E 1
Statement of Policy
E 2
Position Classification and Pay Grades
E 3
Starting Salaries
E 4
Annual Merit Increases
E 5
Pay for Market Adjustments
E 6
Pay Upon Transfer
E 7
Pay Upon Demotion
E 8
Pay Upon Promotion
E 9
Pay Upon Reassignment
E 10
Pay Upon Reclassification
E 11
Pay in an Acting Capacity
E 12
Supplemental Pay
E 13
Night Shift Differential
WAGE AND SALARY ADMINISTRATION
E 1.1
Statement of Policy
It shall be the policy of the University to compensate its employees in the most equitable and competitive manner possible within the confines of its budget. In pursuit of this objective, the Department of Human Resources will conduct periodic salary surveys, on an approximate five year cycle, in relevant job markets, and maintain a classification system for all non-exempt and exempt positions. Position bases and market estimates will be available through Human Resources and will be on reference at the Main Library. The policies and procedures of this section apply to all regular, part-time and full-time classified positions, grant part-time and full-time classified positions recommended by the Director of Human Resources and approved by the President.
PLEASE NOTE: FOR PURPOSES OF SUCCINCTNESS, MASCULINE PRONOUNS ARE USED THROUGHOUT SECTION E. UNLESS THE CONTEXT CLEARLY INDICATES THE CONTRARY, SUCH MASCULINE PRONOUNS ARE INTENDED TO REFER TO BOTH MALES AND FEMALES.
POSITION CLASSIFICATION AND PAY GRADES
E 2.1
The Human Resources Department is responsible for maintaining the University's position classification system. The purpose of this system is the establishment of appropriate relationships between positions and ranges of compensation.
E 2.2
Assignment to a particular classification and pay grade will be accomplished through a review conducted by the Human Resources Department. Factors evaluated include: difficulty of duties, level of responsibility, working conditions, and the education, training, experience, and skills required in the position. Work load and volume of work are not included in the evaluated factors.
E 2.3
Each classified position will be assigned to a pay grade.
E 2.4
The base rate represents the minimum of the pay range. The base rate is normally starting rate for a new employee, however, starting salaries may be adjusted based upon Section E3; it may also be the rate at which a current employee starts upon promotion into a new classification and pay grade.
E 2.5
The base rate for each pay grade will be increased by the amount of the general increase whenever general increases are granted.
STARTING SALARIES
E 3.1
Before a new or existing but vacant classified position is to be filled, the starting salary will be approved by Human Resources in conjunction with the hiring officer and appropriate vice president.
E 3.2
In most instances the starting rate will be determined by the current published salary table established for the position. In most cases the entry pay rate will be the base rate for the position.
E 3.3
Under certain conditions an employee may be started at a rate greater than the base rate. The request for a pay rate adjustment must identify the source of funding for the proposed adjustment.
E 3.4
Written justification for a starting rate greater than the base rate must accompany the request by the Hiring Official to Human Resources, allowing sufficient lead time for Human Resources to assess the justification and make a recommendation. Such justification must clearly establish the following:
A. A definite need for the position to be filled by an individual possessing a level of education, training, experience, or skill beyond that which is normally required to perform satisfactorily the duties of the position.
B. Conclusive support that the desired candidate does in fact possess the requisite level of education, training, experience, or skill.
C. Market conditions make it difficult to fill the position at the base rate with a candidate with the requisite level of education, training, experience, or skill.
E 3.5
Human Resources' recommendation for adjustment to starting salaries should include an assessment that the employment of the desired candidate does not result in discrimination against, nor have an adverse impact upon members of any race, sex, or ethnic group.
E 3.6
Approval by the President is required only when the position is publicly advertised at a rate higher than the base rate.
ANNUAL MERIT INCREASES
E 4.1
Annual pay increases will be merit increases. Annual increases are contingent on funding availability.
E 4.2
The President of the University, through delegated authority from the Board of Regents, has responsibility for determining the extent and type of annual pay increases. The determination of the extent and type of the annual pay increase shall include consultation between the President and President's Cabinet. If authorized, such increases generally become effective on July 1 of each year.
E 4.3
A merit increase will be distributed in the form of a percentage and is reflected as an increase in base salary.
E 4.4
Merit will be awarded based on the following:
1. Each employee should be evaluated on his/her own merits and achievements of job-related objectives, rather than in comparison to co-workers. Performance reviews should not encourage competition between employees.
2. The timing of the performance review process should occur as closely as possible to the awarding of the merit increases in order to maximize the impact of rewarding meritorious performance.
PAY FOR MARKET ADJUSTMENTS
E 5.1
It is recognized that the market in which the University compares salaries for positions will vary based on the position level.
