10.23 Administrative Stipends
The University acknowledges employees may incur additional responsibilities because of vacancies within a department. A stipend will not be granted for the additional duties in this instance unless a position is vacant for six (6) months. The additional duties incurred by an employee because of vacancies in a department fall under the "other duties as assigned" category of the employee's job description. When an employee is assigned additional duties not otherwise excluded above, an employee may be eligible to receive an administrative stipend as allowed herein.
Increases in responsibility arise when an employee is temporarily assigned duties of a position that is in a higher grade or classification, or when new projects or duties are assigned representing a higher level of complexity or responsibility. A stipend may be offered to perform these duties on a temporary basis that are substantially outside the reasonable scope of the employee’s position such as: (1) significant additional duties or short-term projects not currently a part of the employee’s regular position; and (2) duties of a position in a higher grade or classification which would result in an upward reclassification if permanently assigned.
As members of the University’s community, unclassified employees (academic, research and professional faculty) are expected to participate in a variety of the University’s activities and services without additional compensation. In addition, the salary of full-time faculty members generally is full compensation for job duties and activities performed for the University. There are occasions, however, when a faculty member is asked to perform administrative duties on a temporary basis that are substantially outside the scope or reasonable potential scope of the faculty member’s position. In such instances, the faculty member may be eligible to receive an administrative stipend. Any additional compensation paid to faculty for teaching duties is governed by Chapter III, Section 3.31.1.
Additional duties receiving a stipend must be completed outside of the work schedule of a full-time assignment. If the need to perform the additional duties is during the employee's regular work hours, the employee must use annual leave for the time the duties are performed.
Approvals and Authorization
All administrative stipend arrangements must have prior approval before work or services can be performed by the employee and the request for a stipend must not be otherwise precluded herein. Justification for the following should be included in the stipend request: (1) an explanation of the duties to be performed beyond the employee’s current work assignment; (2) the duration of the work assignment, start and end dates and estimated hours, hourly rate if applicable; (3) the selection process used to determine the work assignment, or the unique qualifications possessed by the employee that make him/her uniquely qualified to perform the work or services; and (4) stipends related to grants must demonstrate alignment with the requirements of the grant, University policies, and federal and state regulatory requirements.
The letter of justification requesting the administrative stipend must be approved and signed by a division/department level President's Leadership Team member. The request for authorization signatory may be delegated below these management levels; however, the President's Leadership Tam administrators remain responsible for complete requests that meet University policy standards.
The maximum duration for an administrative stipend is one (1) year. Extensions beyond one (1) year require approval by Human Resources and the President of the University.
Eligibility
Exempt and non-exempt employees are eligible for administrative stipends. These additional duties should be compensated at an hourly rate for the additional hours worked. The department providing an hourly administrative stipend is responsible for any overtime pay that occurs.
Hours worked by non-exempt employees in excess of 40 hours per week must be compensated at time and a half. Time worked on supplemental assignments must be reported on the employee’s timesheet for non-exempt employees.
Ineligible employees include: Casual or temporary employees; and student workers.
Other Conditions
• Administrative stipends may not be used for merit or performance-based compensation.
• Stipends are not to be used as a salary increase.
• Stipends are not to be used to distribute leftover monies at the end of a budget year.
• Stipends should not be used for teaching and advising a student, mentoring other faculty, fundraising or recruiting.
• Where duties are assigned on an ongoing basis as part of the employee’s regular duties, the position needs to be reviewed for adequate compensation vs. stipend pay.
• Workload changes with no primary job function changes does not justify payment of a stipend.
• Assignment of temporary responsibilities at the same or lower level does not warrant an administrative stipend.
• Permanent increases in responsibility should be appropriately addressed through the reclassification or promotion processes, not via an administrative stipend.
• The amount of the administrative stipend shall not exceed the amount of salary increase that could be received by an employee if she/he were to receive a permanent promotion to the higher grade/classification.
Stipend Amount and Payment
The payment of an administrative stipend cannot extend past the end date of the academic or fiscal year in which the stipend was approved, based on the employee’s employment type. For example, a stipend paid to a 12-month employee cannot go beyond June 30 of the fiscal year in which it was granted; however, it may end earlier during the fiscal year if the temporary duties are completed or removed from the employee. Should it be necessary to continue the temporary work assignment beyond the end of the academic or fiscal year, a new justification and request needs to be submitted for review and approval.
