Non-Classified Salary Increases

Introduction

Non-classified salary increases based on merit are initiated during the annual budget cycle. Departments should plan for all non-classified salary increases to occur during the annual budget cycle.  All raises should begin on July 1 for 12-month faculty/staff and the start of the academic year in mid-August for academic faculty. 

Out of budget cycle salary increases for all divisions are governed by Fayetteville Policies and Procedures 318.2 http://vcfa.uark.edu/policies/fayetteville/hmrs/3182.php and intended for addressing equity, retention, promotion, and exceptional circumstances. See Campus Guidelines for Non-Classified Salary Increases for more information. 

Once approved, the supervisor should provide a letter to the employee confirming the effective date and amount of the out-of-cycle salary increase.

Approval Process

All salary increases must be approved by the dean of the college/school, the associate vice chancellor, or the unit head.

Salary increases of 5% or greater require the approval of the appropriate vice chancellor with raises at 10% or greater requiring the additional approval of the chancellor. Salary increases of 10% or greater should be for exceptional circumstances and have specific justification for the adjustment. This applies to both faculty and staff positions.

All out-of-cycle adjustments will be limited to one per fiscal year per person regardless of the amount of increase and the funding source. Senior-level administrators hired or promoted between January 1 and June 30 are not eligible for a merit increase on July 1 unless previously approved by the chancellor. The letter describing the out-of-cycle increase to the employee should also address whether the employee may be eligible for the next available in-cycle base salary increase.

Funding Requirements

Promotions with funding added to the position and out-of-cycle adjustments for a college, school or unit should be reasonable. All increases should be fully funded by the college/unit. Total amounts of increases on positions must be tracked internally.

Units will submit the amount of the individual increase and the total amount of out-of-cycle increases in the unit when the approval request is initiated in PeopleAdmin7. Any exceptional circumstances should be discussed with the appropriate vice chancellor of the unit prior to initiating the request.

Procedures for Out of Budget Cycle Salary Increase Requests

Equity, Retention and Special Circumstances

Out-of-cycle increases are permitted for adjusting inequity that has been identified since the last budget cycle; for retention in the best interest of the university; and for certain other exceptional circumstances, such as an interim appointment, compensation for increased duties, prevailing wage rate adjustments, or departmental restructuring.

All requests must be submitted via the PeopleAdmin7 system using the Out of Budget Cycle Salary Increase Request form, which will be routed through appropriate approvals.  The procedures for submitting an out-of-cycle salary increase request for equity, retention and exceptional circumstances is as follows: 

Step 1: Initiate the request: please log into https://jobs.uark.edu/hr Change the module to Position Management (top right hand corner). Click the tab Position Descriptions. Select the position type. Click the title of the position to load the position description. Select the Out of Budget Cycle Salary Increase Request form or the Out of Budget Cycle Salary Increase Request & Modify PD form (allows you to update the position description while requesting the out-of-cycle salary increase, should be used for changes in duties). 

Step 2: Complete the request form:  Review the Campus Guidelines for Non-Classified Salary Increases before completing the request. 

Instructions: Review the guidelines and certify that you understand the use of the request form. Add users that should receive updates on the request.  

Request Details: Enter the employee's name, employee ID, and the requested effective date. Provide details on all increases the employee has received within this fiscal year. Indicate the type of exceptional circumstance for the request and provide a justification. 

Salary Increase Details: Enter the current salary, requested salary, increase amount, % increase, funding source, additional information on funding source, and the cost center for the funding source. 

Benchmarking Details: Salary increases that are 5% or greater require market salary data compiled by the college or department, this should be attached on the attachments tab. For those 10% or greater, Classification & Compensation contacts in HR will provide further benchmarking. Departments can provide input on the desired benchmarking group using the additional information field. 

Position Description Content: Review the position description sections, make any necessary updates. 

Attachments: Attach the draft salary increase letter that will be provided to the employee. See the Salary Increase Letter Template at the top of the page. Attach the market salary data in the departmental benchmarking section. If applicable, such as for a counteroffer, the offer letter from the competing institution will serve to support the market salary data. 

 Step 3: Submit the request form: Hover over Take Action on Position Request and route forward for review/approval. Be sure to check the box to add the request to your watchlist. As the request moves through the approval chain the applicant reviewers will get an email informing them of the status of the request. 

Step 4: Salary Increase Approved/Denied: The users listed on the request will receive a notification from the system informing them if the request is approved or denied. Based on the decision, the following actions should be taken: 

Request Approved:  Once approved, the supervisor should provide the letter to the employee confirming the effective date and the amount of the out-of-cycle salary increase.

