Hiring Salary Determination
Base Salary Increases
How does it work?
Applied to salary of an employee to compete with external job offer.
Guidelines based upon University policies, procedures, and practices
Applied in the form of an increase to base salary. Increase may be given up to the external offer but should not exceed the maximum of the job classification pay range. External offer letter required with salary adjustment request. Salary determination may vary by Division. Approval from appropriate VP required.
Department Responsibility
Department submits ePAF+ transaction with pay change, selects "Counter Offer" as reason and provides comments. Department provides counter offer letter and/or memo for verification to Compensation/Classification. Consult Division Budget Manager for availability of funds.
How does it work?
Rewards employees for sustained superior performance as measured by pre-established goals.
Guidelines based upon University policies, procedures, and practices
Awarded in the form of an increase to base salary as approved by the department and Compensation/Classification. The increase in salary must be equitable and consistent with past pay practices. Employees receiving this pay should have an above performance standards (USPS) or above satisfactory (A&P) rating or better on their previous year's performance appraisal and have completed any required probationary period. Justification must accompany salary increase request. Approval requirements and salary determination may vary by Division. During times of budget constraints, pay changes and/or additives may be approved as less than recommended or requested.
Department Responsibility
Department submits ePAF+ transaction with pay change, selects "Merit Pay" as reason and provides comments. Department provides justification memo for verification to Compensation/Classification. Additional information may be required. Consult Division Budget Manager for availability of funds.
How does it work?
Rewards employees for achieving meaningful growth milestones such as competency development from related education, advanced training or degrees related to their position's current job responsibilities.
Guidelines based upon University policies, procedures, and practices
Awarded in the form of an increase to base salary as approved by the department and Compensation/Classification. The increase in salary must be equitable and consistent with past pay practices. Consult with Compensation/Classification regarding approved verification documentation. Justification must accompany salary increase request. Approval requirements and salary determination may vary by Division. During times of budget constraints, pay changes and/or additives may be approved as less than recommended or requested.
Department Responsibility
Department submits ePAF+ transaction with pay change, selects "Development Pay" as reason and provides comments. Department provides justification memo for verification to Compensation/Classification. Additional information may be required. Consult Division Budget Manager for availability of funds.
How does it work?
Recognizes employees for the permanent assignment of increased level of responsibilities that fall within the scope of their position's current job classification OR reclassification of a position to a different job classification with an increased level of responsibilities.
Guidelines based upon University policies, procedures, and practices
Awarded in the form of an increase to base salary as approved by the department and Compensation/Classification. The increase in salary must be equitable and consistent with past pay practices. Justification must accompany salary increase request. Approval requirements and salary determination may vary by Division. During times of budget constraints, pay changes and/or additives may be approved as less than recommended or requested.
Department Responsibility
Department submits ePAF+ transaction with updates to position description content items and pay change, selects "Increased Responsibilities" as pay change reason and provides comments. Additional information may be required. Consult Division Budget Manager for availability of funds.
How does it work?
Salary adjustment to address market conditions outside of the University
Guidelines based upon University policies, procedures, and practices
Awarded in the form of an increase to base salary as approved by the department and Compensation/Classification. Information on market conditions should originate from Compensation/Classification. Market information and source(s) must be submitted with salary adjustment request. Approval requirements and salary determination may vary by Division.
Department Responsibility
Department consults with Compensation/Classification prior to submitting ePAF+ transaction. Based on recommendations, Department submits ePAF+ transaction, selects "Market Adjustment" as reason and provides comments. Additional information may be required. Consult Division Budget Manager for availability of funds.
How does it work?
Salary adjustment to address compression issues within the University.
Guidelines based upon University policies, procedures, and practices
Awarded in the form of an increase to base salary as approved by the department and Compensation/Classification. Information on internal equity should originate from Compensation/Classification. Internal equity information and source(s) must be submitted with salary adjustment request. Approval requirements and salary determination may vary by Division.
Department Responsibility
Department consults with Compensation/Classification prior to submitting ePAF+ transaction. Based on recommendations, Department submits ePAF+ transaction, selects "Pay Equity" as reason and provides comments. Additional information may be required. Consult Division Budget Manager for availability of funds.
Additional Pay/One-Time Pays
How does it work?
Monetary bonus to recognize and reward employee for significant performance or a contribution to a special project over a limited time period based on pre-established goals.
Guidelines based upon University policies, procedures, and practices
Awarded as a lump sum payment based on predefined criteria as approved by the Department and Compensation/Classification. The payment must be equitable and consistent with past pay practices. Justification must accompany the performance bonus request. Approval requirements and salary determination may vary by Division. During times of budget constraints, pay changes and/or additives may be approved as less than recommended or requested.
Department Responsibility
Department submits justification memo and Additional Pay Form to Compensation/Classification. Consult with Compensation/Classification before submitting.
How does it work?
Pay that rewards an employee for receiving certification, recertification or licensure as related to the employee's current job classification.
