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 on OACIS 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 OACIS, 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 position is 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 on-line request in OACIS, 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 on-line request by going into OACIS, completing a temporary reclass/stipend action, and submitting it to Compensation for review. The on-line 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.
Information Required for an On-line Submission:
- Current Job Description (Will automatically display within online action.)
- Proposed Job Description (In the General Summary create a separate section for the temporary duties.Create separate job functions for the temporary duties. Keep all permanent duties on the JD and update the percentage of time as appropriate. )
- Proposed Organizational Chart (Attach a revised organizational chart on the tab “Attach Documents for Review”.)
- Complete Justification for the requested action (Enter answers to the questions on the “Action Justification” tab as prompted by the system. )
- Department Head and/or Control Point Approvals (As set by each department and division.)