Special Pay Increase Requests
AMP (Administrative/Managerial/Professional) and SP (Support Personnel) Positions
In addition to increases awarded by the Legislature and the Board of Trustees, Special Pay Increases may be granted to AMP and SP employees upon request when specific criteria and or conditions exist. They are limited to the maximum of the applicable pay range and are subject to the availability of funds. Special Pay Increases will not be used in situations where a reclassification is appropriate.
General Guidelines for Special Pay Increases
Special Pay Increases up to 30% above minimum of the pay range (SP ONLY) or 25% above current salary:
A Special Pay Increase may be awarded one time per 12 month period up to 30% above the minimum or the pay range (SP ONLY) or 25% above the current salary but cannot exceed $20,000 without approval from Human Resources.
Special Pay Increases over 30% of the minimum of the pay range or greater than 25% above the current salary:
Special Pay Increases which will exceed 30% of the minimum of the pay grade, are greater than 25% above the current salary, are greater than $20,000, or follow a Special Pay Increase within the last 12 month period, will be considered for approval by Human Resources. Requests must be justified within specific criteria.
Requests must be submitted on the "Special Pay Increase" form along with required documentation (outlined below) with justification attached. It must be submitted to the appropriate Vice President for initial approval. The form, with the attached data, then goes to the Assistant Vice President of Human Resources for final approval at least three weeks in advance of requested effective date, which will generally be a payroll begin date.
Documentation Requirements for Each Criteria
This criteria is appropriate if the position has been permanently assigned additional duties that would not require a change in classification. A new position description must be prepared in advance, clearly delineating the specific duties added to the position.
An employee may receive a Special Pay Increase for documented, sustained superior performance. The Dean or Director, or higher level authority, will submit a narrative, explaining and documenting the reasons for the proposed increase. Situations where there is documented sustained superior performance. Employee must have an Exceeds or Outstanding overall rating on the most recent appraisal. The employee must have successfully completed six months of employment with the University and have a discipline-free work record with no appraisals rated “Needs Improvement” or “Below Standards”, within the last 6 months. If no appraisal is on file, or if the employee has had an appraisal in the last six months rated below an “exceeds”, documentation must be included to document superior performance for the last six months.
Job offers from external entities may be considered if in the best interest of the University. Department should submit documentation of original offer which is being countered.
Situations where market conditions are documented to be significantly higher than the current salary.
Situations where salary inequities have developed due to extenuating, changing or unusual circumstances may be evaluated for a special pay increase.
Documentation must indicate the specific circumstances resulting in the inequity and the affect on the employee's salary. A promotion, demotion, or reclassification of an employee cannot, in and of itself, be the basis for awarding a special pay increase to another employee. However, any of these actions, combined with other circumstances, may justify such an increase. These circumstances may include, but are not limited to, the education, experience, or level of duties and responsibilities of another employee in an administrative unit.
The provision of an increase to one employee shall not be used as the basis for providing a special pay increase to another employee.
In situations where salary compression exists, documented recruitment problems and an explanation of how they relate to the employee must be submitted. Pay increases will be reviewed based on the employee's education, experience and performance as compared to other employees within the same or comparable classes. Documentation detailing the specifics of the compression situation is required.
An employee may receive a Special Pay Increase if he/she successfully completes a work related educational or apprenticeship program that will benefit the university. Educational or apprenticeship programs must be pre-approved by the Dean/Director or higher level authority. Documentation of pre-approval and completion should be attached to a Special Pay Increase request form.
One-Time/Bonus Payments may be requested using the “Request One-Time Payment” business process in Workday when there is successful completion of a special project or to recognize a specific achievement or assignment of significance. Bonuses may be granted consistent with the provisions of a current employment contract. A justification letter stating the reason for the request is required. Bonuses are nonrecurring compensation and the amount will not be included in the compensation upon which State retirement benefits are calculated. Bonuses will be subject to tax and FICA withholding as required by law. Payment shall not exceed 15% of employees annual salary or $5000, whichever is greater, unless approved by the President or designee.
Marie Mascaro, Senior Associate Director of Human Resources
Michael Davis, Classification & Compensation Manager
Lessie Brown, Human Resources Representative
Classification & Compensation Group Email