Updated November 2025 – Academic Affairs

Faculty Payment Form – Stipend

Step 1: Receive confirmation that course development or conversion is complete

1. Check the Decision Guide Flowchart (Course Conversion and Development pay decision guide) to determine if this is a paid project. The path to that document on Kirkwood Online:  College-Wide Sites ⇒ Forms and Processes ⇒ Course Conversion/Development Pay Decision Guide.
2. Check the web report to make sure the instructor has not taught this course before in this method. The path to the report is:  MyHub> Reporting Services> Credit Reports> Section Checking Reports> Payroll> Faculty Payment Tracking – CURRI and CONV.

Step 2: Access the Faculty Payment Form – Stipend 

1. Go to Kirkwood Online.
2. Go to College-Wide Sites ⇒ Forms and Processes ⇒ Course Conversion/Development Faculty Payment Form.

Step 3: Fill out the initial intake information 

1. Fill in the correct contact information for the initiator (department payroll) and department Dean.
2. Enter the faculty’s first and last name.
3. Select if it is a grant-funded payment.
4. Click ‘Submit’.
5. If you are a recipient on the form, you will be routed to fill out the form. You will also receive an email from Academic Affairs.

NOTE: You will complete one form per course.

Step 4:  Complete the form 

1. Fill in the required fields (Faculty Status, k#, Department, Term, Completion Date, Course Number, and Position Code).
   1. Please be sure to enter the correct Position Code on the form.
      1. If it is pay for a full-time faculty member, the the code that starts with LN.
      2. If it is pay for an adjunct faculty member, use the code that starts with JN.
2. If it is for course conversion, select the format the course is being converted to.
3. If it is grant-funded, enter the correct Project ID (this will only generate if you selected ‘yes’ for grant-funded on the intake portion).
4. Select the correct checkbox for reason for pay (i.e. course development or course conversion).
5. Enter the amount of credits the specific course is in the credits column. This will then auto-calculate the subtotal.
6. Enter any additional notes that you may have (this is not a required field).
7. Sign the document. The date will autofill the date the document is finished.
8. Click ‘Finish’.

NOTE: The department payroll initiator will not need to submit an RFAL for this specific process.

Step 5: Form Routes

1. The form will then route to the department Dean to sign. The date will autofill the date the document is finished.
   1. There is an optional text box for the Dean to enter comments.
2. Once the Dean has submitted their portion, the form will route to the Academic Affairs Director of Operations to sign and enter comments, if necessary.
3. It will then route to the Academic Affairs office staff to enter the information from the form in the Colleague – FAOA screen.
4. From there, it route to Finance (if grant-funded).
5. The final stop for all forms is to Human Resources – Payroll to complete their required fields.

Step 6: Final Document

1. Once all recipients have completed their information, each recipient will receive an email from Kirkwood Community College with the final document attached.