A. Policy

1. Objectives

The principal objective of these procedures is to establish a salary program that is externally competitive and provides equal or equivalent salary ranges for employees performing similar jobs.

2. Responsibilities 

a) It is the responsibility of CHR to administer salary programs:

i. Review and approve salary structures and job titles for all positions covered by these policies; respond to, and adjudicate, concerns and inquiries regarding classification standards, benefits, salary rates, or ranges for classes. Refer to UC-PPSM 70.A (Complaint Resolution).

ii. Review and formulate equitable solutions to issues related to equal pay or salary discrimination, and monitor the progress of the campus in dealing with such issues.

iii. Develop guidelines to insure standard application of pay policies.

iv. Review and recommend and/or approve exceptions to salary policy and procedure limitations where appropriate.

b) It is the responsibility of the Organization Head (or designee) to:

i. Establish appointment rates for new hires and rehires in accordance within the limits set forth in the policy.

ii. Develop merit increase recommendations in accordance with published merit guidelines.

iii. Determine salary adjustments upon reclassification, promotion and demotion and stipend amounts in accordance with the limits set forth in the policy and procedures.

iv. Determine equity increase adjustments in accordance with the limits set forth in the procedures.

B. Adjustment of Salary Ranges

Refer to UC-PPSM 30 (Salary), Section B.

C. Merit Increases*

Specific guidelines and procedures are announced each year by CHR.

  1. Employees in merit-based pay plans will be eligible for merit consideration based on the following:

a) must be appointed by April 1 to a career position or to a limited position with no ending date and

b) must be below the salary range maximum.

2.  Employees in step-based pay plans will be eligible for merit consideration on either a January or July Review date based on the following criteria:

a) in a career position; no later than the July 1 prior to the October merit date; and

b) first review date following completion of nine months or more of qualifying service since the most recent date of hire or date of appointment in the present class, date of merit increase granted or the original date of eligibility for merit increase withheld; and

c) below salary range maximum.

D. Promotional Increases

1. Salary Adjustment upon Promotion or Upward Reclassification

The Organization Head or designee may approve salary increases upon promotion or upward reclassification not to exceed 15 percent of current salary unless a larger increase is necessary to bring the salary to the minimum of the new salary range. Resultant salary shall also conform to the conditions stated in UC-PPSM 30 (Salary), Sections A and I.

Individual requests for exception to grant increases in excess of 15 percent upon promotion or upward reclassification must be submitted for consideration for review and approval by CHR.

2. Salary Adjustment Upon Lateral Transfer or Lateral Reclassification

Salary increases upon lateral transfer and lateral reclassification are normally not granted. However, the Organization Head or designee may approve salary increases upon lateral transfer and reclassification not to exceed 15 percent of current salary. Resultant salary shall conform to the conditions stated in UC-PPSM 30 (Salary), Sections A and I.

Individual requests for exception to grant increases in excess of 15 percent upon lateral transfer and reclassification must be submitted for consideration for review and approved by CHR.

E. Salary Adjustments Upon Demotion or Downward Reclassification 

The Organization Head or designee may approve salary adjustments upon demotion to a salary rate within the salary range of the new class.

Upon downward reclassification, an employee's salary is normally decreased. However, under special circumstances, the employee's current salary rate may be retained even though the salary is above the maximum of the salary range of the new classification.

Individual requests for exception to retain employee salaries above the maximum must be submitted for consideration for review and approved by CHR.

Employees whose salaries are above the maximum of the salary range shall not be granted salary increases until such increases are appropriate within the salary range.

F. Equity Increases

The Organization Head or designee may approve equity increases not to exceed 15 percent to remedy a salary inequity caused by any of the following reasons:

1. increased duties in a position insufficient to warrant upward reclassification;

2. staff retention;

3. changing market conditions; and

4. internal equity within the unit, department, College, or School.

Individual requests for exception to grant equity increases in excess of 15 percent must be submitted for consideration for review and approved by CHR.

