Attachment I IMPLEMENTATION OF POLICY GUIDELINES FOR FISCAL YEAR 2015 (FY15) SALARY INCREASES EFFECTIVE JULY 1, 2014

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1 Attachment I IMPLEMENTATION OF POLICY GUIDELINES FOR FISCAL YEAR 2015 (FY15) SALARY INCREASES EFFECTIVE JULY 1, 2014 This document provides policy guidelines and instructions for FY15 salary increases for all fund sources. GENERAL NOTES: Process and Policy Guidelines Based on guidelines outlined in a January 14, 2014 letter from Provost Cauce, the UW will be processing 4% merit salary increases for faculty, librarians and professional staff effective July 1, Contract (represented) classified staff and academic student employees (ASE) will also have a salary increase effective July 1, Additional policy decisions and procedures are important to keep in mind: 1. All meritorious faculty and professional staff in eligible occupation codes who are employed by the UW on or after July 1, 2014 will receive a minimum 2% regular merit salary adjustment, unless they received a prior salary adjustment that precluded an additional salary increase or are ineligible as stated in a hire letter. Merit salary adjustments of less than 2% for any individual will require that back-up documentation be maintained at the unit level and be provided if requested. 2. All meritorious librarians in eligible occupation codes who are employed by the UW on or after July 1, 2014 will have a 4% salary pool available for merit salary adjustments, unless they received a prior salary adjustment that precluded an additional salary increase or are ineligible as stated in a hire letter. 3. All units and campuses will receive a report from OPB (in early June 2014) outlining the value of the authorized percent increase for General and Designated Operating Funds (GOF/DOF) permanently budgeted positions for faculty, librarian and professional staff. 4. Units will post salary merit increases to budgeted positions and to OPUS/HEPPS lines via the salary module. 5. Units must make adjustments without exceeding the allocation. Classified and ASE increases are handled outside of the salary module. 6. Central resources will fund administrative units merit increases for all employee categories in eligible GOF/DOF budgeted positions. 7. Seattle academic units, UW Bothell and UW Tacoma are responsible for funding salary merit increases for all categories of employees, regardless of fund source. 8. As in previous salary increase cycles, DOF-ICR (75-xxxx budgets) will be charged with the offset to the salary merit increases posted directly to them. This offset will show in the account code of Any administrative unit incurring these charges will be reimbursed via budget revisions. 9. Consistent with ABB and as noted above, academic units are responsible for salary increase expense and once the process is complete, the value of the GOF/DOF salary increases will be billed to each unit through the fiscal year allocation process, with the exception of the DOF-ICR (75-xxxx) budgets. I:\groups\opb\OFFICE\BO\Salary Increase\Salary Increase Process 15\COMMUNICATIONS\Att I. Merit Policy Guidelines FY2015.docx Page 1 of 7

2 SALARY MERIT INCREASE OVERVIEW Faculty All meritorious faculty members will receive a minimum 2% regular merit salary adjustment, unless they received a prior salary adjustment, which precludes further adjustment. Faculty members who are determined not to be meritorious must be identified. These individuals will not receive a salary adjustment. In addition to the 2% regular merit pool, there will be a 2% additional merit pool. Distribution of the 2% additional merit pool should factor in compression, equity, and merit issues. Elected faculty councils, department chairs, and executive leadership should be consulted with regard to the distribution of this additional merit pool (please consult Faculty Code Section A for guidance). Please remember that pursuant to the Faculty Code Section B.1, the additional merit pool must be distributed by departmentalized schools, colleges and campuses as equal-percentage increases to each academic unit. Funds in vacant positions (or merit funds not awarded to faculty) may be reallocated to provide additional merit on the basis of compression, equity or merit. All faculty in research, WOT, and other non-state/tuition-funded positions (including the B portion of an A/B salary plan) are to receive the minimum 2% salary adjustment if they are meritorious or have not had a prior salary adjustment that precludes further adjustment. These faculty may receive additional merit so long as the overall average merit increase of 4% is maintained within each academic unit. Funding for these increases should come from the applicable grant, contract or an alternative source of funds relevant to the appointment. Academic Personnel will review all salary proposals and will request additional documentation if necessary. Faculty salary adjustments will be implemented using the salary module. Merit salary adjustments will be effective July 1, Faculty Promotions Faculty will receive a 7.5% increase effective on the date of their promotion, either July 1 or September 16. Promotions will be handled separately from the merit increase process and must be entered into OPUS as indicated below. Academic units are responsible for the funding of these promotions. 12-month Faculty Promotions Promotions effective July 1 st will be calculated after salary merit increases have been awarded. The title changes and 7.5% increases must be entered in OPUS no earlier than July 15, 2014 and no later than July 21, month Faculty Promotions Promotions effective September 16 th will be calculated after salary merit increases have been awarded. The title changes and 7.5% increases must be entered in OPUS after September 23, 2014 and no later than September 30, Faculty Unit Adjustments unit adjustments are separate from the merit salary adjustment process. Questions regarding this process should be submitted to the Provost s Office. I:\groups\opb\OFFICE\BO\Salary Increase\Salary Increase Process 15\COMMUNICATIONS\Att I. Merit Policy Guidelines FY2015.docx Page 2 of 7