Supplemental Pay for Teaching Overload
Teaching is normally performed by faculty as part of their regular duties. However, supplemental pay for teaching overload may be offered in limited and restricted situations of special need, with each case approved on an individual basis.
Increases in responsibility arise when an employee is temporarily assigned duties of a position that is in a higher grade or classification, or when new projects or duties are assigned representing a higher level of complexity or responsibility. A stipend may be offered to perform these duties on a temporary basis that are substantially outside the reasonable scope of the employee’s position such as: (1) significant additional duties or short-term projects not currently a part of the employee’s regular position; and (2) duties of a position in a higher grade or classification which would result in an upward reclassification if permanently assigned.
As members of the University’s community, unclassified employees (academic, research and professional faculty) are expected to participate in a variety of the University’s activities and services without additional compensation. In addition, the salary of full-time faculty members generally is full compensation for job duties and activities performed for the University. There are occasions, however, when a faculty member is asked to perform administrative duties on a temporary basis that are substantially outside the scope or reasonable potential scope of the faculty member’s position. In such instances, the faculty member may be eligible to receive an administrative stipend. Any additional compensation paid to faculty for teaching duties is governed by Chapter III, Section 3.31.1.
Additional duties receiving a stipend must be completed outside of the work schedule of a full-time assignment. If the need to perform the additional duties is during the employee's regular work hours, the employee must use annual leave for the time the duties are performed.
Approvals and Authorization
All administrative stipend arrangements must have prior approval before work or services can be performed by the employee and the request for a stipend must not be otherwise precluded herein. Justification for the following should be included in the stipend request: (1) an explanation of the duties to be performed beyond the employee’s current work assignment; (2) the duration of the work assignment, start and end dates and estimated hours, hourly rate if applicable; (3) the selection process used to determine the work assignment, or the unique qualifications possessed by the employee that make him/her uniquely qualified to perform the work or services; and (4) stipends related to grants must demonstrate alignment with the requirements of the grant, University policies, and federal and state regulatory requirements.
The letter of justification requesting the administrative stipend must be approved and signed by a division/department level President's Leadership Team member. The request for authorization signatory may be delegated below these management levels; however, the President's Leadership Tam administrators remain responsible for complete requests that meet University policy standards.
The maximum duration for an administrative stipend is one (1) year. Extensions beyond one (1) year require approval by Human Resources and the President of the University.
Eligibility
Exempt and non-exempt employees are eligible for administrative stipends. These additional duties should be compensated at an hourly rate for the additional hours worked. The department providing an hourly administrative stipend is responsible for any overtime pay that occurs.
Hours worked by non-exempt employees in excess of 40 hours per week must be compensated at time and a half. Time worked on supplemental assignments must be reported on the employee’s timesheet for non-exempt employees.
Ineligible employees include: Casual or temporary employees; and student workers.
Other Conditions
• Administrative stipends may not be used for merit or performance-based compensation.
• Stipends are not to be used as a salary increase.
• Stipends are not to be used to distribute leftover monies at the end of a budget year.
• Stipends should not be used for teaching and advising a student, mentoring other faculty, fundraising or recruiting.
• Where duties are assigned on an ongoing basis as part of the employee’s regular duties, the position needs to be reviewed for adequate compensation vs. stipend pay.
• Workload changes with no primary job function changes does not justify payment of a stipend.
• Assignment of temporary responsibilities at the same or lower level does not warrant an administrative stipend.
• Permanent increases in responsibility should be appropriately addressed through the reclassification or promotion processes, not via an administrative stipend.
• The amount of the administrative stipend shall not exceed the amount of salary increase that could be received by an employee if she/he were to receive a permanent promotion to the higher grade/classification.
Stipend Amount and Payment
The payment of an administrative stipend cannot extend past the end date of the academic or fiscal year in which the stipend was approved, based on the employee’s employment type. For example, a stipend paid to a 12-month employee cannot go beyond June 30 of the fiscal year in which it was granted; however, it may end earlier during the fiscal year if the temporary duties are completed or removed from the employee. Should it be necessary to continue the temporary work assignment beyond the end of the academic or fiscal year, a new justification and request needs to be submitted for review and approval.
Supplemental Pay for Teaching Overload
Teaching is normally performed by faculty as part of their regular duties. However, supplemental pay for teaching overload may be offered in limited and restricted situations of special need, with each case approved on an individual basis.
Effective Date
Approved by Board of Curators: January 15, 2026