UAMS ADMINISTRATIVE GUIDE

NUMBER: 4.3.05
DATE: 7/1/91
REVISION:  7/01/03

SECTION: HUMAN RESOURCES
AREA: PAYROLL
SUBJECT: COMPENSATION AND SALARY ADJUSTMENTS (CLASSIFIED STAFF)

PURPOSE

The purpose of this policy is to inform all departments within the University of Arkansas for Medical Sciences (UAMS) of the procedures to be followed in establishing salaries for new employees and adjusting salaries for existing employees. The State of Arkansas and the Office of Personnel Management (OPM), a component of the Department of Finance & Administration (DF&A), clearly defines the uniform procedures under which classified employees are hired, transferred, or rehired under the provisions of Act 410 of 1977 and its amendments (the Uniform Classification and compensation Act for Higher Education).

POLICIES

  1. New Hire: An employee entering state service for the first time must be paid at the minimum of the grade assigned to the classification entered, unless a special entry rate has been approved prior to the hire date by the state Office of Personnel Management1. The employee’s anniversary date for salary increases is established by the date of hire : this is found in SAP on infotype 0041, Date Specifications, as “Current Hire Date” which will be used to calculate accrual of vacation.   
                                                                               
  2. Employee Returning Within Two Pay Periods: An employee returning to State service within two pay periods will be considered a transfer for salary calculation, whether within the same agency/institution or in a different agency/institution. (Two pay periods are equivalent to twenty consecutive work days)     An employee returning to state service within two pay periods will be credited with all accrued sick time earned while a state employee, based on “proof of prior service” document from the other agencies/institutions where employed.                                                                                       
  3. Employee Returning After Two Pay Periods: An employee returning to State service after two pay periods will be considered a rehire, whether within the same agency/institution or in a different agency/institution The rehired employee shall be eligible for a rate of pay equal to his exit salary, if he was classified or non-classified, or the minimum of the grade for which he is hired. The rehire date determines his eligibility date for salary increases.
  1. Transfer: Employees transferring between State agencies or institutions without a break in service will be eligible for the same salary and eligibility date if transferring from one classified position to another at the same grade.  Employees transferring from one classified position to another at a higher or lower grade will be considered promoted or demoted as applicable.  Employees transferring from an unclassified position to a classified position will be paid the same rate, subject to not exceeding the maximum salary for that grade and position.  )     An employee transferring within two pay periods will be credited with all accrued sick time earned while a state employee.

An employee with two or more separate instances of employment with UAMS or with the state of Arkansas  (returning within two period, after two periods, or transferring) will be assigned an “Adjusted Hire Date”, based on “proof of prior service” documents from the agencies/ institutions where employed.  Adjusted Hire Date is, found in SAP on infotype 0041, Date Specifications.  The date is derived by the sum of all previous service in years/months/days and subtracted from the calendar date of “Current Hire Date”.  The adjusted hire date will be used to calculate accrual of vacation.

  1. Promotions: Employees promoted to a higher grade with higher job duties will be eligible for an increase in pay, but a new anniversary date will not be established. Employees promoted one grade level will receive a six percent (6%) increase in salary. Employees promoted two or more grade levels will receive an eight (8%)increase in salary. Exceptions to these salary increase rates are as follows:

a.     If the percent of increase results in the new salary being below the entry level of the new grade, the salary will be adjusted    to the entry level.

b.     The new salary may not exceed the maximum of the salary range for the new grade.

c.     Promoted employees receiving a shift differential will receive a salary adjustment based on the base salary for which the employee would be eligible when not receiving the differential.

