Stipend Request Form

  • Stipend Definition: Payment issued to a current employee, generally a faculty member, for work completed outside of an employee’s general job duties.
  • A Stipend Request Form is used for all stipends being issued to current employees through Interview Exchange. The JAF form will no longer be used to issue current employees a stipend.  
  • One Stipend Request Form may be issued to multiple employees receiving the same stipend at the same time. This allows for faster processing. 
  • The Stipend Request Form may be filled out by any employee delegated to complete the form. This may include, but is not limited to, a direct supervisor, a senior leader, or an administrative assistant.
  • The following information is requested on the Stipend Request Form:
    • Whether the stipend will be issued to multiple recipients.
    • The first name, last name, HRCMS ID #, and employment classification of the employee receiving the stipend.
    • The stipend title, department, direct supervisor, general statement of duties/activities, and minimum stipend qualifications.
    • Compensation information such as start date, end date, total hours per week, total hours of the stipend, total stipend amount, hourly rate of pay, and the maximum obligation.
    • Budget information such as whether the stipend is grant funded, whether there are available funds to cover the stipend, the index number and the organization number.
  • Before the stipend may be processed, the Stipend Request Form will be reviewed by reviewers in the task routing. The individuals in the task routing of the Stipend Request Form include: 
      1. Human Resources/Payroll Representative
      2. Cost Center Manager
  • Each person in the task routing will receive an email notification from Interview Exchange when it is their turn to review the Stipend Request form in the task routing line.
  • After the position has been reviewed and approved by all task routers, the individual that generated the Stipend Request Form will receive an email indicating that they must go into Interview Exchange to generate the Employment Contractto the employee. Information regarding the stipend such as the hourly rate and the maximum obligation will need to be entered on the Employment Contract.
  • The issuance of the Employment Contract allows for the employee receiving the stipend to receive a formal notification of the payment being issued.
  • If the stipend is being issued to multiple employees, the individual generating the Stipend Request Form will need to enter separate employment contracts for each employee receiving the stipend. Within Interview Exchange, this is referred to as "Cloning the Workflow"
  • Once the employment contract is submitted, the employee will receive notification of their stipend and will have an opportunity to acknowledge the employment contract.  The HR/Payroll team will then process the stipend request and ensure that the employee will receive payment from the college.
Step-by-Step Guides to Process a Stipend Request in Interview Exchange:
Last Modified: 8/4/23