The University of Memphis
Staff Compensation and Classification
The University of Memphis administers employees’ compensation in accordance with federal laws, state laws and regulations, and University policies and guidelines. Compensation practices are also subject to limitations imposed by the General Assembly. The University of Memphis does not discriminate against employees, or applicants for employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all compensation and classification-related actions.
It is the University's intent to pay salaries and wages that are equitable, promote growth and recognize the value of its employees; maintain and increase morale, reduce turnover, instill loyalty, and reward individual contributions and exemplary service; attract and develop a diverse workforce; balance the need for internal equity and the desire to be market competitive.
The purpose of this policy is to provide information and administrative guidance regarding the University's compensation plans and practices for staff. Certain increases to salaries may require approval from the President, AVP/Chief Human Resources Officer, and/or Board of Trustees. Hiring departments are responsible for ensuring that adequate funding exists to support any new position creation and/or changes in salary.
One-time monetary incentive pay for work above and beyond normal duties. This would include participating on a special project, implementation of a new initiative or other related activities as defined by the department head. Requires review and approval by the AVP/Chief Human Resources Officer and final approval by the President, Provost or Divisional Leader, as appropriate.
An offer made to retain an employee who has been offered an external job. Documentation of the offer must be secured prior to the counteroffer being extended.
A job change from one position to another where the new duties require less skill, responsibility and /or scope of authority and typically includes a decrease in salary.
Each employee is assigned one of the following designations:
The average salary of a position directly comparable to similar jobs in like institutions and industries, factored for general economic variances and adjusted to reflect the local, state or national marketplace.
An employee assigned on a provisional basis to perform functions of a vacant position with greater responsibility and/or scope of authority. Interim assignments should not exceed twelve months unless an exception is approved by the AVP/Chief Human Resources Officer. Salary increases for these actions will be evaluated by Human Resources in conjunction with the department/division head.
The average salary of a position when comparing the required level of job competencies, education, formal training and experience, responsibility, accountability and scope of authority of one job to another similar job within the University.
A comprehensive review of a position’s duties conducted by HR Workforce Management to determine if the position is classified appropriately based on the functions being performed by the incumbent.
A change from one job (or job title) to another where the new job requires similar skill, responsibility, and/or scope of authority than the previous job. This action may warrant a salary adjustment based on the new job responsibility and /or scope of authority. Lateral Transfers with a salary adjustment require a job analysis/audit completed by Human Resources.
Salary increases based on the employee's job performance. This increase may be for meritorious service above and beyond the employee’s regular job assignment or in relation to pre-established goals. May require prior written objectives/goals and an approved University plan to measure the employee's performance.
The range of pay rates, from minimum to midpoint to maximum, established for positions. Typically used to set employee pay rates.
A job change where an employee applies for or is selected for a vacant position where the new job is in a different classification, different position number and requires greater skill, responsibility and/or scope of authority.
An action where employee position has a change in job function, title, and/or salary without a recruitment process. Reclassifications for a filled position requires a job analysis/audit completed by Human Resources.
Salary increases granted in extraordinary circumstances to retain a uniquely qualified employee where the University is in danger of losing the employee and failing to act in a timely manner could result in harm to the University.
Any type of salary adjustment or omission to a previously approved salary for the employee.
|Temporary Added Duties|
Salary increases associated with the assumption of additional duties outside the scope of the current position for a defined period of time, as determined by Human Resources. Temporary Added Duties assignments should not exceed twelve months unless an exception is approved by the AVP/Chief Human Resources Officer. This type of increase does not carry a change in title.
The Department of Human Resources evaluates all staff compensation-related actions prior to approval. Internal and external equity is reviewed and included in all analyses.
The Office for Institutional Equity is responsible for ensuring actions are equitable and in compliance with the Affirmative Action Plan.
Each job title is assigned to a job classification and pay band. A unique job description is written for each regular staff position and updates may be required for any compensation related changes.
|Promotion and Reclassification|
All promotions occur through a recruitment process. Any exception to the recruitment process will require a waiver of search for the vacant position. All waivers must be approved by Human Resources and the Office for Institutional Equity. Salary is determined using internal and/ort external analysis, as well as the employee’s experience and education.