Enactment of a promotion is described in Administrative Guide Policy 4.5.06 , “Personnel Administration Transactions”

  1. Demotions: Employees demoted one grade level (within a 12 month period), whether voluntary or involuntary, will receive a six percent (6%) decrease in salary. Employees demoted two or more grades will receive an eight percent (8%) decrease in salary. Employees reassigned to a lower classification formerly occupied (within a 12 month period) will receive a salary adjustment no higher than that for which the employee would have been eligible had he remained at the former classification. The new rate of pay may not exceed the maximum of the salary range for the pay grade. Exceptions to these salary adjustments are as follows:

a.     Expirations of Position: Employees placed in a lower graded position may continue to be paid at the same rate if the demotion was the result of expiration of the original position due to lack of funding, program changes, or withdrawal of federal grant funds. The employee’s salary may not exceed the maximum of the lower grade without prior approval of OPM.

b.     Reclassification of Position: Employees in a position reclassified to a higher or lower grade may continue to be paid at the same rate, but a new anniversary date will not be established. The employee’s salary may not exceed the maximum of the salary range for the lower grade without prior approval of OPM. If the current amount falls below the minimum of the new grade, the salary will be adjusted to the minimum for the pay grade.

Note: If and employee is being reclassified and either the classification the employee is leaving or the classification the employee is going into is being upgraded on July 1, the employee’s salary will be adjusted as though the entire transaction were a class upgrade.

  1. Reclassification:  This is a change in position title reflective of permanent changes in the primary duties and responsibilities of the position.  An Employee whose position is reclassified to a position of lower or same grade will maintain his current rate of pay.  If the new position is of a higher grade, the employee is eligible for a six (6) percent increase in salary, but may not exceed the maximum salary for the grade.                                                                                                                       
  1. Legislatively Enacted Salary Grade Change (class upgrade or downgrade): Employees currently serving in a position receiving a grade change as a result of legislative action will receive salary adjustments to the new grade as outlined below. (Anniversary dates do not change as a result of legislatively enacted salary grade changes.)

a.     Class Upgrades: Employees receiving Class Upgrades will be eligible for a six (6%)  percent  increase in salary, but at least to the minimum of the new grade for the position.

b.     Class Downgrades: Employees receiving Class Downgrades will experience no change in their rate of pay. If a classification is being downgraded (changed to a lower grade) and the employee’s current salary is above the maximum salary for the new grade, the employee’s salary will still remain the same.

9. The salary adjustments outlined in the procedures above may not apply when adjusting an employee from an Extra Help (maintenance) position to a Classified position, or vice versa. The UAMS Office of Human Resources (OHR) should be contacted before making these types of adjustments.

DEFINITIONS

  1. The term "Anniversary Date" shall mean the date of employee eligibility for a salary increase and is the same as “Current Hire Date” on infotype 0041, “Date Specification” 
     
  2. The term "Demotion" shall mean the change in duty assignment of an employee from a position in one classification to a position in another classification of a lower salary grade requiring fewer qualifications, such as lower skill and less job related experience, and involving a lower level or responsibility.  
     
  3. The term Legislatively Enacted Salary Grade Change" shall mean the enactment of legislation which has the effect of lowering the salary grade level assigned to a specific classification title (class upgrade) from a level other than that assigned to the class title on June 30 of the previous fiscal year.
  1. The term "Promotion" shall mean the change in duty assignment of an employee from a position in one classification to a position in another classification of a higher salary grade requiring higher qualifications, such as greater skill and longer experience, and involving a higher level of responsibility.      
                                                                         
  2. The term "Reclassification" shall mean a change in the assignment of a position from one classification title to another with a higher or lower salary grade due to permanent changes in the duties and responsibilities of the position.3
     

REFERENCES

1 UAMS Procedure 4.2.06, “Special rates of pay” & 4.2.07, “Special Entrance Rates for

Exceptionally Well Qualified Applicants.”


2 UAMS Procedure 4.5.06, “Personnel Administration Transactions”


3 UAMS Procedure 4.5.07, “Position Authorization Request (PAR)”

 

For complete information regarding Classified salary management, see OPM Policy Manual, Sections 210 through 225, at http://www.accessarkansas.org/dfa/opm/index.html

General instructions for the use of SAP/HR are found in the manual “Personnel Administration for Department Users”, at the UAMS Enterprise website:  http://intranet.uams.edu/enterprise/Manuals.htm