Any activity involving the compensation of a non-classified employee (except faculty or Licensed Health Care personnel) requires that the following procedures be followed in order to provide equitable pay practices for non-classified employees.
Out-of-Cycle Salary Increase: An out-of-cycle salary increase outside of the UAMS regular budget cycle or approved plan of compensation of holder of a non-classified staff position (excluding faculty). Salaries for non-classified incumbents are loaded into the HR/Payroll system effective July 1 of each fiscal year. These amounts will have undergone review and approval through the normal budget submission and review process.
1. Department Directors, or their designee, must follow UAMS Administrative Guide policies "Personnel Administration Transactions” (4.5.06) and Position Management (4.5.07) when hiring, promoting or reclassifying employees into a non-classified position.
2. In addition to the policies referenced above, the following documentation and signature authority is required:
a. Newly Hired or Rehired Employees: Compensation level should be comparable to other employees in similar positions with similar education and experience. Human Resources can assist in providing market data at the department’s request. The position must have been posted and met the minimum posting requirements prior to an employee being placed in the position. The minimum posting requirement is seven (7) calendar days for all positions
The newly hired/rehired employee must meet the stated minimum qualifications for the position, unless a substitution of qualifications has been approved by the Office of Human Resources. UAMS standard minimum substitution for non-classified/non-faculty position is 1 year of related experience, education/training for each year of an academic program for most positions. The UAMS Standard minimum substitution can be increased by department or division request. Non-classified/non-faculty position can have a non-substitution policy for education by department or division request.
b. Reclassification of a position: A reclassification is a change in the assignment of a position from one title to another when permanent changes in duties and responsibilities of the position recommended for change has occurred. To determine the requested increase amount, the department should consider the individual’s performance, background, knowledge and other relevant skills, as well as internal equity
within the area. The employee must meet the standard minimum qualifications for the position, unless the Office of Human Resources has approved a substitution of qualifications.
To request a reclassification of a current position, the requesting department must submit a PAR request by using the PAR transaction in SAP and attach the following documentation
• Position Classification Questionnaire (PCQ) describing the new duties for the position requested
• If the position is occupied – a current resume of the employee being reclassified
c. Promoted Employees: A promotion is defined as movement from a classified position to a non- classified position or movement from a lower level non-classified position to a higher one, as evidenced by Line Item Maximum salary indicated in the UAMS Appropriation Act and/ or level of responsibility. The position must have been posted and met the minimum posting requirement (same as for New Hire/Rehire above).
To request a promotional salary increase, the requesting department must submit an Out of Cycle Salary request form at the time of the Recruitment Transfer request.
d. Employees with Interim Responsibilities: Individuals may be compensated for assuming interim responsibilities of a departing supervisor. This interim salary increase should have both Division and Compensation approval. It should be communicated in writing by the Department or Division to the employee that he/she will return to their former rate of pay, adjusted for fiscal year increase if applicable, when their interim responsibilities end.
e. Salary Increase in Current Position: Salary changes are sometimes necessary due to market conditions, either internal or external to UAMS. These are normally necessary due to problems with retention and recruitment. Upon Division approval, Compensation can conduct a market survey for one or more positions in a Division. These should be tied to the budget cycle whenever possible. Departments should allow a reasonable processing timeframe when possible for market surveys; however, when market adjustments are of a critical nature, they may be initiated sooner when current market survey data is readily available. Division may then approve salary increases up to market survey levels recommended by OHR.
To request a salary increase (non-promotional or reclassification), the requesting department must submit an Out of Cycle Salary request form for approval prior to processing the increase in SAP.
3. Salary changed where the recommended salary increase is 8% or less must have division approval prior to submitting to OHR These approvals must be recorded in SAP on the salary screen by using the F9 note procedure at the time of entry
4. Salary changes over 8% require justification from the Department Head and Division approval prior to submitting to OHR. OHR will review and submit recommendation to the Vice Chancellor level for approval.
These approvals must be recorded in SAP on the salary screen by using the F9 note procedure at the time of entry.
5. Compensation level should be comparable to other employees in similar positions with similar education and experience. Human Resources can assist in providing market data at the department’s request.
6. Departments should initiate requests prior to the published payroll cut-off date for a specific pay period... Requests received after the payroll cut-off will be effective the first day of the next appropriate pay period.
7. For additional information, please contact the Office of Human Resources at 296-1773.