pursuant to a Nutter Center Assignment shall comply with the University's workplace safety policies.
Nutter Center staff shall designate a supervisor for all employees working Nutter Center Assignments. All employees working such assignments shall report to their designated supervisor upon arrival. Nutter Center staff are responsible for supervising the employees and ensuring that they perform only approved, pre-authorized duties.
8620.7 Record Retention
All documentation, including Nutter Center Assignment Forms, supervisor approvals, pay authorizations, and funding transfers, must be retained in accordance with University record retention requirements (minimum three years).
8620.8 Administrative Responsibilities
Human Resources: Maintain procedures, ensure FLSA and pay compliance, and review Event Pay and hourly rates for compliance.
Nutter Center Management: Identify staffing needs, select employees, complete Assignment Forms, and ensure timely submission for processing.
Supervisors: Approve participation to ensure no interference with regular duties and confirm eligibility (e.g., not on leave).
Fiscal and Business Operations Managers: Determine chargeback proportions, monitor FTE implications, and process Journal Vouchers for fund transfers.
Payroll: Process Event Pay and hourly payments in accordance with authorized documentation.
8620.9 Review and Assessment
HR, in collaboration with the Nutter Center and Fiscal Services, shall annually review participation data, compensation practices, benefit eligibility impact, and policy compliance, and will recommend revisions as needed.
Resources
Temporary Event Application Form (TBD)
Nutter Center Assignment Form (TBD)