An Administrative Stipend is a temporary action to provide additional compensation for work that exceeds the responsibilities of the position. Examples would include the assignment of additional responsibilities for a vacant higher-level position or other significant additional duties that are temporary. The approvals, procedures, and processes for granting an administrative stipend are set forth in UC PPSM 30: Compensation, Section III.B.8, the UCLA Local Procedure 30 Section H, or bargaining unit contracts.
Policy, Procedures, and/or Process
An Administrative Stipend, as noted above, is a method of compensation used to recognize an individual for temporarily performing responsibilities of a vacant, higher-level position or other significant additional duties that have been assigned but are not part of the employee’s regular position. The key requirements for eligibility for an administrative stipend are that the duties are:
- Temporary;
- Expected to continue for at least 30 working days, but not longer than 12 months;
- Higher level tasks than the duties for the employee’s current classification;
- Are not or would typically not be a part of the employee’s regular duties.
Under UCLA Local Procedure 30 - Salary, Section H. Administrative Stipends, the “Organization Head or designee may approve stipends for employees in temporary assignments for an amount not to exceed 15 percent of base salary and for a period of time not to exceed 12 months.”
Individual requests for an exception to stipend amounts that exceed 15 percent of base salary and/or for a period of time that exceeds 12 months (including extensions) must be submitted for review and approval by CHR Compensation Services.
In order to ensure compliance with the respective collective bargaining agreement for represented employees, all requests for administrative stipends must be submitted to CHR Compensation Services for review and approval. The collective bargaining agreement will describe the conditions and/or procedures, if any, for requests for administrative stipends that apply to represented employees.
Each organization on the UCLA campus has a defined procedure for processing personnel and payroll actions including all compensation-related requests. All compensation actions must be processed through an organization’s approval processes before they can be entered into the Bruin CHR Service Center. The Human Resources Payroll and Operations Center (HRPOC) has prescribed processes for submissions from their client organizations and the transactions route to HRPOC before being routed to Campus Human Resources (CHR) Compensation Services, if necessary. CHR and HRPOC work collaboratively with the HR staff in each organization who have been designated by their organization to process compensation-related actions.
As an employee, if you have questions about your compensation and whether you are eligible for an individual salary action such as an Administrative Stipend, please contact your immediate supervisor and describe your request. Your supervisor can contact your organization’s Human Resources team to discuss your request. If the organization determines that there is basis to support your request, they can submit the request to CHR Compensation Services and/or the Human Resources and Payroll Operations Center using the Bruin CHR Service Center.
Campus Human Resources, Compensation Services
Phone: (310) 794-0880 | Fax: (310) 794-0875
