Pay and Position Control Guidelines

Transcription

1 Pay and Position Control Guidelines The pay and position control committee (PPCC) has been charged by the Dean of the Biological Sciences Division (BSD) to review and monitor pay and the number of positions within the BSD. The committee is made up of members from divisional HR and Finance. Departments are required to obtain approval from the PPCC to post positions or make pay changes. This means that no promises may be made about positions or pay until it has been reviewed and if acceptable, approved. Guidelines 1. The following actions must be approved by the committee: a. Recruitment/hiring of a permanent staff employee b. Recruitment/hiring of a temporary employee c. Job profile realignments d. One-time payment arrangements (e.g., sign on bonuses, interim replacement, FML coverage, additional duties) e. Salary adjustments (e.g., equity, retention) f. Increase in effort g. Incentive plans 2. Exceptions to obtaining committee approval include: a. Recruitment/hiring of a permanent staff employee paid in full by ledger 5 or ledger 6 grants; b. Recruitment/hiring of a temporary employee paid in full by ledger 5 or ledger 6 grants; c. Repost of an approved position that has not been filled d. Repost of an approved position that was vacated prior to the incumbent completing his/her probationary period; and, e. Grievance-related adjustments. 3. New positions will not be approved by the committee during the months of April September. Process for Requests that Require Committee Approval: 1. The PPCC request form, job description, organizational chart and any other pertinent information must be ed to cstoit@bsd.uchicago.edu for consideration. Incomplete forms will be returned to the department. Forms are not considered received until complete. Note: Additional instructions are included on the PPCC form. 2. Positions should not be submitted to the Division until committee approval has been received. 1 P a g e U p d a t e d 11/2016

2 3. If the PPCC approves a request to post a position, departments do not need to obtain PPCC approval in order to extend an offer to the identified candidate. 4. Positions approved and posted but not filled within six months will be cancelled once removed from UC Jobs. Departments will need to resubmit the appropriate PPCC paperwork for reconsideration. 5. If positions have been approved but no action has been taken for two months (i.e., the position has not been posted in UC Jobs and/or created in Workday) a new PPCC request must be submitted. Process for Requests that Do Not Require Committee Approval: 1. The position is created in UC Jobs and/or Workday. 2. The following must be included as a note in Workday: a. The budgeted salary for the position, and all of the FAS Accounts(s) funding the position, the type of account and percentage of effort; b. A justification that indicates why it is critical to the goals of the unit and why an existing employee cannot take on this work; and, c. Language about how/if this position would be funded once grant money was exhausted. 3. Repost of an approved position that has not been filled requirements a. Previous requisition must be closed; and, b. The following must be included as a note in Workday: i. Requisition number of the previously approved position; ii. Information that indicates why a repost is being requested; and, iii. Documentation of any revisions that have been made to the position, if any. 4. Repost of an approved position that was vacated prior to the incumbent completing his/her probationary period requirements: a. Previous requisition must be filled; and, b. The following must be included as a note in Workday: i. Requisition number of the previously approved position; and, ii. Documentation of any revisions that have been made to the position, if any. Expectations of the Human Resources Processional (HRP) 1. Will update the job description and organizational chart and complete the PPCC form including having the funding verified and approved by the appropriate departmental finance approver. 2. Will submit completed paperwork at least two business days prior to the scheduled PPCC meeting. 2 P a g e U p d a t e d 11/2016

3 3. Will include the required information in Workday for positions that do not require committee approval. 4. Will communicate the process, timelines and outcomes to their managers (i.e., all communication regarding this and the recruitment process will be handled by the HRP). Expectations of Divisional HR 1. Will present the documentation to the committee. 2. Will communicate the PPCC meeting dates with HRPs. 3. When necessary will notify HRPs of PPCC schedule changes as soon as possible and include information on when the PPCC meeting will be rescheduled. 4. Will notify departments of the PPCC decision within three business days, including whether the department s request was approved, denied (with a reason) or on hold (pending additional information). Review Criteria Considered in the Decision: 1. Is the position substantially funded by a grant or external funding? If so, what is the percentage? BSD leadership requires assurance that the grants have sufficient funds to cover the cost of the position. 2. Is the position funded by research startup funds (account needs to be designated as a 99 start-up account)? BSD leadership requires that the startup package has sufficient funds to cover the cost of the position. 3. Is the position related to a Strategic Initiative of the Hospital? If so, which initiative and what fiscal year was it reflected to start? 4. Is the position a replacement in a clinical setting? If yes, have volumes stayed the same or increased in the clinics as originally expected when the position was hired? 5. If the position is a new clinical position, what is the justification for needing the incremental person? Helpful data includes increase in clinic volumes, additions of new faculty that the position supports or any other information that supports that it is mission critical. 6. If the position is administrative (new or vacancy), BSD leadership requires the following information to understand the request: a) Provide grant volume that it supports, number of faculty supported, critical deadlines, compliance requirements, etc. b) How many other people in the Department/Section serve in a similar capacity (necessary to understand potential coverage opportunities)? 3 P a g e U p d a t e d 11/2016

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5 Upcoming PPCC Schedule Paperwork Deadline Positon Control Notification (5:00 p.m.) Meeting Date July 18, 2016 July 20, 2016 July 25, 2016 August 1, 2016 August 3, 2016 August 8, 2016 August 15, 2016 August 17, 2016 August 22, 2016 August 29, 2016 August 31, 2016 September 5, 2016 September 12, 2016 September 14, 2016 September 19, 2016 September 26, 2016 September 28, 2016 October 3, 2016 October 10, 2016 October 12, 2016 October 17, 2016 October 24, 2016 October 26, 2016 October 31, 2016 November 7, 2016 November 9, 2016 November 14, 2016 November 28, 2016 November 30, 2016 December 5, 2016 December 12, 2016 December 14, 2016 December 19, 2016 January 2, 2017 January 4, 2017 January 9, 2017 January 9, 2017 January 11, 2017 January 16, 2017 January 23, 2017 January 25, 2017 January 30, 2017 February 6, 2017 February 8, 2017 February 13, 2017 February 20, 2017 February 22, 2017 February 27, 2017 March 6, 2017 March 8, 2017 March 13, 2017 March 20, 2017 March 22, 2017 March 27, 2017 April 3, 2017 April 5, 2017 April 10, 2017 April 17, 2017 April 19, 2017 April 24, 2017 May 1, 2017 May 3, 2017 May 8, 2017 May 15, 2017 May 17, 2017 May 22, 2017 May 29, 2017 May 31, 2017 June 5, 2017 June 12, 2017 June 14, 2017 June 19, 2017 June 26, 2017 June 28, 2017 July 3, P a g e U p d a t e d 11/2016