I. GENERAL PRINCIPLES FOR EMPLOYEE REMUNERATION

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1 APPROVED by the Rector of the University of Tartu Decree no. 20 of 25 June 2012 (effective as of 25 June 2012) Tartu Decree no. 27 of 28 September 2012 (effective as of 28 September 2012) Tartu Decree no. 1 of 11 January 2013 (effective as of 1 January 2013 and of 1 March 2013) Tartu Decree no. 2 of 11 February 2013 (effective as of 11 February 2013) Tartu Decree no. 19 of 27 September 2013 (effective as of 1 October 2013) Tartu Decree no. 25 of 19 December 2013 (effective as of 1 January 2014) Tartu Decree no. 23 of 12 March 2014 (effective as of 1 April 2014) Tartu Decree no. 32 of 2 September 2014 (effective as of 1 January 2015) Tartu Decree no. 1 of 5 January 2015 (effective as of 1 January 2015) SALARY RULES Based on clauses 34 1) and 2) of the Statutes of the University of Tartu and pursuant to national legislation governing the payment of remuneration to employees and the execution of contract for the supply of services, I establish the salary rules of the university. 1. The Salary Rules ( these rules ) govern the principles and procedure for the payment of remuneration to the employees of the University of Tartu ( the university ) and the principles and procedure for concluding contracts for the supply of services with the university s employees and for the payment of compensation for the services supplied under such contracts. I. GENERAL PRINCIPLES FOR EMPLOYEE REMUNERATION 2. The university s employees are remunerated in accordance with national legislation governing the payment of remuneration to employees, the university s bylaws and, where the remuneration is paid from the funds allocated by a funder who is external to the

2 university, the terms and conditions established by the funder. [effective as of 1 October 2013] 3. An employee s remuneration consists of the base salary and may include additional remuneration to be paid pursuant to these rules. [effective as of 1 October 2013] 4. The rector, vice rector, area director or dean conducts negotiations and concludes agreements concerning individual remuneration of employees directly subordinate to him/her and determines the individual remuneration of those employees in consultation with the person in charge of the source of the salary funds; the head of an institute, institution or administrative or support unit conducts negotiations and concludes agreements concerning individual remuneration of employees of his/her unit and determines the individual remuneration of those employees in consultation with the financial account holder. Once a year, in the month of February, the rector, vice rector, area director and dean, together with employees who head units directly subordinate to him/her, review the principles of remuneration of the employees in those units. In order to facilitate the implementation of the university s uniform salary policy and to make remuneration decisions, access to employees remuneration particulars in the university s intranet is granted to persons who are authorised to set the rate of remuneration. 5. The base salary of an employee is agreed upon in the employment contract concluded with the employee, having regard to the type of his/her position and the relevant salary grade as set out in Annex 1 to these rules and to the employee s working time and other conditions significant for the purposes of setting the salary rate, and considering that the salary rate should not fall below the basic rate for the relevant salary as established in Annex 2 to these rules. [effective as of 1 October 2013] 6. The type of an employee s position, the title of his/her job and the employee s salary grade are established pursuant to Annex 1 of these rules having regard to the purpose and nature of the work, the qualifications required for the work and the responsibility arising from the work, as provided in the job description. 7. The base salary rate of an employee is set having regard, among other things, to the employee s salary grade, the employee s work-related competence and the competitiveness of the salary in the Estonian labour market. [effective as of 1 October 2013] 8. During the probationary period, an employee may be assigned a base salary that is at most by 25 percent lower than the basic rate applicable to the employee's salary grade, but that in any event may not be less than the basic salary rate established by the Government of Estonia, or, in the case of a reduced workload, a rate calculated as a corresponding proportion of the basic rate. In the case that a lower salary rate is used during the probationary period, the employment contract must also state the salary rate to be applied after the end of that period. 9. The rector may make exceptions to the employee remuneration policies set out in these rules on the basis of a reasoned recommendation presented by the relevant vice rector, area director or the head of the relevant unit. 10. For the payment of additional remuneration for overtime work as well as for work done at night, and for work during public holidays, the head of a unit presents a corresponding proposal to the Personnel Office by the 25th day of the month at the latest. 11. The head of a unit arranges for a record to be kept of the working hours of employees remunerated on the basis of an hourly salary rate and by the 25th day of the month presents the approved timesheets of each shift to the Finance Office for the calculation of such employees remuneration. 12. Remuneration for work performed during a current month is paid as provided in the University of Tartu Work Rules as a single instalment at the latest on the last working day of the month. An advance on the monthly remuneration, if such has been requested by the employee, is paid at the latest by the 18th day of the current calendar month. 13. Employees are entitled to have access, through the university s intranet, to details of the remuneration calculated and paid to them and of any taxes withheld, to request a monthly