3 Librarians There will be a 4.0% salary pool for distribution to librarians based on merit, market and equity considerations. The distribution of this pool is to be consistent with the provisions of the Librarian Personnel Code. These salary adjustments will be implemented using the salary module, effective July 1, All meritorious librarians who meet performance expectations will receive a merit salary adjustment, unless they received a prior salary adjustment, which precludes further adjustment. Librarians who are determined not to be meritorious must be identified. These individuals will not receive a salary adjustment. Librarian Promotions Librarians receiving a promotion must receive a merit increase on July 1, Librarians being promoted will receive a 7.5% increase effective July 1 st. Promotions will be handled separately from the merit increase process and must be entered into OPUS as indicated below. Librarian promotions effective July 1 st will be calculated after salary merit increases have been awarded. The title changes and 7.5% increases must be entered in OPUS no earlier than July 15, 2014 and no later than July 21, July 1 st Librarian promotions for GOF/DOF budgeted positions in administrative units will be funded centrally and will be processed in BGT by the Budget Office after the salary increase process is completed. Faculty and Librarian Retention Salary Adjustments Professional Staff Retention salary adjustments effective July 1, 2014 will be submitted separately from the merit salary adjustment process. The minimum retention salary adjustment is 5 percent. However, retention salary adjustments submitted after January 1, 2014 (which exempted the individual from the July 1, 2014 merit salary increase) must have been at a minimum 9 percent. Otherwise, the criteria and process for approval of retention salary adjustments remain unchanged. There will be a 4.0% salary pool for distribution to professional staff based on merit, market and equity considerations. These salary adjustments will be implemented using the salary module, effective July 1, The Professional Staff Program requires that merit recommendations for professional staff be supported by a current performance evaluation completed within the previous twelve months. Documentation supporting salary adjustments should be retained at the unit level and must include sufficient detail to confirm that a performance evaluation has occurred within the previous twelve months as required by the Professional Staff Program. Plan to complete individual performance evaluations no later than June 30, Professional staff employees who meet performance expectations will receive a minimum 2% regular merit salary adjustment. However, professional staff hired, promoted or those who received a retention/in-grade increase between April 1, June 30, 2014 are generally not eligible for the July 1 merit increase. Each unit can determine internally to expand this timeframe for their employees to a date no earlier than January 1, 2014; this expanded timeframe must be used for all departments within a unit. If an earlier date than April 1, 2014 is used, employees should have been notified at the time they received the retention or promotion that they were not eligible for the up-coming increase. I:\groups\opb\OFFICE\BO\Salary Increase\Salary Increase Process 15\COMMUNICATIONS\Att I. Merit Policy Guidelines FY2015.docx Page 3 of 7

