Administrative Stipend

As members of the University’s community, unclassified employees (academic, research and professional faculty) are expected to participate in a variety of Oregon State University’s activities and services without additional compensation.  The salary of full-time faculty members 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.

Eligibility

Eligible employees:  FLSA exempt, full-time unclassified employees (academic, research and professional faculty members).

Ineligible employees include:  FLSA non-exempt unclassified employees; employees appointed to an academic wage appointment; classified employee; temporary employees; and student workers.

Duration

The duration of an administrative stipend may range from one (1) month to twelve (12) months.

Stipend Amount and Payment

An administrative stipend is to be paid as a set amount per month and may not exceed 10% of the faculty member’s current annual base rate of pay.

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 appointment type (9-month or 12-month).  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.

Should a merit, equity or retention increase be awarded during the period of the temporary assignment, the administrative stipend payment may be recalculated using the new annual salary rate at the approved stipend percentage rate.  This action may be taken at the discretion of the faculty member’s supervisor. 

Criteria and Guidelines in the Application of an Administrative Stipend

An administrative stipend is acceptable when a faculty member is assigned administrative work or services that are substantially outside the scope or reasonable potential scope of the employee’s current position duties.  Assignment of temporary administrative responsibilities at the same or lower level of the faculty member’s current position duties does not qualify for payment of an administrative stipend.

If a faculty member terminates or vacates the position on which the additional administrative duties were assigned, the administrative stipend will end on the effective date of the position termination.

Administrative stipends may not be used for merit or performance based compensation. Where duties are assigned on an on-going basis as part of the employee’s regular duties, the position needs to be reviewed for adequate compensation. 

Approvals and Authorization

All administrative stipend arrangements must have prior approval before work or services can be performed by the employee.

A request for authorization requires a letter of justification that includes the following: an explanation of the duties to be performed beyond the employee’s current work assignment; the duration of the work assignment; and, either the selection process used to determine the work assignment, or the unique qualifications possessed by the employee that make her or him uniquely qualified to perform the work or services. 

The letter of justification requesting the administrative stipend must be approved and signed by the senior administrator of the employing college or division (dean, vice president, vice provost).  The request for authorization signatory may be delegated below these management levels; however, these administrators remain responsible for complete requests that meet University policy standards.

The request is to be submitted to the appropriate unit for review and approval as follows:

• Requests under 10% or the employee’s current annual salary rate are to be submitted to the Business Center HR Manager
• Requests at 10% of the employee’s current annual salary rate or over are to be submitted to the Associate Director or Director of the Office of Human Resources

Administrative stipend requests for Intercollegiate Athletics Department employees or non-Athletics employees requested to perform work or provide services for Intercollegiate Athletics require the approval of the Vice President for Finance and Administration in addition to the approvals outlined in this policy.

Recognition Awards and Stipends

Recognition award programs and associated stipends for professorial faculty recognition, such as Distinguished Professor, and Professor of Excellence must be approved by the Senior Vice Provost for Academic Affairs and are governed by the Oregon University System policy, Employee Recognition Awards, Number 57.200.  The Oregon University System policy also governs all other recognition programs for non-professorial employees.  Questions about what falls within the category of a recognition award should be directed to the Office of Academic Affairs.

Accounting for Administrative Stipend Compensation

All administrative stipend compensation shall be processed and paid through the payroll system. The academic unit supervisor or unit head is responsible for the budgeting and expenditure of funds for an approved stipend.

Records Retention

Approved administrative stipend requests and associated documentation are a part of an employee’s official personnel file and are subject to the University’s retention guidelines for personnel records.

Policy Exceptions

Policy exceptions are to be referred to and approved by the Vice Provost for Human Resources and Chief Human Resources Officer or their designee. Exceptions will include consideration of the institutions interest in and obligation to insure fair compensation across units for work of similar scope, complexity, and responsibility.