SHORTAGE COMPUTATION INSTRUCTIONS

Transcription

1 SHORTAGE COMPUTATION INSTRUCTIONS The President has declared the UH Computer Specialist and UH Systems Programmer series and the related class UH ITS Division Manager as shortage and related shortage categories. Effective July 1, 1999, temporary new entry salary rates above the established minima have been established to enable recruitment of qualified employees (Attachment A). For purposes of these instructions, the new entry salary rates for the cited classes are hereinafter referred to as shortage salary rate. The President, upon recommendation by the Senior Vice President for Administration and the System Director of Human Resources, may terminate the shortage declaration when the labor market shortage no longer exists. Definitions The following are definitions applicable to the shortage computation instructions: C Shortage Category A series, class or group of positions declared to be a labor market shortage and any related shortage series, class or group of positions C Shortage Position A position in a shortage category C Designated Entry Rate (DER) The salary rate designated as the entry step of the pay range of the salary schedule C Shortage Salary Rate The new entry salary rate for a shortage category C Shortage Differential (SD) A temporary amount given to new hires and existing employees whose positions are allocated to shortage categories. It is the difference between the shortage salary rate and the employee s current basic rate of pay (SD = Shortage salary rate - current basic rate of pay). C Compensation An employee s basic rate of pay plus any shortage differential General Guidelines 1. An employee whose position is in the UH Computer Specialist or UH Systems Programmer series, or in the UH ITS Division Manager class, and whose current basic rate of pay is less than the shortage salary rate, shall have the compensation adjusted to the shortage salary rate of the respective pay range. 2. The adjusted salary to reflect the shortage rate shall be paid via a shortage differential (Attachment B). This shortage differential shall be reflected on the Payroll Notification Form 1

2 (PNF) by indicating Differential (Shortage) in the Remarks section. Use differential code DIFFS in PeopleSoft (PeopleSoft Instructions, Attachment C). 3. Should the shortage salary rates be increased, decreased or terminated, the employee s compensation shall be adjusted accordingly and the shortage differential shall be increased, decreased or terminated as appropriate. 4. Should an employee move to or from a position in a shortage category, the employee s compensation shall be adjusted accordingly, and the shortage differential shall be increased, decreased or terminated as appropriate. 5. Should an employee s designated entry rate (DER) fall below the shortage salary rate of the respective pay range, the employee s shortage differential shall be the difference between the DER and the shortage salary rate. 6. Should an employee have a Temporary Differential, either currently or in the future, please contact the Employee Benefits and Board of Regents Employee Relations Section, Office of Human Resources, for special computation instructions. 7. A new hire in a shortage category shall be given the shortage differential for the respective pay range should the new hire s compensation otherwise fall below the shortage salary rate. A new hire receiving a shortage differential shall be informed that the shortage differential is temporary. The salary amount shown in any vacancy announcement (e.g., Ku Lama, HS&CPN, etc.) shall separately indicate the DER and the temporary shortage differential. For example, the salary in the vacancy announcement for Pay Range 7 shall state Salary: $2,910/month with a temporary shortage differential of $ When the shortage declaration is terminated, an employee s shortage differential shall cease effective the date of the termination of the shortage declaration. Computation of Shortage Differential A. Movements 1. Movement From a Shortage Position to a Non-Shortage Position, or From a Non- Shortage Position to a Shortage Position, Upon Transfer, Promotion, Demotion or Reallocation a. The employee s compensation resulting from the transfer, promotion, demotion or reallocation shall be determined in accordance with Administrative Procedure A9.210, Classification and Compensation Plan for APT Personnel. b. An employee s shortage differential shall terminate when an employee moves from a shortage position to a position that is not in a declared shortage category. 2

