Staff Salary Plan

Title: Staff Salary Plan
Approved by
Date Approved:
Effective Date: 06/03/2019
Responsible Official
Responsible University Office
Revision History
Related Legislation and University Policies
Review Period: 5 years
Date of Last Review
Relates to: senior staff and staff
Exclusions: executive staff

Policy Statement

The Staff Salary Plan is designed to administer salary according to the university's philosophy for all full-time, part-time, term, and temporary staff. The Staff Salary Plan includes three (3) distinct elements. The first element is the development and maintenance of a university-wide salary structure. The second element is the communication of annual salary review guidelines. The third element is the opportunity for individual salary increases through meritorious performance reviews. 

The Compensation Office is responsible for designing and updating the salary structure and issuing salary review guidelines. The supervisor working with the Compensation Office is responsible for administering the individual salary reviews in compliance with budget requirements.

Salary Structure

A salary structure will be designed and updated to establish salary grades and salary ranges for senior staff and staff positions. In order for positions to be included in the salary structure, position descriptions must be drafted and signed off on by the supervisor. All position descriptions are reviewed by the HR Compensation Office and are assigned a salary grade. This grade assignment defines the relative value of a position to other university jobs and the relevant market value.

The salary structure will be maintained through analyses of market data, management objectives and university economic conditions. While the Compensation Office is responsible for the validity of the salary structure design, on-going maintenance, and salary grade assignments, all supervisors are responsible for drafting and submitting new position descriptions in a timely manner, updating position descriptions when duties are significantly changed, and certifying percentages for the job duties. If there is any doubt as to whether the changes are significant, it is in the best interest of the employee for the supervisor to submit the position description for review. Position descriptions should be submitted to the Compensation Office for salary grade assignments only once within a twelve (12) month period. No offer of employment or change in compensation can be made without the employee's position being properly classified and included in the salary structure and appropriate approvals.

Salary Administration Guidelines

On an annual basis, the Compensation Office will issue a compensation guide, reviewed by the Chief Financial Officer and a university Budget Office Administrator, and approved by the President.

Individual Salary Increases

Employees have the opportunity to increase their compensation by moving through their position's salary range or by moving to a different salary grade. Employees normally move through the salary range by earning merit increases at the time of their Annual Performance Review. To be eligible for a performance increase, the employee’s overall rating must be average or above on the Annual Performance Review.

From time to time, an employee may transfer to another position in the same salary grade. This transfer is considered a lateral transfer and there will be no associated increase in salary.

When an employee moves to a different salary grade voluntarily, the salary may be adjusted to a lower or higher rate to fall within the new grade's salary range and to be in line with other employees working in the same position. The adjustment will be effective at the time of promotion or salary grade change. The Annual Performance Review Process should be conducted on the employee’s annual review date or other department-designated date.

Related Salary Conditions

Change in employment status: If an employee elects to change their employment status (i.e. part-time to full-time or vice versa), there will be no change in compensation other than the adjustment for the new work hours, assuming the employee is performing the same job.

Salaries above the range maximum: The salary range maximum does not limit an employee's opportunity to be considered for a reward when the Annual Performance Review Process demonstrates the employee's performance is average or above. In cases where the employee's salary is at the range maximum or where a recommended increase will move the salary above range maximum, a lump sum amount may be awarded to the employee in lieu of the annual salary increase. Retirement is credited for lump sum payments, but such lump sum payments are not part of the life insurance calculation. A recommendation for lump sum reward will be handled in the same manner as recommending performance increases.

Interim assignments: If an employee is reassigned to another position in a higher or lower salary grade for more than one (1) month, the salary may be adjusted to be in line with the interim position for the duration of the interim assignment. Supervisors should complete the Additional Pay Request Form. These types of interim assignments must be reviewed with the Compensation Office for approval. Interim assignments may not exceed twelve (12) months.

Responsible Official: Vice President of Human Resources
Responsible University Office: HR Compensation Office
Effective Date: 06/03/2019
Revision History: 01/01/1995; 01/01/2002; 01/01/2008
Related Legislation and University policies: Annual Performance Review Process; Staff Salary Changes other than as part of the Annual Performance Review Procedure, Annual Salary Administration Guidelines (access is limited to valid network users).