E 5.2
The following markets will be used for the appropriate levels:
Administration National Market with market-driven salaries
Directors National/Regional market
Professional/Managerial Regional/Local market
Non-exempt Local market
E 5.3
The following surveys will be used as a starting point for salary comparison to market:
Administration
CUPA (in addition, where appropriate, units may consider association surveys in the determination of market figures.)
Directors CUPA, CUPA subset
Professional/Managerial CUPA, CUPA subset, Mercer Midwest, Mercer Greater
Cincinnati
Non-Exempt
Mercer Greater Cincinnati, Northern Kentucky Human Resource Association, Hay, Associated Kentucky Industries.
E 5.4
A target of 90 percent of market for salaries is appropriate considering the benefit levels of the University. The President of the University, through delegated authority from the Board of Regents, is responsible for determining the extent of the market adjustment and the availability of funding for such an increase. The determination shall include consultation between the President and the President's Cabinet. If funding is available, market adjustments shall be effective on July 1 of each year.
E 5.5
Human Resources will use the survey results every five years to determine if the University is continuing on or near the target.
PAY UPON TRANSFER
E 6.1
If an employee is transferred to a position within the same grade, the rate of pay in the new position will be the same as the employee's current rate of pay. A market adjustment will be considered only if the transfer occurs into a market sensitive position. In no event will such a lateral transfer result in either an increase or a reduction in pay. Transfers shall not jeopardize an employee's eligibility for annual increases.
PAY UPON DEMOTION
E7.1
Upon the recommendation of the Major Department Head and the concurrence of Human Resources, an employee who is involuntarily demoted may be reduced in salary to a point not less than the base rate for the new position. In addition, the employee will be ineligible for the next subsequent annual increase, unless specific exception is made by the Major Department Head.
E 7.2
The above provisions will also apply to a demotion which is voluntarily initiated by the employee.
PAY UPON PROMOTION
E 8.1
Upon promotion, an employee's salary will be increased to no less than the base rate for the new position.
E 8.2
Subject to the approval of Human Resources and the Major Department Head, the employee's salary may be raised above the base rate for the new position. The request for a pay rate adjustment must identify the source of funding for the proposed adjustment. Criteria outlined in Section 3.4 will be used as a guide to determining if the employee's salary should be raised above the base.
In cases where a promotion occurs on or within one week of the effective date of an annual increase, for purposes of salary increase calculations, the annual increase shall be considered as occurring prior to the promotion.
E 8.3
A pay increase upon promotion shall not jeopardize an employee's eligibility for annual increases.
PAY UPON REASSIGNMENT
E 9.1
Upon lateral reassignment, an employee's salary will not be changed.
E 9.2
In cases where reassignment results in either an additional or a reduced level of responsibility, salary adjustments will be made in accordance with the provisions of Pay Upon Promotion or Pay Upon Demotion as appropriate, with the exception that final approval must be obtained from the President.
PAY UPON RECLASSIFICATION
E 10.1
If a reclassification of a position results in the position being moved to a higher pay grade, the pay of the employee(s) in the position will be increased to the greater of: (a) the base rate of the higher pay grade (starting rate for exempt positions), or (b) a rate of approximately 4% above the employee's current rate for each pay grade the position's classification is adjusted upward. Unless specific exception is made by the Director of Human Resources , the new pay rate may be no greater than the average salary for employees in the higher pay grade. Determination of the increase is based on the employee's longevity, past merit increases and equity within the department.
E 10.2
If a reclassification of a position or a series of positions results in position(s) being moved to a lower pay grade, the pay of the employee(s) in the position(s) will not change.
E 10.3
The effective date of an employee's pay adjustment resulting from reclassification shall be determined by Human Resources . Ordinarily, for employees in positions which are reviewed individually, the pay adjustments will become effective on the first day of the first pay period following final approval of the reclassifications. For employees in positions reviewed as part of a series review, pay adjustments shall become effective on the date of the next annual pay increase following final approval of the reclassifications.
E 10.4
Typically, reclassification adjustments are effective at the beginning of the quarter following approval.
PAY IN AN ACTING CAPACITY
E 11.1
No additional pay will be granted to a current employee who is authorized to serve in an acting capacity if either the position is in the employee's same pay grade or the period of time the employee will serve is expected to be less than four (4) weeks.
E 11.2
If, however, the position is in a higher pay grade and the period of time is expected to be at least four (4) weeks, the acting assignment may require additional pay. Under these conditions the employee's salary will be no less than the base rate for the position in which the employee is acting.
