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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

• All Special Pay Increases will be limited to the maximum of the applicable pay range.

• A Special Pay Increase will not be used when the provisions of other rules, collective bargaining contracts, or delegated authority are applicable.
  
• A Special Pay Increase will not be used in situations where a reclassification to a different classification is appropriate.
  
• All Special Pay Increases are subject to availability of funds and rate within the University's operating budget.

• Special Pay Increases are not intended to be used to recognize increased volume of work.

• Requests must be submitted at least three weeks in advance of requested effective date, which will generally be a payroll begin date.

Special Pay Increases up to 20% above the minimum of the pay range or 15% above current salary:

A Special Pay Increase may be awarded one time per 12 month period up to 20% above the minimum of the pay range or 15% above the current salary but cannot exceed $10,000 without approval from Personnel Services.

• It is not necessary to submit a Request for Special Pay Increase Form or supporting documentation for requests within this range.  APersonnel Action Form  ( PAF) must  be submitted including information on the remarks section regarding selected criteria for the increase.     

• The department is responsible for ensuring that the increase is justified and for maintaining salary equity within their unit.

Special Pay Increases over 20% of the minimum of the pay range or greater than 15% above the current salary:

Special Pay Increases which will exceed 20% of the minimum of the pay grade, are greater than 15% above the current salary, are greater than $10,000, or follow a Special Pay Increase within the last 12 month period, will be considered for approval by Personnel Services. Requests must be justified within specific criteria.

• Requests must be submitted on the "Request for Special Pay Increase" form along with required documentation (outlined below) and justification attached,  must be submitted to the appropriate Sr. Vice President/Vice President for initial approval recommendation. The form, with the attached data, then goes to the Director of Personnel Services for final approval at least three weeks in advance of requested effective date, which will generally be a payroll begin date.
• Equity, department structure, unique circumstances, specialized skills required, and exceptional experience may be also be factors in granting approval.
• Assignment of Additional Duties or Responsibility - Permanent assignment of additional duties that would not require a change in classification.
• Superior Performance - 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.
• Market Conditions
  - Counteroffer - 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.
  - Retention -Situations where market conditions are documented to be significantly higher than the current salary.
• Salary Compression or Equity - Situations where salary inequity may have developed within the same or comparable classifications or a work unit
• Career Development/Training - Situations where there is documentation of successful completion of an approved career development program and/or an approved training/certification program. Approval of the program will be based on the needs of the department and whether or not the employee’s successful completion of the program is in best interests of the University.
• Other - Consideration will be given for unique situations that do not meet any of the above criteria.

Bonus/Lump Sum

Bonus payments may be requested when there is successful completion of a special project or to recognize a specific achievement or assignment of significance. Bonuses are one time payments and shall be considered 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.

Documentation Requirements for Each Criteria

Assigned Duties

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.

Superior Performance

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.

Market Conditions

-Counteroffer

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.  

-Retention

Situations where market conditions are documented to be significantly higher than the current salary.

Internal Salary Inequity

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.

Compression

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.

Career Development

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.

Lump Sum Bonus Payments

Bonus/Lump Sum - Bonus payments may be requested when there is successful completion of a special project or to recognize a specific achievement or assignment of significance.

• Bonuses are lump sum payments and shall be considered nonrecurring compensation and the amount will not be included in the compensation upon which State retirement benefits are calculated.
• Payment shall not exceed 15% of employees annual salary or $5000, whichever is greater, unless approved by the President or designee.
  
• Bonuses will be subject to tax and FICA withholding as required by law.

Request for Special Pay Increase Form
Microsoft Word Version or PDF Format

Please direct questions to Natasha Terry-Ulett, 561/297-3026, or Debra W. Brooks, 561/297-2401.