HUMAN RESOURCES

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P&S Pay Practices

One of the goals of the redesign project was to be more transparent about the pay practices used in making salary decisions.  Another goal was to provide more flexibility to address local unit needs.  Consideration of salary is always dependent on the availability of funding.

New Hires

Hire of an external candidate

Selection of candidate must be approved by the Office of Equal Opportunity and Diversity prior to offer, following current policy and practice.

Salary offer

1. If fully competent in the full range of responsibilities for the classification, the salary offer should be consistent with the responsibilities and performance of others within the same budgetary unit, and between the minimum of the market range and the top of the median zone.
2. If not fully competent or with less than full responsibilities, salary offer may be between the minimum of the market range and the bottom of the median zone. Salary offer cannot be below market range minimum.
3. If candidate’s responsibilities, performance and market analysis support a salary above the median zone, a higher salary may be approved, not to exceed the market range maximum.

Prior approval of salary offer

1. Org level Human Resources approval required for all salary offers.
2. University Human Resources must approve the salary offer if any of the following criteria are met:
   • The salary is to be above the median zone.
   • The classification is in an open pay range.

Salary upon a competitive hire of an internal candidate

Selection of candidate must be approved by the Office of Equal Opportunity and Diversity prior to offer, following current policy and practice.

Salary

1. If fully competent in the full range of responsibilities for the classification, the salary offer should be consistent with the responsibilities and performance of others within the same budgetary unit, and between the minimum of the market range and the top of the median zone.
2. If not fully competent or with less than full responsibilities, salary offer may be between the minimum of the market range and the bottom of the median zone. Salary offer cannot be below market range minimum.
3. If new salary is to be above the median zone, the amount will be dependent upon the type of hire.

Prior approval of salary offer:

1. Org level Human Resources approval required for all salary offers.
2. University Human Resources must the approve salary offer if any of the following criteria are met:
   • The salary is to be above the median zone.
   • If it is a lateral transfer salary increase in excess of 5%.
   • The classification is in an open pay range.

Type of hire	Current salary is below the top of the new median zone	Current salary is above new median zone
Internal candidate to a higher pay level.	If fully competent in the full range of responsibilities for the classification, the salary offer should be consistent with the responsibilities and performance of others within the same budgetary unit, and between the minimum of the market range and the top of the median zone. If not fully competent or with less than full responsibilities, salary offer may be between the minimum of the market range and the bottom of the median zone. Salary offer cannot be below market range minimum.	If candidate’s responsibilities, performance and market analysis support a salary above the median zone, a higher salary may be approved by University Human Resources, not to exceed the market range maximum.
Internal candidate to the same pay level.	University Human Resources suggests a salary increase of 0-5% of current salary Requests for salary increases above 5% may be considered but must be approved by University Human Resources in relation to level of responsibility and performance. May offer a lower salary depending upon level of responsibility, performance and relationship to the median zone.	Salary offer increase of 0-5% of current salary Requests for salary increases above 5% may be considered but must be approved by University Human Resources based upon compelling and validated market analysis and in relation to the level of responsibility and performance, not to exceed the market range maximum. May offer a lower salary depending upon level of responsibility, performance and relationship to the median zone.
Internal  candidate to a lower pay level	University Human Resources suggests no salary increase if current salary is below the top of the new median zone Exceptions may be approved by University Human Resources  in relation to the level of responsibility and performance May offer a lower salary depending upon level of responsibility, performance and relationship to the median zone	No salary increase if current salary is above new median zone Limited exceptions may be approved by University Human Resources based upon compelling and validated market analysis,  and in relation to the level of responsibility and performance, not to exceed the market range maximum. May offer a lower salary depending upon level of responsibility, performance and relationship to the median zone

 

Existing Staff

Career advancement within the current classification

To recognize significant and sustained career advancement within the classification as demonstrated by new duties, new skills, additional key areas of responsibility, expanded scope and/or advanced competency, and where the key areas of responsibility of the current classification still remain the best fit overall for the work performed. (Review Typical considerations in evaluating the correct classification assignment.)

Requests for career advancement adjustments may be initiated by the staff member, the department or jointly, and are submitted to the college/division (org). The department or org may deny a request.

Documentation must confirm sustained performance of new duties, typically for at least six (6) months and continuing into the foreseeable future (Review Career Development Planning and Documentation). The new duties must not have been previously recognized in previous classification and/or compensation decision. In rare situations, departments will have the opportunity to make a compelling case as to why the performance of the new duties for six (6) months should be reduced or waived. This request will need to be included in the remarks section or attached to the Workflow transaction with the career development form. The University Compensation & Classification Unit will evaluate the request and inform the department if an exception to the policy will be granted. In either situation, if it is later determined that the employee is unable to perform the new duties and responsibilities, their salary will be reduced accordingly.

Salary increase of 1-5% for career advancement within the current classification, not to exceed range maximum, and consistent with the responsibilities and performance of others within the same budgetary unit.   (Review Typical considerations in determining salary adjustment amounts for career advancement, promotion/career shift.)

