Out-Of-Classification Assignments - Compensation

Summary: When an employee is temporarily assigned duties and responsibilities of a higher level position or other significant duties not part of the employee's regular position, the employee will typically receive an administrative stipend for the period of time that the employee is assigned the temporary duties.


With the launch of UCPath on January 2, 2020, information/instructions below may change. If you have questions or need assistance, please visit the Employee Experience Center at: http://eec.hr.uci.edu/.



Compensation:
  • Represented Employees
    • See the Contract Matrix for information regarding the out-of-classification increase amount.

  • Non-Represented Employees
    • The increase amount is comparable to a promotional increase, which, according to guidelines, is usually between 5% and 8%.

Approval
All stipend and out-of-class assignments required documented approval prior to the effective date of the stipend. Refer to IDA611 for authorized authority for approval stipends.

Stipends in excess of 15% or exceeding 12 months require additional approval.

Complete the Stipend Approval Form and route for approval.

Stipends exceeding 25% of base salary or 12 months in length are exceptions to policy. Departments must clearly cite the justification for the exception in the Stipend Appoval Form.

Approval documentation should be complete with end dates of stipends (and original begin dates if stipend is being extended.)

Departments submit the completed and signed vice chancellor or dean Stipend Approval Form to their HR Campus Compensation Analyst contact.

Documentation
The appropriate approval documentation should be on file. Additionally a letter informing the employee of the details of the stipend or out-of-class assignment should be provided to the employee and placed in their personnel file.
  • Represented Employees
    • The Payroll/Personnel System (PPS) Administrator should enter the out-of-classification appointment into the Employee Data Base (EDB) as an administrative stipend. Temporary assignments shall not result in the reclassification of the employee and shall terminate no later than the return to work/replacement of the incumbent of the higher position.
    • Employees are subject to the policies/collective bargaining agreement terms applicable to their primary classification (position of record) for the duration of the temporary assignment rather than rather than to the policies for the classification to which they are temporarily assigned.
  • Non-Represented Employees
    • The Payroll/Personnel System (PPS) Administrator should enter the temporary assignment into the Employee Data Base (EDB) as an administrative stipend.

Other Considerations
  • An employee is put on temporary assignment when he/she is temporarily assigned the duties of a classification in a higher pay range. The employee must perform the majority of the higher-level duties/responsibilities to warrant temporary assignment.
  • A stipend may also be given when an employee is temporarily assigned new projects requiring a higher level of complexity, responsibility, and/or independence.
  • The duration of the temporary assignment ranges from between one month to one year. It is management's responsibility to ensure that the temporary assignment does not exceed one year.
  • The effective date for compensation relating to a temporary assignment varies according to bargaining group (refer to the Contract Matrix for more information). For non-represented employees, compensation begins on the first day the higher-level duties are assumed.
  • The total amount of salary plus working out of classification increase or administrative stipend cannot exceed the maximum of the higher level position.
  • An employee who is temporarily assigned to perform the duties of a position in a lower classification shall continue to receive the employee's regular rate of pay.
  • Supervisory responsibilities are not normally assigned on a temporary basis to employees covered by a collective bargaining agreement. Consultation with Human Resources is advised before temporarily assigning supervisory responsibilities to exclusively represented employees.


For more information refer to Compensation main menu.

Need an expert? If you have any questions, please contact an expert in Compensation in Human Resources, (949) 824-5210.

Notice: University policies, procedures and applicable collective bargaining agreements shall supersede information in this document or elsewhere on this site.

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