E 11.3
Subject to the approval of Human Resources and the Major Department Head, and prior to the employee assuming any of the duties, the employee's salary may be raised above the base rate of the employee's current salary based on criteria outlined in Section 3.4. The request for a pay rate adjustment must identify the source of funding for the proposed adjustment. The amount of this adjustment is contingent upon approval of Human Resources and the Major Department Head and may reflect special market conditions or mitigating circumstances.
E 11.4
If returned to his former position after serving in an acting capacity, the employee will be paid his former rate, adjusted by any annual increases which may have been granted during the acting period.
E 11.5
The additional monies will be paid in such a way as to be distinguished from the employee's base pay while maintaining the most favorable tax climate for the employee.
E 11.6
There is no limit of time for which a person can receive pay in an acting capacity.
SUPPLEMENTAL PAY
E 12.1
There may be occasions where a current employee may be the most appropriate person to undertake a specialized assignment on a temporary basis and supplemental payment is appropriate. Supplemental payment is appropriate only when the content of the special assignment is added to 100% of the current normal assignment.
E 12.2
When requesting supplemental pay, an agreement must be submitted by the employee's supervisor, the requesting supervisor (if different) and the employee and routed for approval to Human Resources, through the appropriate Vice President(s). The assignment agreement must contain the hours of work required and the estimated rate per hour or flat fee in accordance with the University's wage and salary structure, as approved by Human Resources.
12.2.1
The assignment cannot commence until the request has been approved by Human Resources.
E 12.3
The total supplemental pay which an employee may receive during a fiscal year shall not exceed (25) percent of the employee's base annual salary for the fiscal year.
E 12.4
Supplemental pay does not encompass pay for "Acting" or assigned overload.
E 12.5
In an instance where supplemental pay is requested, the following criteria must be satisfied and articulated in the request for supplemental pay before the assignment can commence:
A. The assignment must clearly serves the best interest of the University.
B. The assignment is clearly beyond the scope of the specific duties of the employee's regular position that is performed during the employee's normal working hours.
C. The assignment to be performed is at a time totally separate and apart from the employee's normal and usual working hours, such as teaching a night or continuing education class or teaching a day class if a night shift employee. If a full-time University employee teaches part-time during regular University working hours, this does not normally qualify for supplemental pay. (This limitation is currently under review pending 5-1-97 resolution.)
D. The assignment will not interfere with the performance of regularly assigned teaching, research, service, administrative or other duties.
E. The assignment is of a special and infrequent nature, making it unfeasible to hire a temporary employee.
F. The assignment involves performing a significant part of the duties of a position in a higher pay grade for longer than four weeks. In this instance the employee does not qualify for "pay in acting" because the employee is not performing all of the duties of the position. Significant duties may include decision-making responsibilities, relocation to another office, supervision or additional non-student employees, and significant additions to an employee's regular responsibilities.
G. The assignment does not pose any "conflict of interest" among the employee, the University, and any third party such as grant funds. An employee may not be paid supplemental pay for participation in programs which serve the same clientele as that which the employee was employed to serve. If a University employee desires to act as a project director on a grant, then an allocation of the existing University salary will be reduced and the percentage of the project charged to the grant. Grant funds are University funds and are allocated according to the University's Policies and Procedures.
E 12.6
A University employee with appropriate supervisor approval may elect to take accrued vacation time for working on a supplementally compensated assignment.
E 12.7
Because of the importance to the daily operation of the University of persons holding executive, administrative, and managerial positions, these persons are limited in supplemental pay activities.
E 12.8
Non-exempt employees are paid on an hourly basis for hours worked. Hours worked in excess of 40 hours per week must be compensated at time and a half. Time worked on supplemental assignments is not a separate entity but a combination of the regular job and supplemental duties and will be computed as such.
NIGHT SHIFT DIFFERENTIAL
E 13.1
Night shift differential is intended to compensate employees for working during shifts generally recognized as occurring substantially later than or prior to, the normal University hours of operation.
E 13.2
Night shift differential shall be paid to classified employees working 2nd shift (employees scheduled to work four (4) or more hours after 4:30 p.m.) shall receive $.40 per hour shift differential.
E 13.3
Night shift differential shall be paid to classified employees working 3rd shift (employees scheduled to work four (4) or more hours after 10:00 p.m.) shall received $.50 per hour shift differential.
E 13.4
Night shift differential is to be paid only for HOURS ACTUALLY WORKED. Holiday, vacations, sick leaves, funeral leaves, jury duty, etc. are not computed for shift differential.
E 13.5
The University's shift differential encompasses only 2nd & 3rd shift work and is not intended for day shift weekend premium nor for coming in early or staying over on day shift.