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Office of the Chancellor

UC Merced Guidelines for Administrative Stipends

An administrative stipend may be provided only when an employee is temporarily assigned, for a period of at least 30 working days, responsibilities of a higher-level position or other significant duties, not part of the employee’s classification. For non-represented staff, the stipend amount and duration must be in accordance with PPSM-30. Represented staff are eligible for stipends only as outlined in the respective collective bargaining unit agreements. Stipends must have specific beginning and ending dates and are reviewed and approved for a maximum of 6 months. 

UC Merced Stipend Parameters (effective February 7, 2022, updated August 1, 2022)

 

Stipend Amounts:

  • For stipends up to 8.00%:  
    • The department has the flexibility to set the stipend amount. The Compensation Analyst will review eligibility to ensure the work assigned is for responsibilities of a higher-level position or other significant duties, not part of the employee’s classification. The Associate Vice Chancellor, Chief Human Resources Officer is responsible for reviewing, approving, or denying the request.  
  • Stipends between 8.01% - 10.00%: 
    • The Compensation Analyst will review eligibility to ensure the work assigned is for responsibilities of a higher-level position or other significant duties, not part of the employee’s classification. The Associate Chancellor is responsible for reviewing, approving, or denying the request.
  • Stipends between 10.01% - 12.00%:
    • The Compensation Analyst will review eligibility to ensure the work assigned is for responsibilities of a higher-level position or other significant duties, not part of the employee’s classification. The Chancellor is responsible for reviewing, approving, or denying the request.
    • Stipends will be reviewed by the Chancellor twice-a-month on or around the 1st and 15th of each month. 
    • New stipend requests should not exceed 12%

Stipend Extensions:

  • Stipends are reviewed and approved for a maximum of 6 months. 
  • Stipend extensions at any amount will be reviewed for by the Compensation Analyst to ensure the work assigned is for responsibilities of a higher-level position or other significant duties, not part of the employee’s classification. 
  • All Stipend extensions, regardless of the stipend amount requested, or its duration are reviewed and approved or denied by the Associate Chancellor and/or Chancellor. 
  • Stipend extensions will only be considered for extenuating circumstances. Employees assuming higher level duties for an employee on a medical leave of absence that has been extended is considered an extenuating circumstance.
  • The Position Delegate must submit stipend extension requests to Compensation at least 45 days before the stipend expiration.
    • Stipend extensions are only reviewed twice-per-month by the Associate Chancellor and/or Chancellor on or around the 1st and 15th of each month. 
      • Timing submission example: if a stipend is scheduled to end December 31, 2022, the department should submit an extension request no later than November 15, 2022. If the department submits the extension request any time after November 15th, the stipend extension, if approved, will not be processed in time, and the employee may see a lapse in stipend payments for at least one pay period.

Additional Guidelines for Administrative Stipends

  • An administrative stipend may be paid when an employee is temporarily assigned, for a minimum of 30 working days, responsibilities of a higher-level position or other significant duties, not part of the employee’s classification. 
  • Assignment of temporary duties or responsibilities at the same level, lower level, or within the scope of the employee’s existing classification, are not eligible to receive a stipend. If you have questions regarding the level of the new duties being assigned, please contact HR Compensation for assistance.
  • Stipends are not generally approved for non-exempt employees, as they are eligible to earn overtime for additional duties and responsibilities.
  • In an effort to meet UCPath processing deadlines, stipend requests should be submitted at least 30 days in advance of the assumption of the higher-level duties and/or assignment(s).  In cases where 30 days advance notice is not possible, please submit stipend request immediately upon assignment.  
  • Employees remain in their current classification for the duration of the administrative stipend and are subject to the policies or collective bargaining agreement terms applicable to that classification.
  • Supervisory responsibilities should not be assigned on a temporary basis to employees covered by a collective bargaining agreement. Advanced consultation with Human Resources is required before temporarily assigning supervisory responsibilities to exclusively represented employees.
  • Stipends are NOT salary base-building, meaning a stipend does not increase an employee’s annual base salary. Stipends are used for temporary duties, not for permanent assignments. 
  • No formal Classification or Compensation review is conducted for stipends; however, Compensation will review to ensure the responsibilities are of a higher-level position or other significant duties, not part of the employee’s classification.
  • Any exceptions to UC Merced’s local stipend parameters are at the discretion of the Chancellor and must be made within policy PPSM-30.  
  • Only Position Delegates have the authority to submit new stipend requests or stipend extensions via the eDoc Stipend process. 
  • Position Delegates must sign the eDoc as the “Supervisor.” The Vice Chancellor must sign as the “Department Head.”
  •  If an employee transfers to another department, receives a reclassification, or the work is no longer necessary, the department must submit a request to end a stipend. Requests to end stipends should be submitted in writing by emailing comp@ucmerced.edu. Notification should be made to HR Compensation at least 2 weeks before the effective date of the action. 

Eligibility and Compliance Assessment

  • Upon receipt of a Stipend request, Compensation will conduct an assessment for the purposes of determining various eligibility and compliance criteria under Collective Bargaining Agreement (for represented employees) or PPSM-30 (for non-represented employees), and local UC Merced stipend guidelines.
  • If any eligibility or compliance concerns arise, HR Compensation will contact the requesting department to advise accordingly.
    • Based on that assessment, if a stipend is inappropriate due to contract or policy, Human Resources will contact the Position Delegate to provide consultation on other possible options, if applicable.
  • It is very important that stipends are not discussed or committed to with employees prior to receiving eDoc stipend approval from HR Compensation.

 

How to Request a Stipend for an Employee 

Effective February 7, 2022, updated August 1, 2022

A step-by-step guide to completing a stipend request at UC Merced

Step 1

Supervisor or Manager
Initiate the Stipend Request

Log on to eDoc and complete a Stipend Request form and route to their Position Delegate.

 

Step 2

Position Delegate

Completes each section on the Stipend Request Form

Provide the justification for the request in the appropriate sections of the form related to each of the following:

  • Describe the higher level or significant additional duties assigned that are not a part of the employee’s current classification.
  • If the employee is assuming the work of a vacant position, provide the name and classification of the former incumbent. 
  • Provide the reason for the temporary assignment/duties.
  • Provide rationale for the Stipend being requested.
  • Position Delegate must sign the eDoc as the “Supervisor.” The Vice Chancellor must sign as the “Department Head.” 

Step 3

Compensation Analyst

  • For stipends up to 8.00% the department has the flexibility to set the stipend amount. The Compensation Analyst will review eligibility to ensure the work assigned is for responsibilities of a higher-level position or other significant duties, not part of the employee’s classification. The Associate Vice Chancellor, Chief Human Resources Officer is responsible for reviewing, approving, or denying the request. 
  • Stipends between 8.01% - 10.00%. The Compensation Analyst will review eligibility to ensure the work assigned is for responsibilities of a higher-level position or other significant duties, not part of the employee’s classification. The Associate Chancellor is responsible for reviewing, approving, or denying the request.
  • Stipends between 10.01% - 12.00%. The Compensation Analyst will review eligibility to ensure the work assigned is for responsibilities of a higher-level position or other significant duties, not part of the employee’s classification. The Chancellor is responsible for reviewing, approving, or denying the request.
  • The Compensation Analyst closes out the eDoc with the appropriate approval or denial from the AVC/CHRO, Associate Chancellor, or Chancellor.

Step 4

Position Delegate

Completes the process/notification to requestor

If the request is approved, the Position Delegate completes the Additional Pay Form, attaches a copy of the approved Stipend Request Form, and e-mails approval documents to Payroll Services.