GAP NO. 101.6
Requisition for Payment Using The Supplemental Payment Form 

I.	General
II.	Payment to a Student (or spouse)
III.	Payment to Faculty or Staff currently on the monthly payroll
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I. GENERAL

The Supplemental Payment Form is used to pay for services rendered in three situations:

• To pay a Duke University student (or his/her spouse), who is not currently on either the monthly or biweekly payroll, for services rendered of a nonrecurring nature over not more than two pay periods.
• To make a supplemental payment to a faculty or staff member already paid on the monthly payroll.
• To make one or two payments per calendar year to an individual who does not qualify as an independent contractor per the Independent Contractor Checklist.

In order to process the Supplemental Payment Form the individual is set up in R/3 as a monthly exempt employee, if they are not already set up. 

This form IS NOT used to make supplemental payments to:

1. Current hourly paid employees - see GAP 101.2, Staff Changes regarding the Secondary Positions Form
2. External consultants with which the University does not have an employee - employer relationship per the Independent Contractor Checklist. Use the Accounts Payable Check Request or a Purchase Requisition for this type of payment.  GAP 200.135, Acquisition of Goods and Services Overview will assist you in determining how to appropriately pay the consultant.  GAPs 200.130 through 200.134 provide instructions regarding engaging and paying consultants.

 

II. PAYMENT TO A STUDENT (OR SPOUSE)

A student (or spouse of a student) who is not on the regular payroll can be paid using the Supplemental Payment Form for services of a nonrecurring nature.  If the student (or spouse) is expected to provide services on a routine basis, place them on the monthly or biweekly payrolls.

For students paid on the biweekly payroll:

• Do not use a Supplemental Payment Form
  Complete a Secondary Positions Form (see GAP 101.2, Staff Changes.)
  

For students paid on the monthly payroll (Faculty/Staff):

• Complete the Supplemental Payment Form

For students receiving a Non-Compensatory Award (for scholarships/fellowships):

• Complete the Supplemental Payment Form

Once authorized departmental personnel approve the Supplemental Payment Form, the student delivers to the HRIC where they must complete the appropriate tax forms and Data Sheet.  

 

III. PAYMENT TO FACULTY OR STAFF CURRENTLY ON THE MONTHLY PAYROLL

To make a supplemental payment to faculty or staff currently on the monthly payroll, complete the Supplemental Payment Form.

Authorized departmental personnel approve the Supplemental Payment Form. Submit the approved Supplemental Payment Form to the HRIC. They will forward to the appropriate department for processing.   

 

GAP History
Issued:	February 1995
Revised:	July 2002