Compensation Procedures

(supplements SAM 02.B.04 and UHCL policy)

1.0 New Hires (External)

1.1 The start rates for new hires into non-exempt positions will generally be the start of the pay grade. Hiring supervisors may recommend hiring an individual up to the first quartile of the support staff pay plan. Hiring supervisors may request exception rates through the executive director of human resources and affirmative in accordance with the following.

1. Exceptions may be granted for up to 10% above the minimum start rate with applicable experience beyond the minimum requirements. Exceptions may be based on the following criteria:
   
   5% for less than 2 years additional experience
   7% for more than 2 years but less than 5 years additional experience
   10% for 5 or more years of additional experience
   
2. Exception rates for new hires will not exceed rate(s) paid to similarly qualified incumbent(s) in the same classification within the same department or school.
3. The hiring department or school must be able to base fund start rates greater than the minimum; the source of the funds must be identified prior to any job offer.

1.2 Hiring supervisors who believe circumstances warrant additional compensation above that which is outlined may seek review and approval of the executive director of human resources and affirmative action.

1.3 The start rates for new hires into exempt positions in grades 9 and 0 will generally not exceed the 60th percentile of applicable pay grade. Exceptions will be reviewed on a case-by-case basis by the vice president/president after a review by the executive director of human resources and affirmative action.

1.4 The start rates for new hires into exempt positions in grades 1 through 8 will generally not exceed the 40th percentile of applicable pay grade. Exceptions will be reviewed on a case-by-case basis by the vice president/president after a review by the executive director of human resources and affirmative action.

2.0 Promotions (Internal)

2.1 A promotion is a move from one position in a grade within the pay structure to a position in a higher grade within the pay structure.

2.2 The pay rate for an individual promoted within the university will generally be the minimum of the new pay grade or up to a 10% pay increase, whichever is greater. Rates above the minimum will be based on the following:

5% for less than 2 years experience above the minimum
7% for more than 2 years but less than 5 years experience above the minimum
10% for 5 or more years of experience above the minimum

2.3 The pay rate for incumbents for promotions in exempt positions will not exceed the hire rates as described in section 1.3 and 1.4 of these procedures.

2.4 The hiring department or school must be able to fund start rates greater than the minimum; the source of funds must be identified prior to any job offer.

2.5 Rates for promotions will not exceed rates paid to similarly qualified incumbents in the same department or school

2.6 Hiring supervisors who believe circumstances warrant additional compensation above that which is outlined may seek review and approval from the executive director of human resources and affirmative action.

3.0 Lateral Transfers (Internally)

3.1 A lateral transfer is a move from a position in one grade to a different position within the same grade.

3.2 Generally, individuals who transfer laterally to another position do not receive any change in salary.

3.3 Hiring supervisors who believe circumstances warrant additional compensation above that which is outlined may seek review and approval from the Executive Director of Human Resources and Affirmative Action.

4.0 Demotions

4.1 A demotion is a move from a position in one grade to a different position in a lower pay grade.

4.2 Individuals who voluntarily accept offers for employment in positions that are classified on a lower grade may experience a decrease in pay. The hire rate of the new position will generally be the start rate of the applicable pay grade commensurate with experience.

4.3 Individuals involuntarily demoted to a position in a lower grade due to documented poor performance or for disciplinary reasons will be compensated in accordance with the duties and responsibilities of the new position. This may result in a decrease in pay.

5.0 Reclassifications

5.1 If a filled position is recommended for reclassification to a higher grade, the incumbent may receive an increase within the following limits, as determined by the Office of Human Resources.

5.2 The minimum of the new pay grade or up to 10% increase in accordance with the section 2.2 for non-exempt positions.

5.3 Increases for exempt positions will follow the guidelines outlined in section 2.3.

5.4 Supervisors who believe circumstances warrant additional compensation above that which is outlined may seek review and approval from the Executive Director of Human Resources and Affirmative Action.

5.5 Every effort will be made not to downgrade any position that is currently filled.

5.6 If a filled position is recommended for downgrade, the incumbent’s pay rate will remain the same.

6.0 Interim Pay

6.1 Occasionally, positions vital to the organization must be filled immediately on a temporary basis when the incumbent transfers or the position is vacated. In such instances, another employee may be temporarily assigned to the vacant position or asked to assume some or all of the responsibilities of the position for lengthy periods of time. An employee placed in an acting or interim status or who is required to assume significant responsibilities for an extended period of time may be considered for a temporary salary increase.

6.2 Simply assuming additional responsibilities does not in itself constitute the basis for a salary increase. The following guidelines should be applied when determining if a temporary salary increase is appropriate.

1. The new duties to be performed are clearly differentiated from the duties normally performed by the employee.
2. The new duties are not to be performed on a permanent basis.
3. The new duties are expected to be performed for more than 30 days, but typically not more than one year.
4. Requests outlining the circumstances and requesting the increase will be submitted through the appropriate management team member to the executive director of human resources and affirmative action for approval.

6.3 Temporary increases will not be retroactive.

6.4 Salary savings from the vacant position should be used to fund a temporary salary increase. In the event that the vacated duties are assigned to more than one employee, the combined temporary salary increases will not exceed the budgeted amount for the vacant position.

6.5 The temporary salary increase represents a payment which does not become part of the employee’s base salary. When the temporary assignment ends, the employee’s temporary salary increase is withdrawn.

7.0 No offer of employment, promotion, transfer, demotion, temporary salary increase or reclassification will be made without the approval of the Office of Human Resources.

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