Approval of salary increase

1. Org level Human Resources approval if new salary is below or within median zone, not to exceed one in-classification increase per individual per budget year.
2. University Human Resources must approve:
   • More than one in-classification increase per individual per budget year (regardless of relationship to median zone), or
   • Any salary above the median zone.

Effective date is the 1st day of the month following College/Division approval.

Career promotion to a new classification

To recognize career promotion to a new classification in a higher pay level (whether same or different function/family), demonstrated by significant and sustained changes involving new duties, additional key areas of responsibility, expanded scope, and to the extent that the key areas of responsibilities of a another classification have become the best fit overall for the work performed.  (Review Typical considerations in evaluating the correct classification assignment.)

Requests for career promotion may be initiated by the staff member, the department or jointly and are submitted to the college/division (org). Denial of a request for a change in classification would follow the existing procedures for classification review within the org.

Documentation must confirm sustained performance of new duties, typically for at least six (6) months and continuing into the foreseeable future (Review Career Development Planning and Documentation). These new duties have not previously been recognized in previous classification decisions.

Approval of the new classification by University Human Resources is required to assure the correct University classification is assigned. The procedures for requests, approval and appeal of classification change/review are outlined in the University Operations Manual, Part III Section 3.4.

Salary increase of 1-10% dependent upon relative position to the new median zone and consistent with the responsibilities and performance of others within the same budgetary unit.  (Review Typical considerations in determining salary adjustment amounts for career advancement, promotion/career shift.)

1. If new salary is below or within median zone, the percentage increase may be 5-10%.
2. If the new salary is above the median zone, the percentage increase may be 1-10%, but not to exceed the market range maximum.   If the employee’s responsibilities, performance and market analysis support a salary above the median zone, a higher salary may be approved by University Human Resources, not to exceed the market range maximum.

Approval of salary increase:

1. Org level Human Resource approval if new salary is below or within median zone.
2. University Human Resources must approve any new salary above the median zone.
3. Any lesser salary increase amount proposed due to exceptional circumstances must be discussed with the staff member and approved in advance by University Human Resources, regardless of the salary relationship to the median zone.

Effective date is the 1st day of the month following University HR approval.

Career shift to a new classification

To recognize a career shift to a new classification at the same or lower pay level (whether same or different function/family), demonstrated by significant and sustained changes involving different duties, key areas of responsibilities, changes in scope, and to the extent that the key areas of responsibilities of another classification have become the best fit overall for the work performed. (Review Typical considerations in evaluating the correct classification assignment.)

Requests for a career shift may be initiated by the staff member, the department or jointly and are submitted to the college/division (org). Denial of a request for a change in classification would follow the existing procedures for classification review within the org.

Documentation must confirm sustained performance of different duties, typically for at least six (6) months and continuing into the foreseeable future (Review Career Development Planning and Documentation). The changes in duties have not previously been recognized in previous classification decisions.

Approval of the new classification by University Human Resources is required to assure the correct University classification is assigned. The procedures for requests, approval and appeal of classification change/review are outlined in the University Operations Manual, Part III Section 3.4.

Salary change is dependent upon the type of career shift change, the relative position to the median zone, consistent with the responsibilities and performance of others within the same budgetary unit.   (Review Typical considerations in determining salary adjustment amounts for career advancement, promotion/career shift.)

Type of career shift/classification change	If salary is below or within new median zone	If salary is above new median zone (salary cannot exceed market range maximum)
Career shift/ change to classification at the same pay level	0-5% salary increase	0-5% salary increase, not to exceed market range maximum; if the employee’s responsibilities, performance and market analysis support a salary above the median zone, a higher salary may be approved by University Human Resources, not to exceed the market range maximum
Career shift/ change from Merit classification	0-5% salary increase	0-5% salary increase, not to exceed market range maximum
Career shift/ change from SEIU classification	0-10% salary increase	0-10% salary increase, not to exceed market range maximum;  if the employee’s responsibilities, performance and market analysis support a salary above the median zone, a higher salary may be approved by University Human Resources, not to exceed the market range maximum
Career shift/ change in classification to a lower pay level	No salary increase; salary may decrease depending upon level of responsibility and performance	No salary increase and cannot exceed the market range maximum; salary may decrease depending upon level of responsibility, performance and relationship to the median zone

Approval of salary increases

1. Org level Human Resource approval if new salary is below or within median zone.
2. University Human Resources must approve any reduction in salary or any new salary above the median zone.

Effective date

1. Is the 1st day of the month following University HR approval, unless
2. A Merit-bargaining employee moves to P&S through career shift, then the effective date will be the 2nd of the month due to benefits changes.

Flex pay policy for exceptional performance:

The University’s current Flexible Pay program to recognize extra-meritorious performance will continue under the existing policies and guidelines. There are two types of Flexible Pay: (1) Exceptional Performance Awards, and (2) SPOT Performance Awards. Neither of the awards impact the base salary rate.

