Department of Human Resources

Salary Adjustments: In-range and Augmentation

UMD Compensation Guidelines for Non-Bargaining/Non Academic Employees

July, 2007

Introduction

Each year the University distributes a compensation plan for its employees. UMD complies with those required policies and procedures. In addition, UMD has a long-established commitment to ensure that we work with our units and the OHR Compensation staff to properly classify and compensate all employees. UMD administrators desiring to pursue one of these compensation strategies should work with UMD HR *prior* to making any commitment to the employee or the employee’s supervisor. There are multiple layers of consultation and approvals needed to finalize such a request. We intend for each of the following tools to be used for a different purpose.

• Market Adjustments
• Internal Equity Adjustments
• Merit Adjustments
• Retention Adjustments
• Workload Adjustments

In-range Adjustments

An in-range salary adjustment is a recurring change of a non-union, non-academic employee’s salary rate within the salary range of her/his job classification. Units may request in-range adjustments based on individual performance and market competitiveness.

Types and Criteria for In-range Adjustments

1. Market Adjustment: In order to consider this action a market study must be completed. This can be a lengthy process and needs the approval of UMD HR and the University’s OHR Compensation director. When making the request for a study it is very important for the department to provide as much supporting documentation as they are able. Once the data is finalized the Director of Human Resources will meet with the unit head and the appropriate Vice Chancellor to decide on next steps. Once approved, the resulting changes can be implemented.

2. Internal Equity Adjustment: Every college and unit should have consistent hiring and promotion practices. It is expected that new hires into classifications with credentials/experience similar to those of incumbents in the same classifications will not be paid at rates higher than the incumbents. We recognize that, for a number of reasons that is not always possible. Should there be a concern, contact UMD HR for consultation.

3. Merit Adjustment: At this point in time UMD does not have a merit pay option for civil service employees. A few of the twin cities units have begun to implement the process developed by the U’s Compensation Department.

4. Retention Adjustment: When an employee receives a bonafide employment offer from an organization outside of the University of Minnesota and her/his unit head makes a determination that the loss of the employee will negatively impact the University’s ability to implement or complete a programmatic effort, the unit head may recommend an in-range salary adjustment to enable the supervisor/manager to counter the recruiting offer. Early consultation with UMD HR is important. There are occasions when the adjustment will be denied because of it’s affect on the campus salary structure for that particular classification.

5. Workload Adjustment: An in-range adjustment may recognize significant increases in workloads. This may occur because of the elimination of positions and a greater need to increase our effectiveness and efficiency; many positions may experience significant increases in their workload. Often the assignment of new responsibilities has resulted in a higher classification for the incumbent. But occasionally the additional new duties are simply “more” of the duties already performed, and do not result in a change of classification. The department must document this, and have it reviewed and approved by the Director of Human Resources and the appropriate Vice Chancellor.

Procedures

1. Unit/department head seek guidance from the Director of Human Resources about possible in-range salary adjustments.

2. Unit/department head sends a written recommendation to the appropriate Vice Chancellor and the Director of Human Resources requesting the in-range salary increase. The recommendation includes:

• Name, classification, length of service in the unit, date of last reclassification, current salary and proposed salary.
• Same information on other employees in the same or similar classifications or doing similar work within the department, or, if applicable, within a larger unit.
• Documentation of the analysis and rationale for the recommendation of the in-range increase. Include relevant criteria/data.
• Availability of recurring funding for the salary adjustment.

3. Upon approval by the Vice Chancellor and the Director of Human Resources, the Director of Human Resources will notify the unit/department head.

4. The unit/department head notifies the employee(s) and Payroll, and sends the employee(s) a written notice including the payroll information.

Policy – Salary Augmentations

• Temporary Assignment Augmentation:

This type of augmentation should only be considered when a civil service employee assumes a higher level of responsibility for a time limited period. If the responsibilities will be of a continuing nature, then a JEQ must be processed first and any salary increase should be to the base salary.