Student Services Pilot Flex Pay Plan

One Year Pilot

July 1, 2005 – June 2006

Purpose:  To provide a means to reward extraordinary performance by non-organized Professional and Scientific (P&S) staff through flexibility in compensation.  The one year pilot program provides two types of flexible compensation awards:  (1) Exceptional Performance Awards and (2) SPOT Performance Awards.  Flexible pay will not be used as a substitute for providing ongoing base adjustments that assure equitable and competitive salaries.

Award Criteria: 

• In general, departments will be responsible for funding flexible pay awards; special considered for limited funding will be considered by the Office of the Vice President for Student Services.
• All regular, non-organized P&S employees are eligible for flex pay if they meet established criteria
• Employees must have an appointment of 50% or greater
• Flexible pay may be awarded for exceptional performance that may include, but not limited to a variety of outcomes and behaviors that demonstrate extraordinary competence and resourcefulness by individuals or teams toward enhanced quality, centrality, value or continuous quality enhancement toward fulfilling the mission of the organization and or University,  e.g. expanded scope of duties, completion of a major project, extraordinary performance, development of significant new initiatives, cost savings and/or revenue generation.
• An employee must have been employed at the University of Iowa in a regular position for one year to be eligible for flexible pay.
• An employee must have a current (within the past 12 months) overall above average performance evaluation.
• An employee must have received at least the average July 1st salary increase for the department to be eligible for flexible pay, barring extenuating circumstances that must be documented.
• Flexible pay will be awarded in the form of a lump sum payment that is not added to the base salary. 
• Flexible pay SPOT awards can be awarded at any time during the year; Exceptional Performance Awards will be awarded during prescribed times.
• Flexible pay awards must be supervisor initiated or by a peer who has direct knowledge of the employee contribution/performance.
• The supervisor will receive a copy of the nomination form which includes approval or denial action.
• Awards will only be approved with DEO endorsement.
• Only cash awards will be allowed for SPOT awards.

(1)  Exceptional Performance Award:

• An eligible employee may receive up to 10% of their salary in flexible pay per calendar year.  If the recommended award for any single award is over $5,000 the recommendation must be reviewed and approved by University Compensation and Classification.  If a second recommendation for the same employee is received in the same calendar year, and the cumulative amount is over $5000, it must be reviewed and approved by University Compensation and Classification with appropriate endorsement from Vice President. 
• These awards will be made at determined intervals.
• Nominations will be accepted from July 1, 2005 through November 30, 2005 and awarded in December.  Nominations accepted from

December 1, 2005 through May 1, 2006 will be awarded in June.

• No more than 10% of Division of Student Service non-organized P&S staff (currently 191) will be eligible to receive an Exceptional Performance award during this pilot period.
• This award acknowledges the extraordinary competence and resourcefulness made by an individual staff member or team toward fulfilling the mission of the department and/or the University.  Professionalism, commitment to best practices, high standards of excellence, efficiency, cost savings, creativity, innovation that contribute to the quality, centrality, value of the mission of the organization or department.  Improvements that enhance the service to customers/students/clients are at the heart of this award. 

Additionally, this award recognizes the efforts of an individual or team that has sustained exceptional performance to reach an established goal or specific performance target that was above and beyond the daily responsibilities of the job.  Criteria used to evaluate such achievement must be measurable in quantitative or qualitative terms and tied directly to the mission or strategic plan of the unit and department.  Three general categories are considered for this award:

Category I – commercial enterprises for increased revenue, decreased operating expenses, building and/or preserving reserves; initiation, sustaining and stewardship of development activities and outcomes

Category II – auxiliary services for extraordinary programs and/or services that generate traffic, attendance and/or participation in revenue producing enterprises.

Category III – transformational organizational development or innovation that advance service, student learning, managerial or administrative/financial operations of a program or services. 

The justification for each proposed award must contain a description of the outcome/service that was achieved or accomplished.  Specific quantitative or qualitative evidence of the outcome/service and the organizational impact that distinguishes the performance in terms of quality, centrality, value and continuous quality improvement of the organization.

(2) SPOT Performance Awards  - A “Special Art or Service” award for a one-time contribution or short term assignment well done. This award is for employees who “go the extra mile” or who perform “above and beyond the call of duty”.  This award recognizes individual achievement that has exceeded standard expectations and should be provided shortly after the performance to be recognized.  This award recognizes a staff member’s exhibited commitment to service and to serving the university.

Spot Awards are cash only and may be requested in an amount up to $75.  An employee may receive no more than four SPOT Performance Awards in one fiscal year and multiple SPOT Awards to the same employee must be at least 30 working days apart.   SPOT awards are taxable to the employee.

Procedure:

Supervisors/peer should complete the appropriate nomination form and forward through regular administrative channels to the Office of the Vice President for Student Services.

A copy of the processed form will be returned to the department head and the supervisor indicating the decision.  Payment will be coordinated by the Senior HR representative.

Forms:

• Exceptional Performance Award Nomination Form [PDF]
• SPOT Performance Award Nomination Form [PDF]