Salary Administration & Guidelines
TABLE OF CONTENTS
I. PURPOSE AND SCOPE
II. RESPONSIBILITY FOR ADMINISTRATION
III. USE OF CLASSIFIED TITLES
IV. APPOINTMENT RATES
V. PAY INCREASES
VI. PAY UPON DEMOTION
VII. LATERAL TRANSFER
VIII. PAY FOR PART-TIME AND TEMPORARY EMPLOYMENT
IX. BUDGET
LIMITATIONS
X. UGA PAY PLAN
PAY PLAN FOR CLASSIFIED EMPLOYEES
I. PURPOSE
AND SCOPE
The purpose of the
plan is to establish and maintain a pay system for administrative and
non-administrative classified employees which is equitable and uniform and
which will enable the University to attract and retain highly qualified
employees. This plan includes the
classification code, classification title, pay range number, and the minimum
and maximum rates of the pay range for each classification contained in the
Any request for exception to the provisions of the pay
plan, or to the salary ranges contained herein, must be submitted in writing to
the Office of Human Resources for approval.
II. RESPONSIBILITY
FOR ADMINISTRATION
A. Dean,
Director or Department Head
The primary responsibility for the administration of the
pay plan rests with each Dean, Director or Department Head. These persons shall initiate requests for
classification action on new positions and for reclassification action on
existing positions.
B. Office of
Human Resources
The following shall be the responsibility of the Office of
Human Resources:
1. Classification of new positions and
reclassification of existing positions.
2. Establishment of
new classes for administrative and non-administrative classified positions, the
elimination of existing classes, and the revision of specifications for
classified positions.
3. Conducting
periodic wage and salary studies to insure that the University’s pay structure
is competitive and uniform.
III. USE OF CLASSIFIED TITLES
A. Minimum and
Maximum Salary
The assignment of a position to a classification determines
the minimum and maximum salary for incumbents filling the position.
1.
A pay range is structured to provide a minimum and a maximum
salary.
2. The progression of an employee within a pay range shall depend primarily on the work performance of the employee and the availability of funds.
B. Official Classification Titles
Official
classification titles as listed in the pay plan (Schedules III, IV, V, VI, and
VII) shall be used on all personnel documents and payroll records and in the
preparation of the operating budget.
Working titles for internal department use should be used by departments
only for purposes other than official Personnel, Payroll or Budget documents.
IV. APPOINTMENT RATES
A. New Employees
A new
employee usually shall be appointed at the starting rate of pay for the
classification to which the position has been allocated.
B. Exceptions
Exceptions
may be made to allow an initial appointment in excess of established starting
rates as indicated below:
1. Appointments may
be made at a rate up to 15 percent above the starting salary for the
classification based on the employing unit’s evaluation of the applicant. Prior
approval by the Office of Human Resources is not required if funds are
available in the budget for the position.
2. Based on an
applicant’s special qualifications or due to extenuating circumstances, the
budgetary head may recommend a higher rate of pay within an applicable pay
range. If this is the case, complete
justification should be submitted in writing to the Office of Human Resources.
In such cases, no commitment may be made to a prospective employee until
written authorization is received from the Office of Human Resources.
3. After a
reasonable effort has failed to provide qualified applicants for vacant
positions in a particular classification, the Office of Human Resources may
determine that a rate higher than 15 percent above the scheduled starting rate
should be adopted to appoint a new employee.
C. Trainee
For certain classes of work in which the formalized training period is of unusual duration, and the needs of the University can best be met by placing an individual in a training capacity, and upon recommendation of the Budgetary Head, the Associate Vice President for Human Resources may designate such position as a
“TRAINEE’ position.
Appointment to a “TRAINEE” position shall be at a starting salary range below
the minimum rate established for the classification. The specific salary range
will be determined by the Associate Vice President for Human Resources in
consultation with the Appropriate Budgetary Head.
D. Student Employment Rates
The
V. PAY INCREASES
An
employee may receive a pay increase by means of a salary increase or by a
promotion.
A. Salary Increase
A salary
increase is an advancement in salary within the same
range.
1. Salary
increases shall become effective at the next authorized adjustment date.
2. Salary increases
shall be initiated by the head of a department or budgetary unit.
B. Salary Increase above
Annual
merit increases for employees whose salaries exceed the pay range maximum are
subject to the Budget Department’s Salary Increase Guidelines.
C. Promotions
1. An employee
shall be promoted when:
a) The employee is
transferred to a position in a classification with a higher pay range; or,
b) The employee’s
position is reclassified to a classification having a higher pay range.
c) The employee’s
position classification is assigned to a higher pay range.
2. Promotions
may occur within a department or between departments.
D. Pay Upon
Promotion
1. When an
employee is promoted to a classification with a higher pay range, a salary
increase may be granted in an amount calculated in one of three ways:
a) Up to the minimum
of the new classification; or,
b) Up to 10 percent
above the employee’s current salary; or,
c) Up to base plus 15 percent of the pay range
assigned to the position to which the employee was promoted. This option should
be used only when the employing unit determines that an applicant from outside
the University with similar qualifications to the promoted employee would have
been hired at a rate above the base for the classification.
All
promotions and related salary increases are contingent upon the availability of
funds. If the amount budgeted in a position exceeds the highest amount as
calculated in any of the three methods described, the excess amount may not be
used in compensating the promoted employee.
2. When a
promotion is effected through the reclassification of an employee’s present
position to a classification with a higher pay range, or when the
classification is assigned to a higher pay range, that employee is eligible for
a promotional salary increase (as calculated in V.D.1a, b, c above) to begin on
the effective date of the reclassification. The salary must be brought at least
to the minimum rate for the new position at that time. The employee also
remains eligible for an annual merit increase in addition to the promotional
salary increase.
3. In either
method of promotion, if the employee’s current salary is equal to or greater
than the base of the higher graded position, the employee is eligible for a
promotional salary increase, calculated as described previously, but no
increase is required.
VI. PAY
UPON DEMOTION
A. An employee shall be demoted when:
1. The
employee is placed in a different classification having a lower pay range;
or,
2. The
employee’s position is reclassified to a classification having a lower pay
range.
B. Pay Policy
In
case of a demotion of the type stated in A- (1) above, an employee’s pay may
remain unchanged or reduced at the discretion of the Department Head. In case
of a demotion of the type stated in A- (2), an employee’s salary should not be
reduced.
VII. LATERAL TRANSFER
A. An employee shall be laterally
transferred when:
1. The
employee is moved to a position in the same classification or to a position in
another classification having the same pay range.
2. The
employee’s position is reclassified to a different classification having the
same pay range.
B. Pay Policy
An
employee shall not be eligible for a salary increase at the time of a lateral
transfer.
VIII. PAY
FOR PART-TIME AND TEMPORARY EMPLOYMENT
Pay for
part-time and temporary employment in a position shall be equivalent to the
rate of pay for full-time employment in similar positions. Under extenuating
circumstances, a part-time or temporary employee may be paid at a varying rate
with written approval of the Office of Human Resources.
IX. BUDGET
LIMITATIONS
The implementation of policies and procedures pertaining to payment of salaries is contingent upon funds being available. Authorization may not be given to exceed the
budgeted rate for any position regardless of the classification and/or pay range.