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Temporary Job Changes
Incumbents may be eligible for additional compensation when higher level duties or significantly different duties are temporarily assigned. Typically the higher level duties must account for a substantial amount of the incumbent’s workload for a period of more than 30 working days and less than one year (different collective bargaining agreements may vary on this definition). Extensions beyond one year require approval by the compensation analyst. For instructions on how to submit a request for temporary stipend see Procedures for a Temporary Stipend. Updates to temporary stipends or requests for extensions must be submitted in Job Builder using the “Extend, Inactivate or Update Temporary Reclass/Stipend” action.
Temporary Stipend (for Policy-Covered Staff)
A temporary administrative stipend may be paid to an employee who is temporarily assigned significant responsibilities of a higher level position or significantly different duties (25%+) not normally a part of the employee’s regular position (see PPSM 30.III.B.9). Assignment of temporary responsibilities at a lower level does not warrant a stipend. Temporary Stipends are typically effective the date an employee begins performing the higher level duties at a significant portion of time (approx 25-30% or greater). They end when the higher level duties are no longer assigned. Stipends for employees are appropriate when increased responsibility lasts for at least 30 working days or longer. Temporary stipends may be approved by HR for up to one year. Stipends beyond one year require approval of Human Resources via an on-line request in Job Builder, but in no case may a temporary stipend extend beyond two years.
In recommending the stipend amount, managers should consider various criteria including the length of the assignment, position of employee in the salary range, complexity and scope of temporary duties, and comparisons with the salaries of others in the department. The sum of the stipend and the base salary shall not exceed the maximum salary of the range into which the combination of permanent and temporary duties would be classified.
Temporary Stipend (for Represented Employees)
An employee in a bargaining unit may be eligible to receive a temporary stipend when they are assigned substantially all of the duties of a higher classification for a significant portion of their time (usually 50% or greater), commonly referred to as an "out-of-classification assignment". Temporary stipends are typically effective the date an employee begins performing the higher level duties at a significant portion of time and they typically end when the higher level duties are no longer assigned by management. These appointments must be for a minimum of 2 weeks (longer for some bargaining units) up to a maximum of one year. Stipends beyond one year require approval of Human Resources via an online request in Job Builder, but in no case may a temporary stipend extend beyond two years. Please refer to the appropriate collective bargaining unit agreement for the policy on temporary out-of-classification assignments.
Procedures for a Temporary Stipend
To initiate a temporary stipend, the Department Head or Business Manager submits an online request by going into Job Builder, completing a "Temporary assignment (stipend)" action, and submitting it to Compensation for review. The online request must include all of the required pieces of information (see below) or it will be returned to the department with a request for additional information. Requests should be submitted as close to the begin date of the temporary assignment as is reasonably possible.
Process for an Online Submission:
- Review the eligibility criteria for the employee. (For non-represented employees refer to PPSM. For represented employees refer to the applicable collective bargaining unit contract.)
- Obtain needed departmental and / or Control Point approvals (as set by each department and division).
- In Job Builder, select the employee's current job description, and begin a "Revise Job Description" action. Once you have begun the workflow, choose the "Temp Assignment (Stipend)" action type..
- Complete the "Temp Assignment (Stipend)", Comp Information, and Action Justification tabs. No changes are made to the content of the job description apart from completing any required fields that are new to the job description since the transition to Job Builder.
- On the Action Justification tab, attach an Organizational Chart and complete the Department Head and/or Control Point Approvals.
- Submit the action to your Compensation Analyst for review and approval.