Staff Salary Changes, Other Than Performance Management

Procedure no. IV-3a
Effective date: 01/01/2008
Related Policy: III-2, IV-3

Goal: To provide a mechanism for handling changes to compensation outside of normal performance review.

Administrative Approval
For Staff: Supervisor and Compensation office
For Faculty: N.A.
For Student Employees: N.A.

Functions Impacted
Human Resources
Payroll>>

Detailed Procedures

A performance increase via the annual Performance Management process is the usual mechanism for rewarding performance and adjusting salaries.  Situations that cannot be adequately addressed through a performance increase may need to be addressed by means of (1) an equity increase, (2) a promotional increase, (3) performance increase at time of transfer or (4) an interim assignment.

  1. Equity Increase: If the departmental salary budget permits, a supervisor may recommend a one-time equity increase for an employee.  Specific reasons must apply to warrant the equity increase such as an inadvertent pay discrepancy with an employee who has long service in the present position but who remains lower than other incumbents in the salary range due to changes in the hiring rate.

    The request must be initiated by the supervisor, submitted to his/her supervisor for budget approval, and submitted to the Compensation Office for review and concurrence.  When the adjustment has been approved, the supervisor may communicate the increase to the employee.  The Compensation Office will initiate the necessary paperwork to authorize a payroll change.  Generally, the adjustment will be effective on the first of the month.  No retroactive payments will be made, so supervisors must submit their requests in a timely manner.

  2. Promotional Increase:
    1. In-position promotion:  Occasionally employees may be promoted because the position they hold is upgraded.  Therefore, the supervisor may request an in-position promotion without posting the position.  The supervisor must submit a job description with a written explanation of the change in duties.  The change must show increased responsibility to warrant a salary grade change.  The supervisor must obtain approval from the Dean or Department Head and submit the request to the Compensation Office for review and concurrence.  The effective date will be the first of the month following the approval date.
    2. Upon transfer, an employee who is selected as an internal candidate for a new position may be moving into a position that is a higher salary grade than the employee's current position.  The hiring supervisor in consultation with the Employment Specialist must verify that the employee's salary is within the range and/or must prepare a request for a promotional increase.

      The request must be initiated by the hiring supervisor and submitted to his/her supervisor for budget approval.  When the adjustment has been approved, the supervisor may proceed with the offer of employment in the new position at the increased rate of pay.  No retroactive payments will be made, so supervisors must submit their requests in a timely manner.

  3. Special Salary Adjustment:  A supervisor may request a special salary adjustment for an employee to recognize the assumption of significant new duties due to the elimination of a job, or to recognize some extraordinary accomplishment or major achievement.  These types of adjustments must be authorized by the appropriate Vice President, Dean, or Department Head and supported by the Office of Compensation in order to be processed.

  4. Performance increase at time of transfer:  A transfer of an employee to a new position in the same salary grade level generally does not warrant an increase unless the employee is being considered at the same time for an annual salary review.  It is normally appropriate for the hiring supervisor to contact the releasing supervisor with regard to an up-to-date performance management review.  This process is handled using the Performance Management and Salary Review addendum. See Procedure III-2a, Performance Management.

  5. Interim assignment:  The department must submit an additional pay request form to the Compensation Office for approval prior to the scheduled work (assignment). The request should include the employee's name, current supervisor and department, the proposed project and duties, project manager, and proposed payment amount. The Compensation Office will review the project and appropriate pay methods within the federal wage and hour law and will work with the department to establish an approved payment plan. The documentation will be placed in the employee's personnel file in the Department of Human Resources. It is the employee’s responsibility to discuss the additional work with the current supervisor and ensure that it does not interfere with their regular, primary job. The employee may begin work once the approvals and consent are confirmed in the Compensation Office. The department will submit a payment request in HCM per the approved payment plan. From the HCM payment requests, the Compensation Office will review the employee's personnel file to verify and approve the payment.