Advancement Within Zone
Using the online job description unit leadership reviews and updates the job description and determines that the addition of duties, assignments, or employee competencies warrants advancement within the zone. The increase and rationale for this increase are documented in the Salary Considerations Section of the job description.
HR must be consulted on any advancement actions.
Promotion to a Higher Zone
Using the online job description unit leadership reviews and updates the job description and, upon reviewing the Zone Placement Matrix, determines that the addition of duties, assignments or responsibilities warrants promotion to a new zone.
HR must be consulted on any promotion actions.
Market or Equity Adjustments
If unit leadership feels that staff pay is out of alignment with the market, or that internal pay equity issues exist, they are encouraged to contact HR to initiate a review of staff compensation. The rationale for market adjustments, including counter offers, and equity adjustments must be documented on a Salary Determination Form. Market adjustment requests should identify the applicable market comparisons. Outside offers should be verified by the department prior to submission of request. Equity adjustment requests should specify which individuals/jobs are being compared and how are they comparable. These pay increases require HR concurrence.
Performance or Merit
Performance increases may be given on January 1 and July 1 for 12-month employees, and at the beginning of the academic year and beginning of the second semester for academic year employees. Performance increases may not exceed 10% of an individual's salary within a fiscal year. Performance increases require approval of the appropriate dean or director and vice chancellor.
Temporary Responsibility Pay/Overload
Temporary pay increases may be appropriate when an employee assumes additional duties beyond their regular job responsibilities. These increases recognize short-term, temporary changes in workload or duties.
- A temporary pay increase of up to 10% may be considered for additional duties at a similar classification level. Hourly, non-exempt employees are expected to utilize overtime or compensatory time in most situations.
- If the additional duties align with a higher classification level, a temporary increase of up to 20% may be warranted.
Requests for temporary responsibility or overload pay must comply with all requirements of Executive Memorandum 19 (EM19).
- Temporary responsibilities must be approved in advance of the work being done per EM19.
- Proposed temporary pay change requests must be submitted using the Salary Determination Form and require review and approval by the HR Classification and Compensation team.
Limitations
Salary increases for the purpose of advancement, promotion or performance may not exceed 2 occurrences in a fiscal year without prior approval from HR. Salary increases from the Legislature are not included in this limitation.
HR may intervene in a salary offer if it in any way creates a legal liability for the university. HR may stop a pay change for an existing employee or change the amount if they determine that the change amount will create a legal liability for the university.
Reduction in Pay
Reductions in pay may either be voluntary or involuntary. Specifically:
- Voluntary Reduction may occur when an employee either accepts or requests a decrease in pay. This may be as result of reclassification or placement in another position. If the employee remains in same position, a revised online job description must be approved prior to salary reduction. HR provides consultation/review prior to effecting the action.
- Demotion will occur if a corrective action or disciplinary reduction in job assignment results in a decrease in pay. A revised online job description must be prepared, and HR must approve the reduction in pay action prior to employee notification or changing of pay.