1. Prior to offering an opportunity for additional compensation to an existing employee, the department should refer to UPPS 04.04.12. - Compensation in Excess of Base Annual
2. Contact Human Resources for guidance
3. Be aware of the restrictions and method of correct compensation in accordance with the Fair Labor Standards Act (FLSA), state law, and university policy.
If wishing to compensate a current exempt employee who is also performing exempt level job duties in a situation outside their normal position, additional compensation is paid by a lump sum Stipend payment. The department must complete a Special Payment PCR, indicating in the comments section the date, time worked and an explanation of the duties performed. If the employee performed the additional duties during their normal day, the time away should be covered by use of vacation or state compensatory time to avoid dual compensation for the same period of time. Please keep in mind that Human Resources will be review the job duties and compare them to the GOJA or job description for the employee’s current position. We have returned PCRs in instances where the department has attempted to pay an employee additional compensation for work that is already a part of their regular job. In these instances the stipend PCR may be rejected.
If wishing to compensate a current non-exempt employee for additional job duties performed outside of their normal position, compensation must be paid by use of the Event Work Hours option in time entry. Consistent with federal law and university policy, a non-exempt employee cannot receive a lump sum stipend payment. Any hours worked on the additional assignment must be recorded on a paper timesheet, certified by the employee’s signature as being true and accurate, and approved by the supervisor who is responsible for funding the additional employment. The paper timesheet is then sent to the time administrator for the employee’s main appointment for completion of the designated time and dates. Upon selection of the Event Work Hours option (code 0130), the time administrator will have the ability to enter the cost center/internal order and fund of the correct funding source. Dates and hours must accurately reflect the actual number of hours worked and the department is to never falsify the time entry to reach a pre-determined amount. Doing so may be a violation of state law and university policy. Payment is determined by paying time and one-half x the employee’s hourly rate (based on their current annual salary)
Compensation for additional work performed cannot exceed more than 25% of the staff employee’s base annual salary each fiscal year.
Managers must contact HR prior to any offer of additional employment or compensation.
A reclassification requires a job audit from Human Resources to determine the appropriate job title for the assigned duties and responsibilities. A reclassification is a technical adjustment of a position’s title to ensure that the job title adequately describes the job duties and responsibilities performed by the employee. An audit also ascertains the appropriate FLSA overtime status and EEO category. A promotion does not require an audit and is based on merit and an employee’s performance. A promotion can occur when the department has a vacant position to promote an employee into. Occasionally an audit is needed to create a new position into which the department can promote an employee.
HR needs a requisition sent through administrative channels via the EASY system. The requesting department needs to add the GOJA, organizational chart, and justification memo to the requisition. Once the requisition and attachments are received by HR the audit is placed on our schedule. Audits are handled in the order in which they are received.
HR has developed a degree validation process that assists in determining whether or not a degree is an absolute bona fide requirement of the job. When a degree is requested HR will e-mail a copy of the degree validation form to the hiring department prior to the position being posted. A validation process is completed to ensure that the university’s minimum job requirements are valid and are based on verifiable and validated knowledge, skills and abilities. Most staff jobs do not require a degree as a bona fide occupational qualification (BFOQ) and the knowledge, skill and ability that it takes to perform the critical functions of most jobs can be acquired through means other than a college degree. In most cases, the degree will be placed under “preferred” in the job posting.
UPPS 04.04.11 states: A transfer means a change to another position with the same or lower pay grade minimum salary.
UPPS 04.04.11 states: Promotion Compensation-means a change to a position title in a higher pay grade.
NOTE: Whenever an employee is promoted, the department head is encouraged to ensure that an employee receives a promotion increase of at least 15% over the employee’s salary before the promotion consistent with 1) and 2) (below) of this section as appropriate. However, the employee’s salary cannot exceed the Pay Plan maximum for the new position.
University policy provides for pay increases in several ways: University Longevity Pay, Market adjustments, and Merit pay. University Longevity is awarded every two years of employment for up to 4 times based on the employee’s hire date. Each increase is 1.5%. Some personnel actions (reclassifications, promotions, etc) increase the number of ULP increases an employee may receive by resetting their ULP calendar and making them eligible for 4 additional ULP increases. In addition, Human Resources provides management with recommendations to update the university’s pay plan which may also result in a pay increase for those employees who fall below the new pay plan minimum. Merit pay is available most years with employees who score at least a 301 on their latest performance appraisal being minimally eligible. A merit increase is discretionary and it is up to the immediate supervisor and the department’s chain of command to determine the amount of merit increase to grant an employee. In addition, supervisors may grant a pay increase with appropriate approvals through administrative channels at any time as a “salary adjustment.”
No. The university currently has a smoking policy in place which permits smoking in limited locations on campus and within specific guidelines. The university also provides for work breaks to be taken throughout the day which employees can utilize to smoke in given locations on campus. Additionally, our applicant screening process is based on an analysis of an applicant’s knowledge, skill and abilities (KSAs) compared to the KSAs posted in the job vacancy advertisement. Since “smoking” or “non-smoking” is not considered a knowledge, skill or ability it cannot be used to screen out applicants. Determining the smoking preference of an applicant would be difficult during an interview or by reviewing their application. All of these issues argue against posting a job vacancy with “non-smoking” as a minimum entry requirement or preference.
The FLSA provides guidance related to attendance at conferences and training events. This guidance is summarized below.
Time need not be counted as hours worked if all of the criteria listed here are met:
If these criteria are not met the time spent in attendance at a training event, conference or workshop is considered compensable time.
Remember, training that is 1) involuntary, 2) related to the employee’s job, and 3) approved by the manager is considered compensable work time.
Travel time to attend mandatory training is mostly compensable. We have a compensable travel time chart available for your reference:
HR attempts to complete audits as soon as possible, but due to work load and audit volume we anticipate 2 to 3 work weeks after receipt of all of the required documentation. Audits are handled in the order received. Currently HR is completing most audits within 5-6 work days.
Yes. Every regular staff employee on campus must create and maintain a GOJA for their position. Changes may be made as necessary throughout the year. The department must send a signed copy of the GOJA that is used in the performance appraisal process to HR and must maintain a copy in their departmental files. HR only needs the final signed copy that is used as part of the performance appraisal process. Other copies that are produced by the department throughout the year may be maintained in the departmental files.
No. HR only needs a copy of the final signed GOJA that is used as part of the performance appraisal process.
Every requisition that is sent through administrative channels for a job audit must be approved by the appropriate vice president and the budget office. The vice president approves the audit request, but not the audit result requested by the department. The budget office approves funding for the audit result, either for the new position or to fund any proposed increase as the result of a reclassification audit.