Non-Recurring Stipend Process

Purpose:  To expedite the approval and processing of non-recurring faculty stipends at the University while ensuring that appropriate financial controls are in place.

Definitions:

Scholarly Research Stipend:  These stipends are used to further the scholarly research in the academic areas.  The processes and timing of these stipends are different from school to school.  This document describes the payment process for all schools.

Temporary Faculty Stipend:  This type of stipend is paid when an individual will be performing a function outside of the responsibilities outlined in the faculty member’s employment contract.   This may be a one-time payment or series of payments.  This new function will be considered a temporary duty.  Examples of this type of stipend include tutoring, proctoring, etc.

Exclusions:  This policy excludes externally funded grant-related research such as summer salary, which will be covered under a separate procedure.  This policy also excludes Permanent Faculty Position Stipends, which are processed with the annual budget.

Process:
Scholarly Research Stipend Process:  The Dean initiates the process by sending out a guideline to the Faculty.  The guideline describes the application process, submission dates, and other requirements for receiving a stipend.  Attachment A is an example of such a guideline.  Once the submissions are reviewed and the Dean determines the projects to be funded, the following process shall be used for payment:

  • The Budget Representative compares the projects to budgeted funds in the scholarly research budget to ensure funds are available. 
  • In the case of the, Professors receive a series of payments for scholarly research.  The Budget Representative will check prior submissions to ensure that all were completed.  If any prior projects were not completed, the Budget Representative will ensure that the Professor does not receive the initial payment for the current project.
  • Faculty who receive an externally funded research grant during the same period may be ineligible to receive an additional scholarly research stipend.  The Budget Representative will be responsible for confirming eligibility in each case by consulting with the Grants Administration office at: 914-923-2282. 
  • The Budget Representative forwards the request(s) to the Dean on the Scholarly Research / Temporary Stipend Payment form (Attachment B), indicating the availability of funds.
  • The Dean reviews the projects and determines which are approved based on the significance of the proposed research and availability of funds.  If the Dean determines that Stipends will be approved above the budgeted level, s/he will determine the source of the additional funding and direct the Budget Representative to transfer funds into the scholarly research budget. 
  • The Dean forwards submissions to the Budget Representative indicating approval.
  • The Budget Representative forwards the submissions to the Assistant Director, HRIS, indicating approval. 
  • The Assistant Director enters the information into the system to generate the payment.
  • In the case of a stipend involving a series of payments, the Budget Representative will process the additional payments with approval from the Dean using the same form.  The Budget Representative will forward the approved payment form to the Assistant Director, HRIS who will generate the payment. 

Temporary Faculty Stipend Process:  This could be a one-time payment or series of payments as authorized by the Dean. The following process will be used for payment:

  • The Budget Representative initiates the process by submitting a Scholarly Research / Temporary Stipend Payment form (Attachment B).
  • The Budget Representative compares the amount of the proposed stipend to the Temporary Stipend budget to ensure the availability of funds.
  • If the Dean determines that Stipends will be approved above the budgeted level, s/he will determine the source of the additional funding and direct the Budget Representative to transfer funds into the temporary stipend budget.
  • The Dean approves the payment and forwards the form to the Assistant Director, HRIS.
  • The Assistant Director enters the information into the system to generate the payment.

Necessary for Implementation:

In order to properly account and budget for one time payments each school or division shall establish a one time payment stipend position number by organization.

This is similar to part time pooled positions. The designation should be OPXXXX, the XXXX designating the index number. B0155 would be defined as OB0155. A separate account number shall also be established to capture these expenditures.

Advice & Counsel:  The Director, Academic Budgeting will provide advice and counsel on this procedure.

Policies & Procedures button   Please review our Policies and Procedures for additional information.
Finance Forms button Please review our Forms for additional information.