If a position is being reclassified and the position has an incumbent, a job analysis/audit must be completed by Human Resources justifying the reclassification. Human Resources and the Office for Institutional Equity must approve the reclassification through a Workforum action. Salary is determined by Human Resources using internal and/or external analysis, as well as the employee’s experience and education. The department is responsible for any funding required as a result of Human Resources’ salary analysis. All approvals must be obtained prior to notifying the employee of any changes impacting their position. If a department is reclassifying a vacant position, they can request changes by initiating an action in Workforum.
An employee assigned on an interim basis to perform functions of an existing position that carry higher level responsibilities and/or scope of authority. Employee will be eligible to receive additional pay over and above their current base rate. The amount of additional pay should be no more than fifteen (15) percent of the interim appointee's current pay rate, unless an exception is recommended by the Provost or respective Vice President, and approved by the AVP/Chief Human Resources Officer. Interim appointments are limited to no more than 12 months without an exception approved by the AVP/Chief Human Resources Officer.
|Temporary Added Duties|
An employee assigned additional duties above and beyond their current position may be eligible for a temporary added duties increase. The amount of the additional pay should be no more than ten (10) percent of the appointee’s current pay rate unless an exception is recommended by the Provost or respective Vice President, and approved by the AVP/ Chief Human Resources Officer.
A department wishing to retain an employee who has been offered a position outside the University, must submit a memo requesting approval for a counteroffer. The memo must accompany documentation of the job offer. Memos should be signed by the Provost or respective Vice President and submitted to Human Resources for review and approval. An individual cannot receive more than one counteroffer increase from the University.
A department may request a salary adjustment to retain an employee who is considered uniquely qualified. Evidence of another job offer is not required; however, a memo from the department, signed by the Provost or respective Vice President, must document the special circumstances which justify the recommended salary increase. These requests are considered under unique circumstances and will be reviewed and approved on a case by case basis.
An Increase based on the employee's job performance require written documentation. Increases related to pre-established goals require an approved University plan with prior written objectives/goals. This increase is subject to University funding availability and must be reviewed and approved by Human Resources as part of a compensation strategy for the department.
Certified Administrative Professional (CAP)
An employee who works in a non-exempt clerical support position and passes all parts of the Certified Administrative Professional (CAP) Examination shall be granted a nine percent (9%) increase in salary according to Tennessee state law. Exempt employees are not eligible for the increase. An individual cannot receive more than one such salary increase from the University. The pay increase will become effective with the next pay period beginning after the employee's passing grades on all parts of the examination are certified by the International Association of Administrative Professionals (IAAP) or another nationally accredited association. It is the employee's responsibility to provide the appropriate verification to Human Resources. Documentation of successful examination results should be submitted to Human Resources Workforce Management upon receipt. Employees are required to contact the HR-Workforce Management office for confirmation eligibility of the increase.
Other Nationally Recognized Professional Certifications/Licenses
Upon receipt of a nationally recognized professional certification or a state license to practice in their field, administrative/professional and clerical/supporting employees may be eligible for an increase of five percent (5%) of their salary in effect at the time the certification or licensure is attained.
For the request to be approved:
Upon obtaining the certification, the dean, director or department head should submit a request via memo with a copy of the certification/licensure attached and obtain the Provost or respective Vice President's signature. The increase will be effective the month following the date of certification. The documentation must be provided within the same fiscal year the certificate is earned. The memo and copy of certification/licensure must be submitted to Human Resources Workforce Management for review and final approval.
The University reserves the right to alter, amend or modify the Compensation Plan at its discretion.
|Extra Compensation and Outside Employment Policy||http://policies.memphis.edu/UM1490.htm|
|Request for Employment Actions|
|Waiver of Search|
| ||UM1515 -- Revised June 13, 2017|
UM1515 Rev.2 -- updated August 19, 2010
UM1515 Rev.1 -- updated December 18, 2009
UM1515 - Issued: December 7, 2006 - supercedes policy number 2D:05:12C
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