Resultant salary shall also conform to the conditions stated in UC-PPSM 30 (Salary), Sections A and I.

G. Annual Increases

Individual requests for increases that exceed 25 percent must be endorsed by the appropriate Organization Head prior to being sent to CHR for consideration for review and approval.

H. Administrative Stipends for Temporary Assignments

The Organization Head or designee may approve stipends for employees in temporary assignments for an amount not to exceed 15 percent of base salary and for a period of time not to exceed 12 months.

Individual requests for exception to stipend amounts that exceed 15 percent of base salary and for a period of time that exceeds 12 months (including extensions) must be submitted for consideration for review and approved by CHR.

Stipend amounts are fixed monthly or bi-weekly amounts that generally remain constant during the temporary term of the stipend.

Stipends may be paid from the same or different account or fund from which the employee is normally paid.

Note: The use of temporary reclassifications and promotions has been eliminated.

I. Perquisites

Refer to UC-PPSM 30 (Salary), Section K.

J. Restrictions

Refer to UC-PPSM 30 (Salary), Section L.

K. Dual Employment

UC-PPSM 30 (Salary), Section L, "Restrictions," provides that an employee who is appointed at 100% time shall not receive additional compensation for any work which is related to the employee's appointment, except for overtime earned by non-exempt employees, payments for teaching regularly scheduled University Extension courses, and administrative stipends.

However, full-time employees may receive an additional appointment for work in another department or in a different class in the same department provided that:

a) it is impractical to employ another person;

b) the additional appointment will not exceed a total of twelve calendar months;

c) the time worked on the additional appointment will not be detrimental to the employee's performance; and

d) the employee's full-time Organization Head or designee agrees to the arrangement.

Part-time appointments that total more than 100% may also be permitted.

Appointments that exceed 100% time under the conditions listed above are known as "Dual Employment."

Individual requests for dual employment must be submitted in writing to CHR for consideration for review and approval by CHR. The request should contain a brief description of the duties to be performed, the hours of work, the percent of time, and the title and pay rate. The dual employment agreement requires the mutual endorsement of both the Organization Head or designee temporarily needing the employee's services and the Organization Head or designee having jurisdiction over the employee's regular full-time position, and the approval of CHR.

Any extensions must be endorsed by both Organization Heads or designees and be approved by CHR.

L. Payment of Dual Employment for Exempt Employees

Dual employment is permitted for employees whose full-time positions are exempt as long as the additional appointment is established and paid at the same (fixed) percent of time every pay period for the duration of the dual employment. Dual employment is not permitted for exempt employees if the employee will be required to report hours worked for purposes of pay or if payment for the dual employment is expected to vary based on the number of hours worked.

If an employee works full time in a class that is exempt from premium overtime, including any academic position, and works additional hours in another class that is non-exempt, no premium overtime will be paid as long as the time spent performing non-exempt duties in both positions totals less than 20%, in which case the time spent in the non-exempt position will be compensated at the straight time rate of that position.

M. Payment of Dual Employment for Non-Exempt Employees

If an employee works full time in a non-exempt class and works overtime in a class that is exempt from premium overtime, including any academic position, the overtime shall be compensated at the premium rate.

N. Financial Liability for Premium Overtime Paid to Employees on Dual Employment

Both the department in which a non-exempt employee works full-time and the department requesting dual employment may be responsible for paying premium overtime depending on when the employee works over 40 hours in a work week. If a non-exempt employee works 40 hours in Department A, Monday through Friday, and eight (8) hours in Department B on Saturday, Department B is responsible for all the premium overtime. If, however, the same employee works eight (8) hours each day, Monday through Friday, in Department A and also works two (2) hours each evening, Monday through Friday, in Department B, both departments must pay premium overtime for all the hours worked on Friday.

*Please note: The annual salary guidelines supersede the local procedures with regard to merit eligibility review and effective dates.