3 remuneration statement from the Finance Office and to receive explanations from the person who has determined the remuneration. 14. Once a year, in the month of October, the Personnel Office arranges for an analysis to be carried out in respect of the need to amend the basic rates of the base salary of each salary grade; in the case this is necessary and provided the requisite funds are available, basic monthly salary rates are raised starting 1 March of the following year. 15. The Personnel Office develops the university s remuneration policy and provides advice in relation to matters related to such policy, monitors the compliance of the remuneration practices in the university with national legislation and with the university s bylaws and enters the particulars required for the calculation and payment of remuneration into the Personnel and Finance Information System. The Finance Office calculates the remuneration and makes the corresponding payments by the due dates. [effective as of 1 October 2013] Additional remuneration means remuneration for the performance of additional duties, including management duties, and the following types of performance pay: individual performance pay, performance pay for research work, performance pay for supervision of a doctoral student, unit-wide performance pay, and bonus. [effective as of 1 October 2013] II. GROUNDS FOR AND PROCEDURE OF THE PAYMENT OF ADDITIONAL REMUNERATION 16. Additional remuneration for the performance of additional duties may be paid to employees who perform duties that exceed the workload agreed upon in the employment contract or are unrelated to the content of the work, including management duties, which are performed during the employee s standard working time or outside of it. Additional remuneration for the performance of management duties may be paid to employees who, in addition to duties arising from the nature of the employee s work and agreed upon in the employment contract, perform duties related to the management of a unit or a project group. The additional remuneration is paid subject to the following conditions: in setting the rate of additional remuneration for the performance of such additional duties which are not management duties, regard must be had to the purpose and nature of the work, the qualifications required for the work and the responsibility arising from the work; in setting the rate of additional remuneration for the performance of the duties of managing a faculty by fulfilling the responsibilities of its dean, regard must be had to the size of that faculty, i.e., the number of employees working in the faculty, and the total budget of the faculty. The rate of additional remuneration for managing a faculty may not be less than 25% of the basic monthly salary rate for professors; in setting the rate of additional remuneration for the performance of the duties of the director of an institute, clinic or other similar unit, regard must be had to the size of the corresponding unit, i.e., the number of employees working in the unit, and the total budget of the unit, and the rate of such remuneration may not exceed 30% of the basic monthly salary rate for professors; [effective as of 1 October 2013] in setting the rate of additional remuneration for the performance of the duties of managing a project group, regard must be had to the purpose and nature of the work and the responsibility arising from the work; additional duties performed for a period of up to six months or staggered irregularly over a longer period are deemed short-term additional duties and any remuneration for performing those duties is to be paid on the basis of a recommendation for additional remuneration; additional duties performed for a period exceeding six months are deemed long-term additional duties and their performance and nature as well as their remuneration are to be agreed upon in the employment contract.

4 17. Additional remuneration may be paid to employees as individual performance pay, additional pay for outstanding performance in a research project, additional pay for effective supervision of a doctoral student, or as a unit-wide performance pay. 18. An employee may be paid individual performance pay for effective performance of his/her duties during a previous period of time. The employee s performance is evaluated in an appraisal interview on the basis of fulfilment of the duties agreed in the employment contract and achievement of the purpose of the work. At least once a year, the rector, vice rector, area director or dean evaluates the performance of employees directly subordinate to him/her and conducts appraisal interviews with them, and the heads of institutes, institutions or departments evaluate the performance of the employees of their respective units and conduct appraisal interviews with them. The individual performance pay is paid subject to the following conditions: the total amount of individual performance pay paid to an employee in the period following an evaluation period may not exceed 30% of the employee s base salary effective at the time the performance pay decision is made and the size of the performance pay is calculated in proportion to the employee s workload during the evaluation period. In calculating the performance pay of a dean as well as the director of an institute, clinic or other similar unit, the additional remuneration for the corresponding management duties is counted as a part of the base salary; [effective as of 1 October 2013] performance pay takes the form of monthly instalments paid over a period that is equal to the duration of the evaluation period and follows that period, or the form of a one-off payment. 19. Employees may be granted additional pay for outstanding performance in a research project, provided funding for the project has been raised by the employee himself or herself and the project is taken into account in the calculation of national baseline funding for research and development institutions. The additional pay for outstanding performance in a research project, is paid subject to the following conditions: the employee must have duly fulfilled his/her work duties and the allocation made from project funds towards the university s overhead costs is taken into account; additional pay for outstanding performance in a research project may not exceed 50% of the employee s base salary and is paid monthly from the funds of the corresponding research agreement. 20. A one-off performance pay of 3000 euros is paid to the supervisor of a doctoral student if the doctoral student completes the doctoral curriculum of the University of Tartu within the standard period of study. If the doctoral student completes the doctoral curriculum of the University of Tartu after the end of the standard period of study, the dean may decide to pay the supervisor of the doctoral student a one-off performance pay of up to 2000 euros. If the student had several supervisors, the dean distributes the pay between those supervisors, based on the contribution made by each. 21. A unit s employees may be paid unit-wide performance pay once a semester or year on the basis of the performance of the unit or the group of employees in the same evaluation period. The unit-wide performance pay is paid subject to the following conditions: the amount of the one-off unit-wide performance pay must be equal for all employees of that unit or group of employees; in any calendar year, unit-wide performance pay may not exceed 30% of the monthly average base salary of the unit or group of employees. 22. A bonus may be paid to an employee whose contribution has been recognised pursuant to the university s regulations for giving recognition adopted by the senate.

