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U.Va. Human Resources
Special Pay Procedure
What is a Special Pay?
A Special Pay is an earnings element (pay authorization) that may be established when there is a need to pay a wage (hourly) employee other than an hourly pay rate. A Special Pay is applicable to Wage (Hourly) employees. There are three types of Special Pays.
  • The first type is a "goal amount" where the employee is paid a certain, reoccurring dollar amount independent of the number of hours that the employee will need to work to complete the task/job. An example of a "goal amount" is an employee who is paid $1200.00 each semester for teaching weekly CPR classes.
  • The second type is a "lump sum" where the employee is paid a one-time amount (non-reoccurring) independent of the hours that the employee will need to work to complete the task/job. An example of a "lump sum" is an employee who is paid $200.00 for teaching a one-time whitewater canoeing class.
  • The third type is a "unit/piece rate" where the employee is paid a set amount for each unit/piece completed. An example of a "unit/piece rate" would be where an employee is paid $27.00 for each microscope that is repaired.
Note: In establishing special pays, the rate established must be above the $5.15 per hour Federal Minimum Wage.

How do I request a Special Pay?
A Special Pay may be requested by sending correspondence to the Division of Compensation Management, University Human Resources, P. O. Box 400127. The request must state the business justification for the requested rate and the specific time period the rate is needed. Each request must also include the signature of the requesting University Administrative Officer.

Who approves Special Pays?
The Director of Compensation Management, University Human Resources approves all Special Pays. If approved, the Director will be responsible for insuring the new earnings element is added to HR/Payroll through the appropriate departmental UVA HRMS Specialist. The Director is also responsible for notifying the Administrative Officer of the approval/disapproval.

How long are Special Pays effective?
Special Pays are only effective for the specific period requested. Under no circumstances will a Special Pay be approved for longer than the current fiscal year.

How do I renew/change an approved Special Pay?
A Special Pay may be renewed/changed by sending a written request to the Director of Compensation Management, University Human Resources, P. O. Box 400127.