12. Pay Adjustments

NORMAL CYCLE ADJUSTMENTS

Salary/wage increases, including performance-based increases, are given to staff who are paid from budgeted accounts on July 1 of each year.

Employees paid from accounts other than those budgeted in the normal budget cycle, where continued funding levels are uncertain at the time of the normal budget cycle, may receive salary adjustments on a different date (usually in conjunction with the receipt or renewal of grants or contracts.) In these latter cases, a recommended salary increase should be documented and approved during the normal budget cycle for implementation when funding levels are known.

OFF-CYCLE ADJUSTMENTS

Adjustments made after implementation of the budget are considered to be off-cycle and must have the joint approval of Human Resources, department administration and the cognizant Vice President/Dean.

Some potential reasons for off-cycle increases include:

• internal equity issues,
• market equity issues,
• reclassification,
• transfer, and
• retention.

Off-cycle salary adjustments are not based on merit or performance.

• Deans, Directors, Department Heads and Supervisors

Responsible for conducting annual performance reviews for all staff as part of a merit-based salary program.

Prior to an off-cycle pay adjustment, responsible for providing Human Resources with a written statement describing the circumstances surrounding the proposed off-cycle pay adjustment; making sure that there are funds available to support a proposed pay increase, and for preparing paperwork to implement an approved pay adjustment.

• Human Resources

Responsible for analyzing internal equity, the monetary worth of additional duties, the cost of retention, and other compensation issues raised by departments and recommending solutions that promote pay equity.