4 An additional 2% merit pool is authorized for Vice Presidents, Vice Provosts, Deans, Chancellors, Directors and Chairs to award based on merit, meaningful distinctions related to relative performance within their unit and/or to address market and equity issues. Factors that might influence your recommendations may include: Performance of job duties, Accomplishment of special projects or tasks of benefit to the unit, Achievement of efficiencies, and Customer service contributions. Other issues that might factor into developing a recommendation for adjustments include: Consideration of salary levels that are not competitive with the market and the risk of losing an employee to our competitors, Internal salary compression with other staff members, and Any recent hiring actions, salary reviews or adjustments for the individual. Professional Staff In-Grade Salary Adjustments If you will be requesting in-grade adjustments to address equity and/or retention issues, use the in-grade section of the professional staff Compensation Change Request Form and consider implementing in-grade adjustments following the merit process, effective July 16, 2014 or later. Further information on in-grade adjustments and the Compensation Change Request Form can be found at: Any requests for in-grade adjustments on or after July 1, 2014 should use the post-merit salary as the current monthly salary on the compensation change request form. In order to ensure that the correct salary data is used for calculating and approving in-grades with an effective date of July 1 or later, in-grade approvals will be held until after the updated budget module data is available in OPUS. Please keep in mind that no OPUS appointment number or full-time rate changes may be made between June 20 and July 14, If you anticipate submitting 20 or more in-grade adjustments, a new tool is available for batch submissions. Contact your Senior Compensation Consultant for details. Professional Staff Market Minimums Contract (Represented) Classified Staff Non-Union Classified Staff There is no professional staff market minimum adjustment this year, so the market minimums established on September 1, 2013 still apply. Contract classified staff will receive 2% salary increases effective July 1, 2014, as negotiated with their individual labor unions. Unfortunately, the General Fund State revenue forecast in February 2014 did not exceed the September 2012 economic forecast by $200 million. As a result of this economic outcome, the July 1, % across-the-board increase for classified non-union employees that was contingent on this revenue forecast comparison will not occur and there is no funding or authority from the state to provide any salary increases for our classified nonunion employees. I:\groups\opb\OFFICE\BO\Salary Increase\Salary Increase Process 15\COMMUNICATIONS\Att I. Merit Policy Guidelines FY2015.docx Page 4 of 7

5 Academic Student Employees (ASE s) Academic Student Employees (ASEs), covered by the collective bargaining agreement between the UW and the United Auto Workers (UAW) Local 4121, will receive July 1, 2014 pay increases as negotiated in their labor contract. ASEs in units using the non-variable rate salary schedule will receive an annual percentage wage increase toward matching the Global Challenge States median. Based upon salary analysis performed by an outside compensation consulting firm, the non-variable scale will increase by 10% again this year. ASEs in units using the variable rate salary schedules and that already pay above the Global Challenge States median will receive a minimum of a 2% wage increase or the new base rate for the category, whichever is greater. Units are allowed to increase their variable salary rates above this minimum if they choose. Hourly wage rates for Research Assistants with summer quarter appointments in job code 0854 will increase to match the percent adjustment for the regular or variable salary schedule associated with their appointment. All other hourly paid ASEs will receive a 2% wage increase or a wage increase to $10.67 per hour, whichever is greater. The Graduate School is coordinating updates to include July 1, 2014 salary schedules in the payroll system. Generally, units should not have to manually adjust salaries for current employees, except where changes must be made to increase summer quarter ASE Excess Workload Compensation (EWC) to reflect 20% of the actual salary and to adjust hourly Graduate Research Student Assistant (job code 0854) pay rates. OTHER CONSIDERATIONS Policy Compliance As noted, units will be required to stay within their individual allocations when making merit recommendations for budgeted positions funded from GOF/DOF. Allocations are not interchangeable between funds or between faculty, librarian and professional staff categories. OPB s budget office will monitor compliance with this policy. Faculty and librarian increases funded from all sources will be monitored for policy compliance by Academic Personnel. Professional staff increases funded from all sources will be monitored for policy compliance by the HR Compensation Office. Merit salary adjustments of less than 2% for any employee will require that back-up documentation be maintained at the unit level and be provided if requested. Restricted Entry time in OPUS Personnel on Leave From June 20 -July 14, 2014 there is a Restricted Entry time in OPUS to ensure that salary merit increases will post correctly - no appointment # changes, no appointment #'s added or FT rate changes in OPUS for current employees with faculty, librarian or professional staff appointments. Salary increase recommendations for faculty or professional staff on leave should be based on the proposed salary of the permanent incumbent when the person returns from leave. Permanently budgeted positions are included in the salary-adjustment pool salary base. I:\groups\opb\OFFICE\BO\Salary Increase\Salary Increase Process 15\COMMUNICATIONS\Att I. Merit Policy Guidelines FY2015.docx Page 5 of 7