3 c. If the employee s position is classified retroactively to a non-shortage class, the shortage differential will terminate effective the first day of the pay period immediately following the date classification action was taken. Example 1: An employee is currently an UH Computer Specialist III, Pay Range 7 (shortage position). The employee is granted a promotion to an UH Educational Specialist III, Pay Range 9, position (non-shortage position). The shortage differential will terminate effective the date of the employee s appointment to the UH Educational Specialist III position and the employee s adjusted compensation (Pay Range 7 to Pay Range 9) is determined in accordance with the compensation adjustment provisions of A Example 2: An employee is currently an UH Administrative and Fiscal Support Specialist (nonshortage position), Pay Range 1, Step 1, with a basic rate of pay of $2,292. The position is reallocated upward to UH Computer Specialist I (shortage position), Pay Range 3, Step 1, with a new basic rate of pay of $2,482 in accordance with the compensation adjustment provisions of A9.210; this is the lowest step in the higher pay range which rate exceeds $2,292 by at least 5%. As the new basic rate of pay is equal to the DER at Pay Range 3, the employee is not entitled to any shortage differential. Example 3: An employee is an UH Media Specialist II (non-shortage position), Pay Range 5, Step 1, with a basic rate of pay of $2,688. The employee is granted a promotion to UH Computer Specialist III (shortage position), Pay Range 7, Step 1, with a new basic rate of pay of $2,910 in accordance with the compensation adjustment provisions of A9.210; this is the lowest step in the higher pay range which rate exceeds $2,688 by at least 5%. The shortage salary rate at Pay Range 7 is $3,213. Since the employee s new basic rate of pay is less than the shortage salary rate at Pay Range 7, the employee will receive a shortage differential of $ Movement From a Shortage Position to Another Shortage Position Upon Transfer, Promotion, Demotion or Reallocation a. The employee s compensation resulting from the transfer, promotion, demotion or reallocation shall be determined in accordance with Administrative Procedure A9.210, Classification and Compensation Plan for APT Personnel. b. If appropriate, provide a shortage differential based on the new pay range and step. (1) If the employee s new basic rate of pay is less than the shortage salary rate, the employee shall receive a shortage differential such that the compensation equals the shortage salary rate. (2) If the employee s new basic rate of pay is equal to or greater than the shortage salary rate, the employee shall not be entitled to a shortage differential. 3

4 Example 1: An employee is an UH Computer Specialist IV, Pay Range 9, Step 7, with a basic rate of pay of $3,548. The employee currently receives a shortage differential of $292. The employee is granted a promotion to UH Computer Specialist V, Pay Range 11, Step 6, with a new basic rate of pay of $3,765 in accordance with the compensation adjustment provisions of A9.210; this is the lowest step in the higher pay range which rate exceeds $3,548 by at least 5%. The shortage salary rate at Pay Range 11 is $4,075 (Step 10). Since the employee s new basic rate of pay is less than the shortage salary rate at Pay Range 11, the employee will receive an adjusted shortage differential of $310. (NOTE: The shortage differential is adjusted.) Example 2: An employee is an UH Computer Specialist IV, Pay Range 9, Step 6, with a basic rate of pay of $3,478. The employee currently receives a shortage differential of $362. The employee is granted a voluntary demotion to UH Computer Sp III, Pay Range 7, Step 7, with a basic rate of pay of $3,277 in accordance with the compensation adjustment provisions of A9.210; this is the highest step in the lower pay range which rate is not greater than 95% of $3,478. As 95% of $3,478 is $3304 (the adjusted basic rate of pay) and falls between Steps 7 and 8 of Pay Range 7, the employee is compensated at Step 7 ($3,277), the rate immediately below the adjusted rate of pay. Since the employee s new basic rate of pay ($3,277) is greater than the shortage salary rate at Pay Range 7 ($3,213), the employee s shortage differential is terminated. B. Temporary Assignments If an employee in a non-shortage position is given a temporary assignment (TA) for assuming the substantive duties and responsibilities of a shortage position, the employee shall be compensated in accordance with Article 18, Temporary Assignment, of the Unit 8 collective bargaining agreement. However, the employee shall not be entitled to a shortage differential for the TA. If an employee in a shortage position is given a TA for assuming the substantive duties and responsibilities of a non-shortage position, the employee shall be compensated in accordance with Article 18, Temporary Assignment, of the Unit 8 collective bargaining agreement. However, the employee shall retain the shortage differential during the TA. C. Changes in New Entry Salary Rates and Shortage Differential Amounts The shortage salary rates and shortage differentials for shortage categories may be adjusted or terminated. The shortage differentials for affected employees shall be adjusted or terminated appropriately, and a PNF shall be generated. D. Negotiated Increases The employee s basic rate of pay as provided in the Unit 8 collective bargaining agreement or by the DER shall reflect the new basic rate of pay. If the employee s new basic rate of pay is less than the declared shortage salary rate, the shortage differential shall be adjusted such that the compensation equals the declared shortage salary rate. If the employee s new basic rate of pay is equal to or greater than the declared shortage salary rate, the employee shall not be entitled to a shortage differential. 4