5 III. PAYMENT OF COMPENSATION TO EMPLOYEES ON THE BASIS OF SERVICES CONTRACTS 23. In concluding services contracts (contracts for services and contracts for personal services) governed by the Law of Obligations Act with employees and in paying compensation to employees on the basis of such contracts, the following are to be observed: national legislation, the university s bylaws and the terms and conditions established by the non-university funder who funds the activities carried out pursuant to the contract for services or contract for personal services. 24. The university may conclude a services contract with an employee in addition to the employment contract if the employee agrees to render for the university services whose manner, time and location may be independently determined by the employee to a significant degree and the content of the work meets the following conditions: the member of the teaching or research staff performs work which has not been described in the employee s employment contract or job description, except for work described in clauses 24.2 and 24.3 of these rules; the continuing education courses in respect of which the services contract is concluded are prepared and taught by the member of the teaching or research staff in addition to the workload stipulated for his/her position; [effective as of 1 October 2013] a member of the teaching or research staff conducts research which is funded from EU Structural Funds, EU framework programmes for research or from cooperation agreements entered into with partners from public or private sector, having regard to the requirements of the funder; an employee other than a member of teaching or research staff performs work which has not been described in the employee s employment contract or job description. 25. The amount of compensation to be paid for services rendered on the basis of a services contract is determined on the basis of the amount of compensation usually paid for similar services or if no such information is available, on the basis of what is deemed a reasonable compensation in the given circumstances. If the work consists in teaching continuing education courses, the compensation may be determined on the basis of the amount of classroom teaching carried out by the employee. The hourly salary rate for classroom teaching includes compensation for preparation of continuing education courses and provision of feedback to students. 26. Depending on the person who requested the provision of services, the services contract is concluded with the employee by rector, vice rector, area director, dean or director of an institution, provided the employee s immediate supervisor and a Personnel Office official have both approved the conclusion of the contract. The employee s immediate supervisor and the Personnel Office official may refuse to approve the conclusion of the contract if the work does not meet the requirements stipulated in clause 24 of these rules. The dean is also entitled to authorise, by directive, the head of the institute or clinic listed in clause 67 of the Statutes of the University of Tartu to conclude the services contract with the employee. The person so authorised may not sub-delegate that authority. [effective as of 11 February 2013] IV. IMPLEMENTING PROVISIONS 27. The terms and conditions of remuneration stipulated in employment contracts before 1 July 2009 continue to have effect after 1 July I hereby repeal the University of Tartu Salary Rules approved by the Rector of the University of Tartu Decree no. 25 of 1 September 2009 and amended by Decree no. 39 of 29 December 2009, Decree no. 15 of 31 August 2010, Decree no. 20 of 23 November 2010 and Decree no. 20 of 30 December 2011.

6 Annex 1 Type of position Position / job title* Salary grade A. Teaching staff professor, research professor 11 associate professor 10 lecturer (holding a doctoral degree) 8 lecturer (without a doctoral degree), senior assistant 7 assistant, teacher 6 B. Research staff lead research fellow 11 senior research fellow 9 research fellow 7 junior research fellow 6 C. Executive manager area executive vice rector, area director 12 director of institution director of research and development institution, director of college, director of research library [effective as of March 2014] assistant director of research and development institution, assistant director of college 10 head of institution (other) 8 9 head of support unit 10 head of division within a unit 6 9 head of dean s office 7 8 D. Specialist senior specialist academic secretary, senior accountant, adviser, head of internal audit 9 10 assistant to rector, vice rector, area director; legal counsel, project manager, senior collections manager, 7 8 senior specialist in area/field specialist administrator, gardener, bibliographer, building manager, administrative manager, engineer, chemist, coordinator, curator, laboratory assistant, librarian, personal assistant, 4 6 accountant, restorer, specialist, technician, editor, alarm central operator, collections manager E. Office worker office worker, IT worker, clerical assistant, information secretary, accountant, secretary 3 5 F. Attendant receptionist, client attendant, library assistant, security guard 3 4 G. Skilled worker driver, disinfector, construction worker, electrician, mechanic, foreman, preparator, repair worker 3 4 H. Support staff worker, cleaner, caretaker, museum attendant, cloakroom attendant, internal security guard, building security 1, 3 person

7 *In consultation with the head of the personnel office, employees may be assigned job titles not presented in the table. BASIC MONTHLY SALARY RATES FOR SALARY GRADES Salary grade Salary rate in euros , , , ,300 BASIC HOURLY SALARY RATES FOR SALARY GRADES Salary grade Salary rate in euros Annex 2