6 Joint Appointments Provisos President s and Provost s Lists Salary increases for faculty or professional staff whose appointments and/or salaries are divided between two or more departments or colleges should be determined by mutual agreement of appropriate department heads and deans. Only one salary increase level is possible, so all units must reach agreement prior to submission of the spreadsheets. A list of employees paid from multiple units will be provided after creation of the salary module. A contact list is attached as Attachment II for your convenience. Salary increases must not be entered into a Proviso budget number. The amounts in those budgets are predetermined and should not be changed. Instead, salary increases need to be posted to a regular state budget. If you need assistance with this, please call Judy Golisch at Certain individuals increases will be determined by the President or Provost. These individuals positions are not included in the units general allocation. These increases will be posted by OPB s budget office. The names of these individuals are listed on the unit allocation sheets for information only. Units faculty positions being held for faculty serving in administrative roles appointed by the Provost If a faculty member has held a budgeted faculty position prior to serving in an administrative role appointed by the Provost, the unit is expected to hold that tenured faculty position for the individual to return to if/when the administrative position ends, unless otherwise stipulated. Each year salary increases are allocated to the unit for those budgeted faculty positions and should be applied to those positions. Faculty members serving in administrative roles may receive salary increases greater than the average merit increases given each year during the administrative appointment. When a faculty member returns to a budgeted faculty position, the Provost funds the difference between the current salary and the budgeted faculty position. This adjustment is done as follows: add the percent of average merit increase given each year to the budgeted value of the position at the time the individual began an administrative role, and calculate the difference between that amount and the current salary. FINAL STEPS OF SALARY INCREASE PROCESS Completion of Data Entry Review of Salary Module Data Once the salary merit increases have been completed and entered into the salary module for all funding sources by the unit, contact Judy Gustafson Golisch at or judygus@uw.edu. Once this notification is received, access to the module will be frozen for that unit. Please plan to have someone available during the review process of July 7-14, 2014 to answer any questions from OPB, the Vice Provost s Office for Academic Personnel or the HR Compensation Office. Merit salary adjustments of less than 2% will require that back-up documentation be maintained at the unit level and be provided if requested. GOF/DOF Budgeted Lines As noted, OPB will ensure that units stay within individual allocations while making merit recommendations for budgeted positions funded from both GOF/DOF allocations. Allocations are not interchangeable between funds or between faculty, librarian and professional staff categories. I:\groups\opb\OFFICE\BO\Salary Increase\Salary Increase Process 15\COMMUNICATIONS\Att I. Merit Policy Guidelines FY2015.docx Page 6 of 7

7 Faculty and librarian salary adjustments Academic Personnel will monitor policy compliance for faculty and librarian increases funded from all sources. Professional staff salary adjustments HR Compensation Office will monitor policy compliance for professional staff increases funded from all sources. Unit Approval Report to Units OPB, Academic Personnel and HR Compensation expect that Deans, Chancellors, Vice Presidents or Vice Provosts will review and approve increases before these increases have been entered into the salary module. This approval should be maintained at the unit level. A summary report of all final increases will be furnished to units by the Budget Office after the salary increase process is completed. I:\groups\opb\OFFICE\BO\Salary Increase\Salary Increase Process 15\COMMUNICATIONS\Att I. Merit Policy Guidelines FY2015.docx Page 7 of 7