5 E. Repricing In accordance with Administrative Procedure A9.210, Classification and Compensation Plan for APT Personnel, determine the employee s new basic rate of pay resulting from the repricing of a shortage class to which the employee s position is allocated. If the employee s new basic rate of pay is less than the declared shortage salary rate, the employee shall receive a shortage differential such that the compensation equals the declared shortage salary rate. If the employee s new basic rate of pay is equal to or greater than the declared shortage salary rate, the employee shall not be entitled to a shortage differential. F. Temporary Differential (TD) Should an employee have a Temporary Differential (DIFFT), either currently or in the future, please contact the Employee Benefits and Board of Regents Employee Relations Section, Office of Human Resources, for special computation instructions. 5

6 Attachment A Shortage Category Table New Entry Salary (Based on Salary Schedule Effective July 1, 1998) UH APT Class Class Pay Designated Entry Rate Code Range and Corresponding Step (Monthly) New Shortage Salary Rate (Monthly) UH Computer Specialist I $2,482 (Step 1) $2,482 ** UH Systems Programmer I UH Computer Specialist II $2,688 (Step 1) $2,688 ** UH Systems Programmer II UH Computer Specialist III $2,910 (Step 1) $3,213 UH Systems Programmer III UH Computer Specialist IV $3,277 (Step 3) $3,840 UH Systems Programmer IV * UH Computer Specialist V * $3,765 (Step 6) $4,075 UH Systems Programmer V * UH Computer Specialist VI * $4,412 (Step 10) $5,068 UH Systems Programmer VI * UH ITS Division Manager * $5,068 (Step 13) $5,272 * Related Shortage Category ** Same as Designated Entry Rate (DER) 6

7 Attachment B Shortage Differential Amounts * Monthly Shortage Differentials for UH Computer Specialist, UH Systems Programmer & UH ITS Division Manager positions Based on 11-MONTH Salary Schedule Effective July 1, 1998 Step Step Step Step Step Step Step Step Step Step Step Step Step Step Step Step Step P P P P P P P * Shortage differential amounts do not account for Temporary Differentials. Should an employee have a Temporary Differential, either currently or in the future, contact the Employee Benefits and BOR Employee Relations Section, Office of Human Resources, for special computation instructions. 5/28/99

8 Attachment C PeopleSoft Instructions for Shortage Differentials Please enter the following fields on PeopleSoft (P/S) to initiate, adjust or terminate the shortage differential for shortage categories: 1. Initiation of Shortage Differential Job Data 1 Panel Effective Date: Action / reason: July 1, 1999 or date of hire whichever is later Pay Rate Change / 457 (Additional Stipend / Differential) Note: The action should be entered as a correction if a July 1, 1999 action or a July 1, 1999 or later new hire action has already been entered in P/S. If actions subsequent to July 1, 1999 have been entered, corrections must be made to reflect the shortage differential. Job Earnings Distribution Panel GL Pay Type: DIFFS (Differential-Shortage) Stip / Diff Amount: Monthly differential amount which has been adjusted based on FTE Percent: Must total for DIFFS pay type Account: Differential account code to charge for FY Adjustment of the Shortage Differential Job Data 1 Panel Action / reason: Pay Rate Change / 458 (Addl Stipend / Differential Adj) Job Earnings Distribution Panel Update the appropriate differential amount 3. Termination of the Shortage Differential Job Data 1 Panel Action / reason: Pay Rate Change / 467 (Deletion of Addl Stip / Diff) Job Earnings Distribution Panel Place cursor on DIFFS account code row and press the delete row icon to remove the differential account code from the panel. 8