Increase Accepted: The employee should sign and date the letter. To close out the request, hover over Take Action on Position Request and update the status to Increase Accepted - Send to HR. Note the Action Number, it will be needed for the BASIS entry. Proceed to step 5. 

Increase Declined: To close out the request, hover over Take Action on Position Request and update the status to Increase Offer Declined. If changes have been made to the position description, indicate if the changes should be kept of canceled. 

Request Denied: If denied, review the Salary Increase Recommendations & Approvals section of the request for any notes from the review process. If you have questions please discuss them with the appropriate vice chancellor. 

Acknowledge Denied Request: To close out the request, hover over Take Action on Position Request and update the status to Acknowledge Denied RequestIf changes have been made to the position description, indicate if the changes should be kept of canceled. 

Step 5: Enter salary increase in BASIS: When entering the salary increase in BASIS, be sure to enter the Action Number (found at the bottom of the instructions tab) in the comments for reference. 

Promotion

By policy posted on the OEOC website, internal promotions are defined as meeting all three of the following criteria: (1) change in the scope of duties; (2) increase in salary; (3) and a change in occupation or state title (i.e. a change in PSB#) and/or a change in working title. If all the OEOC criteria are met and the employee is qualified, the following steps must be taken:

For video tutorials, visit Using PeopleAdmin7

Step 1: Initiate the request: please log into https://jobs.uark.edu/hr Change the module to Position Management (top right hand corner). Click the tab Position Descriptions. Select the position type. Click the title of the position to load the position description. Select the Posting Waiver Request form.  

Step 2: Complete the request form:  Review the Campus Guidelines for Non-Classified Salary Increases before completing the request. 

Instructions: Review the guidelines and certify that you understand the use of the request form. Add users that should receive updates on the request.  

Request Details: Enter the employee's name, employee ID, hiring request approval date and the requested effective date. Indicate the type of exceptional circumstance for the request and provide a justification. Indicate what the departments' intentions are for the vacated position. 

Salary Increase Details: Enter the current salary, requested salary, increase amount, % increase, funding source, additional information on funding source, and the cost center for the funding source. Indicate the reason the request was not processed during the budget cycle. 

Benchmarking Details: Salary increases that are 5% or greater require market salary data compiled by the college or department, this should be attached on the attachments tab. For those 10% or greater, Classification & Compensation contacts in HR will provide further benchmarking. Departments can provide input on the desired benchmarking group using the additional information field. 

Position Details & Posting Waiver: Review the position description sections, make any necessary updates. Provide details on the previous (vacating) position, and an explanation about how the employee meets the qualifications. Indicate the employee(s) in the department who are qualified for the position and provide a justification that explains why each person was not considered and/or selected for the position. Describe how the recommended employee is the most qualified person for this position.

Position Description Content: Review the position description sections, make any necessary updates. 

Attachments: Attach the draft offer letter that will be provided to the employee. See the  Staff Offer Letter Template at the top of the page. Attach the market salary data in the departmental benchmarking section. Have the employee complete the Employee Disclosure/Certification and Employment of Family Members Form. See the Employee Disclosure/Certification and Employment of Family Members Form at the top of the page. Attach the completed form. 

 Step 3: Submit the request form: Hover over Take Action on Position Request and route forward for review/approval. Be sure to check the box to add the request to your watchlist. As the request moves through the approval chain the applicant reviewers will get an email informing them of the status of the request. 

Step 4: Posting Waiver Approved/Denied: The users listed on the request will receive a notification from the system informing them if the request is approved or denied. Based on the decision, the following actions should be taken: 

Approved to Make Offer:  Once approved, the supervisor should provide the letter to the employee confirming the promotion effective date and the amount of the salary increase.

Offer Accepted: The employee should sign and date the letter. Attach the final signed offer letter to the Attachments tab. To close out the request, hover over Take Action on Position Request and update the status to Offer Accepted, No Background Check Needed or Offer Accepted, Contingent upon Background Check. Note the Action Number, it will be needed for the BASIS entry. Proceed to step 5. 

Offer Declined: To close out the request, hover over Take Action on Position Request and update the status to Offer Declined. If changes have been made to the position description, indicate if the changes should be kept of canceled. 

Request Denied: If denied, review the Position Change Recommendations & Approvals section of the request for any notes from the review process. If you have questions please discuss them with the appropriate vice chancellor. 

Acknowledge Denied Request: To close out the request, hover over Take Action on Position Request and update the status to Acknowledge Denied RequestIf changes have been made to the position description, indicate if the changes should be kept of canceled. 

Step 5: Enter promotion in BASIS: When entering the promotion in BASIS, be sure to enter the Action Number (found at the bottom of the instructions tab) in the comments for reference.