Stipend/Bonus

• Stipends can be requested for an initial period of one year or less and can be renewed for another year, not to exceed two years.
• The minimum stipend is 3% of the base monthly salary rate. The effective date and the end date for the Stipend must coincide with the beginning and end of a pay period (see the Pay Period Calendar)
• The stipend amount is included in the calculation of paid overtime.
• Funding for the stipend must be from the same source as for the employee’s position.

Step #1: The appropriate administrator (HEERA Manager) must complete and sign the Stipend Request Form (PDF). The stipend form must be approved by the appropriate Vice President.

Step #2: The form and the written justification/rationale are to be forwarded through the applicable management line for the approval (differs by division).

Step #3: Submit the approved Stipend Request Form to Classification and Compensation via Smartsheet.

Step #4A: If the request is approved, Classification and Compensation will distribute a copy of the Stipend to the employee, HEERA Manager, Payroll Services, and Budget Services. 

Step #4B: If the request is denied, Classification and Compensation will prepare a notification letter to the HEERA Manager.

The decision of the appropriate administrator shall be final and shall not be subject to grievance procedures.

A bonus is a lump sum payment that is not a permanent increase to the base salary of an employee but rather consists of a one-time payment or payment made in installment for a specific time period.

A bonus is a pay provision in many of the staff collective bargaining agreements and specific provisions for its use may vary by contract. For details, please refer to the specific collective bargaining agreement (PDF).

Step #1: The appropriate administrator (HEERA Manager) must prepare and sign the Bonus Request Memo justifying the reason for the bonus. The memo must be approved by the appropriate Vice President.

Step #2: Submit the approved Bonus Request Memo to Classification and Compensation via Smartsheet.

Step #3A: If the request is approved, Classification and Compensation will distribute a copy of the Bonus to the employee, HEERA Manager, Payroll Services, and Budget Services. 

Step #3B: If the request is denied, Classification and Compensation will prepare a notification letter to the HEERA Manager.

The decision of the appropriate administrator shall be final and shall not be subject to grievance procedures.