Compensation FAQs

Salary Administration

Representative benchmark jobs that can be readily compared to the market are surveyed, and salary ranges are established to reflect the market rate. These ranges are adjusted in response to changes in the marketplace and the budgetary constraints of the university.

A minimum and maximum of a salary range are determined by market pricing jobs and represent the lowest and highest wage paid for a given position. This spread between the minimum and the maximum is less for the lower skilled entry level positions. It expands in higher salary grades to reflect the increased complexity and responsibility of jobs, and the knowledge required.

Yes, there are three (Refer to the HR Manual for procedures):

  1. Merit increases may occur annually if performance warrants and budget permits.
  2. Promotional increases are granted when an employee moves to a position in a higher salary grade. The amount of a promotional increase is determined by the employee's skills and experience, review of other salaries, and departmental budgets.
  3. Equity adjustments may be requested if an individual salary is low in comparison to others doing the same or similar work having similar credentials within the university.

Yes, there is a salary increase maximum of 12% per fiscal year. These increases would include any combination of merit, promotional, and equity adjustments. Individual staff salaries must fall within the salary grade range, and employees being promoted must have a salary at least equal to the range minimum.

The terms exempt and non-exempt refer to provisions of the Fair Labor Standards Act (FLSA). Non-exempt positions are subject to specific minimum wage, timekeeping, and overtime requirements. Exempt positions are not subject to these regulations and typically fall into three categories: executive, professional and administrative. Job titles alone are insufficient measures for determining exempt status. Determination is made on the basis of salary, job duties and responsibilities. At Case Western Reserve, exempt employees are paid monthly; nonexempt employees are paid semi-monthly.

You and your supervisor should have a copy of your current job description. You can request a copy from the compensation analyst. Contact AskHR@case.edu or 216.368.6964 to be directed to the correct compensation analyst.

When you submit your request, please provide your name, employee ID, your department, and your supervisor’s name.

In-position promotion: Occasionally employees may be promoted because the position they hold is upgraded. The supervisor may request an in-position promotion without posting the position. The supervisor must submit a job description with a written explanation of the change in duties.

The supervisor must complete a promotion request form and show increased responsibility to warrant a salary grade change. The supervisor must obtain approval from the dean or department head and submit the request to the compensation team for review and concurrence. The effective date will be the first of the month following the approval date.

Upon position transfer: An employee who is selected as an internal candidate for a posted position that is a higher salary grade than the employee’s current position is under consideration for a salary increase. The hiring manager in consultation with the employment recruiter must verify that the employee’s salary is within the range and/or must prepare a request for a promotional increase. Salary increase is determined by employee’s skills and experience, review of other salaries, and department budgets.

The department must submit an Additional Pay Request Form to the compensation team for approval prior to the scheduled work (assignment). The request should include the employee's name, current supervisor and department, the proposed project and duties, project manager, and proposed payment amount. The compensation team will review the project and appropriate pay methods within university salary guidelines and the federal wage and hour law and will work with the department to establish an approved payment plan.

The documentation will be placed in the employee's personnel file in the department of human resources. It is the employee’s responsibility to discuss the additional work with the current supervisor and ensure that it does not interfere with their regular, primary job. The employee may begin work once the approvals and consent are confirmed by the compensation team. The department will submit a payment request in the HCM system per the approved payment plan. From the HCM payment requests, the compensation team will review the employee's personnel file to verify and approve the payment.

Overtime/Fair Labor Standards Act (FLSA)

Employees are classified as either exempt or non-exempt depending on their salary and the type of work or duties they perform. The Fair Labor Standards Act (FLSA) requires that non-exempt employees must receive at least the federally mandated minimum wage pay per hour worked within a work week. When non-exempt employees work more than 40 hours within a fixed, seven-day period, those employees must be paid 1.5 times their regular rate of pay for every hour beyond 40.

Exempt employees are ineligible for overtime pay for hours worked over 40 in a workweek (a workweek is a fixed seven consecutive calendar days). Exempt employees are expected to work as much time as is needed to fulfill their responsibilities without an expectation of overtime or additional pay. As a result, exempt employees are paid on a salaried, not hourly, basis. In addition, in most cases (as discussed below), employees must earn above a specific annual salary threshold and perform certain types of duties, (as defined in the FLSA regulations) to be classified as exempt.

Yes, as long as it is within the same work week (Sunday-Saturday).

No. Pursuant to university policy, the work week is defined as 12:01 am on Sunday and ending midnight the following Saturday.

Yes, your supervisor can flex your time so long as it is within the same work week. For instance, if someone works an evening event on a Tuesday, resulting in 4 extra hours of work, then the person could come in 4 hours later the next day or leave 4 hours early on Friday, etc. It must be within the same work week.

No, your supervisor cannot offer “comp time” in lieu of overtime pay. Comp time is not permitted under the Fair Labor Standards ACT. However, if what in meant by “comp time” is flexing someone’s schedule, that can be done so long as it is within the same work week.

Yes, so long as the off-duty time in between shifts is sufficiently long enough to allow the employee to use that time effectively for his/her personal pursuits.