Guidelines based upon University policies, procedures, and practices
Awarded as a lump sum payment on a schedule based on predefined criteria as approved by the department and Compensation/Classification. The payment must be equitable and consistent with past pay practices. Assignment of certification/licensure pay may be up to one year. Consult with Compensation/Classification regarding approved verification documentation. Justification must be provided. Approval requirements and salary determination may vary by Division. During times of budget constraints, pay changes and/or additives may be approved as less than recommended or requested.
Department Responsibility
Department submits appropriate verification documentation to Compensation/Classification. Once qualified, Department submits an Additional Pay Form with justification in attached memo.
How does it work?
Pay that recognizes the temporary assignment of responsibilities that fall within or outside the scope of an employee's current job classification.
Guidelines based upon University policies, procedures, and practices
Awarded as a lump sum payment on a schedule based on predefined criteria as approved by the Department and Compensation/Classification. The payment must be equitable and consistent with past pay practices. Temporary assignment of duties and temporary duties pay may be up to one year. Justification must accompany the temporary duties request. Approval requirements and salary determination may vary by Division. During times of budget constraints, pay changes and/or additives may be approved as less than recommended or requested.
Department Responsibility
Department submits request to Compensation/Classification for verification of responsibilities. If verified, Department submits an Additional Pay Form with justification in attached memo. Additional information may be required.
How does it work?
Payment that may be applied to an employee whose position is intermittently assigned to work majority of hours outside of day shift (6 AM to 6 PM). See University Policy & Procedures.
Guidelines based upon University policies, procedures, and practices
Awarded in the form of additional pay as approved by the department and Compensation/Classification. Intermittent shift pay differential is in increments of 5%, 10% or 15% (health professionals). Employee's position must be eligible to receive shift pay differential for an employee to receive the pay.
Department Responsibility
Department verifies employee's position is eligible to receive shift differential. If eligibility is not noted on position description, Department submits ePAF+ transaction to add shift pay eligibility on the position. Once position description is noted as eligible, Department submits Workgroup Change form to Attendance & Leave to change employee's workgroup to allow time reporting for shift pay.
How does it work?
Offered to prospective employees who possess skills, experience, and/or qualifications that are in high market demand or are highly specialized. May also be used to recruit for a position that would otherwise be difficult to fill.
Guidelines based upon University policies, procedures, and practices
The amount of the bonus is dependent on the nature and complexity of the role, as well as the availability of funds. The amount of the recruitment bonus may not exceed 15% of the employee’s base salary. A recruitment bonus request that exceeds the 15% threshold may be awarded only after approval by the President or designee. See also Policy 4-OP-C-7-B12 Recruiting Incentives.
Department Responsibility
Department submits a Sign-On Bonus Agreement form to Chief Human Resources Officer (CHRO), the appropriate Vice-President, and where applicable, Sponsored Research Administration for approvals. Once it has received appropriate signatures, an Additional Pay Form must be submitted with the Sign-On Agreement attached.
How does it work?
Offered to a current employee possessing valuable or unique knowledge, skills, or abilities that are deemed critical to the mission of the University in order to retain key talent. May be used to acknowledge successful completion of career development, professional training, or certification programs that are beneficial to the University and the employee.
Guidelines based upon University policies, procedures, and practices
The amount of the retention incentive is dependent on the nature and complexity of the role, as well as the availability of funds. The amount of this incentive may not exceed 15% of the employee’s base salary. A retention bonus request that exceeds the 15% threshold may be awarded only after approval by the President or designee.
Department Responsibility
Department submits a justification memo to Compensation/Classification for verification of appropriateness. If verified, Department submits an Additional Pay Form with justification in attached memo. Additional information may be required.
How does it work?
Pay that recognizes an employee who spends a significant portion of their assigned work time outside of their office or work area and it is essential to the university that the employee be accessible during those times.
Guidelines based upon University policies, procedures, and practices
Provided as a monthly stipend split between the first two paychecks of a month based on predefined criteria as approved by the Department and Compensation/Classification. There are two typical types of Cellular Allowance:
ZC1 – Coverage of voice and text service only for $40/month.
ZC2 – Coverage for voice, data and text bundled service for $75/month.
Documentation of costs, including monthly bills, may be required as additional justification. The payment must be equitable and consistent with past pay practices. Justification must accompany the request. Approval requirements and salary determination may vary by Division. During times of budget constraints, pay changes and/or additives may be approved as less than recommended or requested.
Department Responsibility
Department ensures that employee’s position meets criteria described in the above sections. The Position Description must include Cellular Allowance Eligibility (see OMNI Instructions to add this to PD). Department submits Additional Pay Form utilizing an Expense budget code with all applicable details and justification for the request.
Pay Additives
How does it work?
Payment that may be applied to an employee whose position is regularly assigned to work majority of hours outside of day shift (6 AM to 6 PM). See University Policy & Procedures.
Guidelines based upon University policies, procedures, and practices
Awarded in the form of additional pay as approved by the department and Compensation/Classification. Generally, regular shift pay differential is in increments of 5% for the evening shift (6 PM to 12 AM) and 10% for the night shift (12 AM to 6 AM). Employee's position must be eligible to receive shift pay differential for an employee to receive the pay.
