Stipend

I. Policy Summary

An administrative stipend is a temporary increase in pay that an employee receives when he/she is temporarily assigned an increase in duties or responsibilities such as:

  • Significant additional duties or short-term projects not currently a part of the employee’s regular position;
  • Duties of a position in a higher grade or classification which would result in a upward reclassification if permanently assigned or,
  • Out-of-Classification assignments as defined within collective bargaining agreements. Refer to Out-of-Classification Stipend Matrix.

Stipend amounts for non-represented employees are flat rates that remain constant during the temporary term of the stipend. Changes in the stipend amounts must be submitted under the normal Employee Action Request (EAR) process. Stipends for bargaining unit employees will be processed in accordance with the applicable bargaining unit agreement.

Employees remain in their primary classification (position of record) for the duration of the stipend and are subject to the policies/collective bargaining agreement terms applicable to that classification.

Full supervisory responsibilities (as defined by HEERA) are not normally assigned on a temporary basis to employees.

The effective date of a stipend is the first day of the month following receipt of a completed EAR form in the Employee & Labor Relations Office.

Permanent increases in responsibility are appropriately addressed through the reclassification or equity process. Refer to either Classification/Reclassification (A.15) or Equity Increase (A.16) procedures.


II. Related Policies, Contract Articles and References

  1. Personnel Policies for Staff Members (PPSM) - employees not covered by a bargaining agreement:

    • PPSM 30- Salary

  2. Contract Articles – employees covered by a collective bargaining agreement


III. Authority

Principal officers are delegated authority to approve administrative stipends up to 25% for one fiscal year. This authority may be re-delegated.

Administrative stipends above 25% or exceeding one fiscal year require the approval of a Principal officer. This authority may NOT be re-delegated.


IV. Criteria

PPSM employees:

An employee is assigned additional duties or a short-term project not part of their regular position or significant responsibilities classifiable at a higher grade for at least one month and not for more than one year.


Represented employees:

An employee is temporarily assigned duties of a higher position in accordance with the applicable collective bargaining agreement under the “Out-of- Classification” article. Refer to Out-of-Classification Stipend Matrix for guidance.


V. Process Overview

Stipend Requiring Notice to the Union

For out of classification stipends, and stipends for short term projects or assignments,please refer to the Union Noticing Matrix at:

http://shr.ucsc.edu/topics/employee-labor-relations/misc/staff_union_notice_matrix.pdf

  1. Department:

    Consults with ELR Analyst about the proposed action.

    Completes Section A of the EAR form.

    Attaches revised job description or summarizes additional duties on EAR form in the comments field.

    Ensures action is approved by Principal Officer or designee with responsibility for decentralized funding.

    Forwards packet to ELR Analyst for review.

  2. ELR Analyst:

    ELR Analyst reviews EAR for appropriateness and fills out Section B and C of EAR. ELR Analyst forwards to ELR Manager for signature and approval.

    For a stipend requiring notice, ELR Analyst sends a letter including employee name, classification, stipend amount, effective dates, and a description of additional duties to appropriate Union. If stipend is out of classification for doing work of someone on a leave, the classification and title of the work being performed also needs to be included.

    Title codes to use for stipends are:

    • 9898- Stipend for non-exempt employees

    • 9899- Stipend for exempt employees

    • 0496- Stipend for MSP/SMG employees

    Upon receipt of confirmation from the union to proceed with the proposed stipend action or when the noticing period is complete, attaches email confirmation to proceed with stipend action to the EAR and forwards paperwork to the appropriate SHR Operations supervisor for implementation

  3. SHR Operations:

    SHR Operations inputs stipend into PPS and files paperwork into employee personnel file.


Stipend Not Requiring Notice to the Union

  1. Department:

    Consults with ELR Analyst about the proposed action.

    Completes Section A of the EAR form.

    Attaches revised job description or summarizes additional duties on EAR form in the comments field.

    Ensures action is approved by Principal Officer or designee with responsibility for decentralized funding.

    Forwards packet to ELR Analyst for review.

  2. ELR Analyst:

    ELR Analyst reviews EAR for appropriateness and fills out Section B and C of EAR. ELR Analyst forwards to ELR Manager for signature and approval.

    Once approved, ELR Analyst forwards EAR to SHR Operations.

    Title codes to use for stipends are:

    • 9898- Stipend for non-exempt employees

    • 9899- Stipend for exempt employees

    • 0496- Stipend for MSP/SMG employees

  3. SHR Operations:

    SHR Operations inputs stipend into PPS and files paperwork into employee personnel file.


Extending a Stipend

  1. Department:

    For an extension to a current stipend, complete a new EAR and complete section A as described above. Indicate that this is an extension to a current stipend and include dates of current stipend as well as the new end date in the comments field.

    If extension will cause stipend to go over a year, secure Principal Officer approval and signature. If extension will not cause stipend to go over a year, ensure action is approved by Principal Officer or designee with responsibility for decentralized funding.

    Forwards packet to ELR Analyst for review.

  2. ELR Analyst:

    Follows appropriate process as described (Stipend requiring notice to union or stipend not requiring notice to union.) Union notice is required for those unions in status quo.

  3. SHR Operations:

    Follows same process as described above.

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Revised March 2012: A14