Under the current program, an employee may receive up to 10% of their salary in Flexible Pay for Exceptional Performance Awards per fiscal year. If the recommended amount for any individual’s Exceptional Performance Award(s) is over $5,000 in a fiscal year, the recommendation must be reviewed and approved by University Compensation and Classification.

The amount of non-base awards for exceptional performance are not limited or affected by the relationship of the employee’s current salary rate with the relevant market range and median zone.

Market adjustments

Market adjustments for existing staff if there is strong evidence to support a salary increase due to specific triggering event(s) , such as high turnover rates, failed searches, hard-to-recruit for positions, etc. Must be supported by compelling and validated market analysis.

Requests for market adjustments may be initiated by organizations, or departments with org support.

Documentation must include any specific triggering event(s).

Salary increase determined by the level of individual responsibilities, performance and market conditions. University Human Resources will conduct the market analysis and determine if a market adjustment is warranted and the appropriate range of any salary increase for the org and department.

Approval of salary increase --University Human Resources must approve any market adjustment increase outside of the parameters set by the University Human Resources’ market analysis.

Effective date is the 1st day of the month following University HR approval.

Counter Offer

Counter offers may be used to retain individuals in their current positions. Counter offers may be made in regard to a competing job offer within the University or from another employer. The amount of the counter offer must always be consistent with individual’s level of responsibility and performance. Counter offers to retain individual employees do not justify salary adjustments for other similar employees.

Internal counter offer below or within median zone of current position:

1. Hiring department determines salary offer based upon practices outlined under Salary upon a competitive hire of an Internal Candidate.
2. Hiring department makes a salary offer not to exceed the median zone.
3. Employee's current department has the flexibility to make a counter offer up to the hiring department's salary offer, with prior approval at the org level.
4. Neither the employee's current department nor the hiring department can offer more than the hiring department's original salary offer. (no bidding wars)
5. Employee determines if they want to accept the hiring department's offer or accept the counter offer to remain in current position and department.

Internal counter offer above the median zone of the current position:

1. Hiring department determines salary offer based on practices outlined under Salary upon a competitive hire of an Internal Candidate.
2. Employee's current department has the flexibility to make a counter offer up to the hiring department's salary offer, with prior approval by University Human Resources.
3. Neither the employee's current department nor the hiring department can offer more than the hiring department's original salary offer. (no bidding wars).
4. Employee determines if they want to accept the hiring department's offer or accept the counter offer to remain in current position and department.

External counter offers:

1. Current department is provided a signed offer letter or e-mail from an authorized representative of the competing external employer.
2. Employee’s current organization and department determine if a counter offer will be made. Counter offer amounts may be made up to the maximum of the median zone with org approval; any counter offer above the median zone must be approved by University Human Resources.  No counter offer may exceed the amount of the external offer.
3. The department can negotiate with the individual, offering up to amount approved by the org/University Human Resources.
4. Employee determines if they want to accept external offer or internal counter offer.
5. If external offer changes, the same process for approval of the salary rate (described above) will still apply.

Effective date is the day the staff member would have started in their new position.

Interim appointments

Staff member is transferred from their current position number to a vacant position on a time limited basis. Interim appointments will normally not exceed twelve (12) months; however, extensions may be requested from University Human Resources in exceptional circumstances.

If fully functional and competent in the interim classification, salary offer should normally be within the median zone. If not fully competent or with less than full responsibilities, salary offer may be between the minimum of the market range and the bottom of the median zone; salary offer cannot be below market range minimum. Exceptional circumstances may place the salary above the median zone, but not to exceed the market range maximum.

All interim salary rates require prior approval by University Human Resources. At the end of the interim appointment, the staff member's salary and position title will revert to their former appointment. Any salary increases that the staff member would have received in their former appointment will be included when determining their salary at the end of this interim appointment.

Effective date is the day the staff member transferred into the vacant position. At the end of the interim appointment, the staff member's salary and position title will revert to their former appointment. Any salary increases that the staff member would have received in their former appointment will be included when determining their salary at the end of this interim appointment.

Administrative differentials

May be used to recognize a time limited assignment of additional administrative duties without transferring to a different position number. The key areas of responsibility may be at the same or a higher classification and pay level. An administrative differential will normally not be applied for more than twelve (12) months; however, extensions may be requested from University Human Resources in exceptional circumstances.

Administrative differential may be below or within median zone. Upon approval by University Human Resources, additional increases in the administrative differential may be provided within the same budget year if the salary is still below or within the median zone.

All administrative differential salary increases require prior approval by University Human Resources. When the assignment ends, the staff member's salary will revert to their former amount. Any salary increases that the staff member would have received in their regular role will be included when determining their salary when the assignment ends. UI Health Care Departments must designate the administrative differential salary increase as OACT "160" in the MFK funding source.

Effective date is the day the staff member assumed the additional responsibilities.

Last updated February 2013