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OHR 2008-020 - Revisions to Out-of-Cycle Salary Adjustment Process

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The process used by departments to request out-of-cycle salary adjustments has been reviewed.  The purpose of the review was to decrease confusion and to increase operational efficiency and the timeliness of the process.   The following process was developed to meet those goals. 

Faculty/Fellows/Student Employees

Step One:  Department submits a written request through the appropriate dean’s office directly to the Office of the Senior Executive Vice President and Chief Operating Officer. 

Step Two:  The Senior Executive Vice President and Chief Operating Officer will review the requested out-of-cycle increase, consult with others as necessary and appropriate, and make a determination to approve or decline the request.

Step Three:        Once a determination with respect to the out-of-cycle salary increase has been made, the Office of the Senior Executive Vice President and Chief Operating Officer will forward that determination to the Office of Human Resources. 

Step Four:  The Office of Human Resources will notify the department that the request has been approved or declined by e-mail.  If approved, the e-mail will also provide relevant information and copy HR-Admin, the offices of budget, payroll, and the appropriate dean of the approval.  Original documentation will be retained by the Office of Human Resources.

Step Five:  The department will notify the requestor and fund the salary increase in HCM, if approved. 

Classified and Administrative and Professional Staff Employees

Step One:  Department submits a written request through the appropriate dean’s office directly to the Office of Human Resources.

Step Two:  The Office of Human Resources Compensation Team will review the requested out-of-cycle increase and make a recommendation to approve or decline the request.  This recommendation will then be reviewed and approved by the Assistant Vice President for Human Resources.

Step Three:        The Office of Human Resources will then forward its recommendation to the Office of the Senior Executive Vice President and Chief Operating Officer for review and concurrence. 

Step Four:  Once a determination with respect to the out-of-cycle salary increase has been made, the Office of the Senior Executive Vice President and Chief Operating Officer will forward that determination to the Office of Human Resources. 

Step Five:  The Office of Human Resources will notify the department that the request has been approved or declined by e-mail.  If approved, the e-mail will also provide relevant information and copy HR-Admin, the offices of budget, payroll, and the appropriate dean of the approval.  Original documentation will be retained by the Office of Human Resources.

Step Six:    The department will notify the requestor and fund the salary increase in HCM, if approved. 

Note:  The steps outlined above have been summarized on the attached flow chart which you are urged to retain for ease of reference. 

Related Consideration

All out-of-cycle salary increases will be accomplished on a prospective basis.  No retrospective increases will ordinarily be processed.  The effective date of out-of-cycle increases will be on the first day of the month following the month in which the Senior Executive Vice President and Chief Operating Officer approved the request.  If the funding is not entered for the month the request was approved by the payroll cutoff date, the effective date will become the first of the following month. 

Example:   Requested out-of-cycle increase is approved on 3/15/2008.  Effective date of out-of-cycle increase is 4/01/2008.  If increase is not entered by 4/10/2008, the effective date will become 5/01/2008.

Effective Date of Changes

These out-of-cycle process changes will become effective on April 1, 2008. 

Please do not hesitate to contact me should you have any questions regarding these process changes.

 

ATTACHMENT: Click here to view PDF