You will receive a W2 in the mail by January 31. Please inform Hispanic Access if your mailing address changes to ensure prompt delivery.

As a temporary employee with Hispanic Access Foundation, your income may be subject to federal or state taxes. Housing stipend, commuting stipends, and professional development funds/reimbursements are not taxed.

Your Program Associate will program your reimbursements to be directly deposited along with a paycheck. Your Program Associate will inform you when you can expect payment. Your payment and/or reimbursement will be documented on the corresponding pay stub as a separate line item.

IMPORTANT: We cannot book travel or issue funding...

• without site supervisor and/or agency approval
• outside of business hours
• outside of the biweekly payroll schedule (applicable to advance payments or reimbursements)
• without supporting documentation (receipts, confirmation emails, etc.)
• that exceeds program budget limits

First, discuss and obtain verbal approval regarding the professional development opportunity and/or travel ensuring it aligns with the GSA compliant options for flights, lodging, etc..

Then, complete your Program Associate’s funding request form for each separate field work trip. Ex: Carla is traveling round-trip for wildlife surveys 7/13-7/16 and again on 7/22-7/24. She would fill out the form once for 7/13-16 and once for 7/22-7/24.

Each associate has their own form to manage their own fellows (the content of the forms, however, is the same). We strongly recommend bookmarking the link to your assigned Associate’s form for your convenience.

• Anastasia Hernandez
• Victoria Pedrosa
• Crystal Strong
• Yashira Valentín Feliciano

Your Program Associate will book expenses where possible to avoid out-of-pocket expenses and will reach out to you to approve your request or request additional information. If you are unresponsive to communications from your Program Associate, your payout and bookings will be delayed.

You should request funding from your Program Associate at least 3 weeks prior to the date you intend to travel or use the funds. We need time to get funding approval as needed, book necessary travel and services, and process advance payments through payroll to avoid out-of-pocket expenses.

Eligible expenses vary by position and are subject to budget limits. Please contact your MANO Associate for specific information regarding your position budget and eligible expenses. Non-reimbursable expenses include but are not limited to…

• Food (your per diem will serve as your meal allowance)
• Furnishings
• Gas
• Goods or equipment
  • Exceptions will be made for personal protective equipment (PPE) that has been approved for your agency.
• Government-owned vehicle (GOV) mileage
• Utilities (varies by program)
• Travel outside of relocation for your position or your scope of work
• Tuition and student loan payments

Program Associates can deny funding requests at their discretion.

Eligible expenses vary by program and are subject to budgetary limits. Please contact your Program Associate for specific information regarding your program budget. Generally, we will fund or reimburse for…

• Relocation services such as moving services or moving vehicles.
• Housing: See “When will I receive my housing and/or commuting stipends?”
• Commuting: See “When will I receive my housing and/or commuting stipends?”
  • Commuting stipends are calculated based on mileage. You received a fixed amount based on your position budget.
• Work-related travel expenses such as:
  • Baggage fees (up to two checked bags for duty-related travel)
  • Car rentals
  • Flights
  • Lodging
  • Meal and incidental per diem (per General Service Administration rates)
  • Parking
  • Privately owned vehicle mileage
  • Public transportation passes or tickets
  • Ride share services
  • Taxis or shuttles
  • Train tickets
• Professional development opportunities within the intern/fellow’s scope of work.

Stipends are direct deposited along with the second paycheck of the month. You may check your pay stub in Justworks or Paycor to view your itemized pay.

• Housing Stipends: To claim your housing stipend, you must provide your Program Associate with a copy of your lease, rental agreement, mortgage statement, temporary housing receipt, etc. Some programs offer a flat allowance, others may only reimburse up to the total amount of your housing expenses. No program will reimburse for an amount exceeding the budgeted stipend allowance. Housing stipends are deposited the month before intended use (e.g. Your housing stipend for July would be issued with the second paycheck of June).
• Commuting Stipends: You do not need to provide documentation to receive your commuting stipend. Commuting stipends are automatically deposited the month before intended use (e.g. Your commuting stipend for July would be issued with the second paycheck of June).

Navigate to your “Paystub” from “Me” in the upper menu.

The following web page screen will display all of your pay stubs. Click “View PDF” to populate the pay stub in a printable and downloadable format.

Your biweekly stipend is contingent on working the weekly schedule outlined in your offer letter.

If you work more hours, you will be compensated at the equivalent hourly rate. If your total hours exceeds 40 hours per week, you will be paid at 1.5x the equivalent hourly wage (see “Do I get overtime pay?”).

If you work fewer hours without logging paid time off, you will only be compensated at the equivalent hourly rate.

In accordance with the Fair Labor Standards Act (FLSA), non-exempt employees must receive overtime pay for hours worked more than 40 in a workweek of at least one and one-half times their regular rates of pay. Employees are required to work overtime when assigned. For non-exempt employees located in California, they are also paid a daily overtime rate for hours in excess of 8 hours each day, even if the total hours worked for the week are 40 or less. The FLSA does not require overtime pay for work on Saturdays, Sundays, holidays, or regular days of rest, unless overtime hours are worked on such days.

Any overtime must be authorized by a manager in advance. Non-exempt employees must obtain written or emailed permission from their supervisor (or senior management) before working more than 40 hours in a week (you may download an Overtime Authorization Form here or from out "Resources" page). These notifications of potential overtime and permission requests should be sent to the supervisor at least 24 hours in advance. If no response is provided by your site supervisor, overtime should not be taken. 

The organization attempts to comply with all applicable overtime laws. Employees who believe they have not been correctly paid for overtime should contact payroll or HR immediately