Stipend
I. Summary
An administrative stipend is a temporary pay action that an employee receives when their temporarily assigned an increase in 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 an 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. Stipends for Policy Covered employees, may not exceed 25% of their base salary. 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 represented employees.
The effective date of a stipend is the first day of the month or the first day of a bi-weekly pay period, following receipt of a completed EAR form in the Compensation Unit.
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
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Personnel Policies for Staff Members (PPSM) - employees not covered by a bargaining agreement:
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PPSM 30- Compensation
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Contract Agreements – employees covered by a collective bargaining agreement
III. Authority
Principal officers are delegated authority to approve administrative stipends up to 12 months. This authority may be re-delegated.
Administrative stipends exceeding 12 months 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 or a short-term project not part of their regular position or all 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. Stipends for represented employees require union noticing.
V. Process Overview
Department/Manager:
- Consult with compensation and/or your ELR Analyst about the proposed action.
- Complete page 1 of the EAR form, including a justification (i.e. backfill while someone is out on leave or while a recruitment is being conducted) for the stipend.
- Summarize additional duties or attach job description of higher level position.
- Ensure action is approved by Principal Officer or designee with responsibility for decentralized funding.
Extending a Stipend
Department/Manager:
- To extend a current stipend, complete a new EAR form. enter the new dates in the date field and make a note in the comment field that this is an extension and indicate the dates of the original stipend.
- 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.
- Forward the EAR to Compensation team.
- For represented staff, notice to the union will be required.
