Dual Employment
Dual employment occurs when an employee of one state agency provides services for another state agency. This includes university employees but not public school teachers.
Who do I contact?
To start the dual employment process, please contact your business officer or HR liaison. The following people are available for additional assistance.
| For help with: | Contact: |
|---|---|
| Another state institution needing to determine if a UNCW employee is to be paid as a dual employee | Talent Acquisition Team Human Resources 910.962.3160 |
| Guidance on CP-30 form for "borrowing"; disbursements/AP questions | Joanne Ferguson Controller's Office 910.962.3647 fergusonj@uncw.edu |
| Guidance on travel expenses for "borrowing" | Debbie Jewell Travel/Accounting Office 910.962.4217 jewelld@uncw.edu |
| Guidance on CP-30 form for "parent"; budget questions | Budget Office 910.962.3327 budgetoffice@uncw.edu |
When UNCW is the "Borrowing" Agency
Before dual employee provides services to UNCW
If the dual employee is being reimbursed for travel expenses or UNCW is prepaying local lodging or airfare, the following should be completed prior to the dual employee providing services to UNCW:
- Complete and submit the New Vendor Set Up form if the dual employee has never been a vendor, student or a previous employee of UNCW (i.e. does not have an 850xxxxxx ID#)
- Create and submit a Pre-Approval in Chrome River for the dual employee’s travel expenses and/or prepayments
NOTE: Choose “Non-Employee Travel” as the report type
After dual employee provides services to UNCW
After the dual employee has completed their services to UNCW, please complete the following steps:
Step One
Fill out the CP-30 Dual Employment Certification Form [PDF], Section I. See below for detailed instructions on filling out this form.
Upper left quadrant of the form:
- Name of agency: UNC Wilmington
- Rate and time if appropriate: Hourly rate and number of hours worked (if not paying a lump sum)
- Agency code and subhead: UWI6060
- Signature of contracting agency official: The budget authority of the fund being used to pay the dual employee
Upper right quadrant of the form:
- Salary for service: Gross wages for services provided (do not include any travel expenses)
- Travel: Travel expenses incurred by dual employee (does not include meal per diem). Travel is reimbursed directly to the dual employee via Non-Employee Travel reimbursement request and supported by receipts (see instructions below)
- Subsistence: State per diem for allowable meals and reimbursed directly to dual employee
- Gross due employee: Total of “Travel” and “Subsistence”
- Matching retirement: Leave blank
- Matching Social Security: The borrowing agency must remit the employer portion of FICA taxes when paying the parent agency for their employee. This rate is currently 7.65% or .0765. Multiply .0765 and “salary for service” and enter that amount on this line. For example, if the dual employee is receiving $1,000 for his services, UNCW will remit a total of $1,076.50 to the parent agency. $1,000 for services rendered and $76.50 for the 7.65% FICA tax.
- Indirect expense: Leave blank
- Direct cost: Leave blank
- Total payment due parent agency: Total of “salary of service” and “matching Social Security”. This is the amount entered on the check request to the parent agency.
Step Two
Create and submit an AP check request in Chrome River for payment to parent agency (the agency that employs the dual employee)
- Check should be payable to the parent agency
- The amount is the “Total Payment Due Parent Agency” on CP-30 form
- Use account code 921940 Dual Employment
- Upload a copy of the completed CP-30 and indicate that a copy should also be included with the payment
Step Three
Create and submit a Travel Expense Report in Chrome River to reimburse the dual employee for travel expenses
- Choose “Non-Employee Travel” report type
- Choose the mosaic “expense tiles” related to the travel expenses being reimbursed to the dual employee
- Upload required receipts
- Upload a copy of the completed CP-30
If you have questions about completing Section 1 of the CP-30, please contact Joanne Ferguson.
If you have questions about reimbursing or prepaying travel expenses, please contact Debbie Jewell.
When UNCW is the "parent" agency
If a UNCW employee provides services for another state agency, UNCW is the “parent agency.”
What is the process when UNCW is the "parent" agency?
- The budget office will notify employee when payment and CP-30 form is received from borrowing agency and request signatures from employee, supervisor, and department head.
- Once payment is received and all signatures obtained, budget office will forward to payroll for our employees.
For additional questions or guidance, contact the budget office: 910.962-3327.
For additional resources, refer to NC OSHR: Dual Employment Policy.