Department Responsibility
Department verifies employee's position is eligible to receive shift differential. If eligibility is not noted on position description, Department submits ePAF+ transaction to add shift pay eligibility on the position. Once position description is noted as eligible, Department submits Additional Pay Form to Compensation to add the shift differential.
How does it work?
Payment that may be applied to an employee whose position is assigned to work on-call and must be available to work during normally off-duty hours. See University Policy & Procedures.
Guidelines based upon University policies, procedures, and practices
Awarded as a lump sum payment on a schedule based on predefined criteria as approved by the Department and Compensation/Classification. An employee who is required to be on-call during weekdays (Monday - Friday) shall be compensated by payment of one $1.50 for each hour such employee is required to be on-call. An employee who is required to be on-call on a Saturday, Sunday or a University holiday will be compensated by payment equal to one-fourth (1/4) of the employee's base rate of pay for each hour employee is required to be available. The employee's position must be eligible to receive on-call pay for payment to be given.
Department Responsibility
Department verifies employee's position is eligible to receive on-call pay. If position is noted as ineligible, Department submits ePAF+ transaction to add on call pay eligibility on the position. Once position is eligible, Department submits Workgroup Change form to Attendance & Leave to change employee's workgroup to allow time reporting for on-call pay.
How does it work?
Applied to the salary of an employee whose position is assigned asbestos/lead abatement duties. See University Policy & Procedures.
Guidelines based upon University policies, procedures, and practices
Awarded as a lump sum payment on a schedule based on predefined criteria as approved by the Department and Compensation/Classification. An employee who performs asbestos/lead abatement duties during weekdays (Monday - Friday) shall be compensated by payment of $3.00 for each hour the duties are performed. An employee who performs asbestos/lead abatement duties on a Saturday, Sunday or a University holiday shall be compensated by payment of $4.50 for each hour the duties are performed. The employee's position must be eligible to receive asbestos/lead abatement pay for payment to be given. Abatement activity, certification and training must be documented on the employee's position description.
Department Responsibility
Department verifies employee's position description documents asbestos/lead abatement duties and eligibility to receive asbestos/lead abatement pay. If position is noted as ineligible, Department submits ePAF+ transaction to add asbestos/lead abatement pay eligibility on the position. Department consults with the leader of the Asbestos/Lead Abatement Team in Facilities for applicable training of employee. Once position is eligible and upon completion of training, Department submits training completion confirmation to Environmental Health & Safety AND training completion confirmation in addition to a Workgroup Change form to Attendance & Leave to change employee's workgroup to allow time reporting for asbestos/lead abatement pay.
How does it work?
May be applied to the salary of an employee whose position may be responsible for Biohazard Clean-Up duties. Employee must volunteer to perform duties. See University Policy & Procedures.
Guidelines based upon University policies, procedures, and practices
Awarded as a lump sum payment on a schedule based on predefined criteria as approved by the Department and Compensation/Classification. An employee who performs biohazard duties during weekdays (Monday - Friday) shall be compensated by payment of $3.00 for each hour the duties are performed. An employee who performs biohazard duties on a Saturday, Sunday or a University holiday shall be compensated by payment of $4.50 for each hour the duties are performed. The employee's position must be eligible to receive biohazard pay for payment to be given. Eligibility is for USPS or OPS hourly employees and requires OSHA training, Tetanus and Hepatitis A vaccine series.
Department Responsibility
Department verifies employee's position is eligible to receive biohazard pay. If position is noted as ineligible, Department submits ePAF+ transaction to add biohazard pay eligibility on the position. Department consults with Environmental Health & Safety for training purposes. Once position is eligible and upon completion of training and vaccination series, Department submits training completion confirmation and Workgroup Change form to Attendance & Leave to change employee's workgroup to allow time reporting for biohazard pay.
How does it work?
May be applied to the salary of an employee whose position is assigned Lead Worker duties. See also Policy 4-OP-C-7-A3.6 Pay Additive Eligibility.
Guidelines based upon University policies, procedures, and practices
A position may be designated eligible for lead worker pay if it is one (1) of three (3) or more USPS positions in the same job classification or a different job classification within the same pay band located in the same work unit. Only one (1) of the positions may be assigned lead worker designation and the assigned directive and/or coordinating responsibilities must be limited in scope and performed in the absence of the supervisor in addition to the normal responsibilities of the position. Lead worker responsibilities involve performing limited supervisory responsibilities such as approving leave, distributing work, maintaining a balanced workload among employees, keeping records, defining work priorities, etc. Lead worker responsibilities do not include administering performance appraisals or disciplinary actions.
Department Responsibility
Department verifies employee's position is eligible to receive Lead Worker Pay. If eligibility is not noted on position description, Department submits ePAF+ transaction to add Lead Worker eligibility on the position. Once position description is noted as eligible, Department submits Additional Pay Form to Compensation to add the shift differential.
Note: Assignment of lead work responsibilities cannot be used to create an intermediate level of supervision.
