University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Contents

• 1.0 Overview and Purpose
• 2.0 Applicability
• 3.0 Exceptions
• 4.0 Requirements and Procedures
  • 4.1 New Employees
  • 4.2 Reallocation
  • 4.3 Open Recruitment
  • 4.4 Lateral Moves
  • 4.5 Voluntary Demotions
  • 4.6 Acting or Interim Appointments–Temporary Base Salary Increases
  • 4.7 Stipends
  • 4.8 Temporary Salary Increase
  • 4.9 Mass Salary Increases (MSI)
  • 4.10 Out-of-Cycle Salary Adjustments
  • 4.11 HRS Process
  • 4.12 Employee-Requested Salary Review
  • 4.13 Management-Requested Salary Review
• 5.0 References and Resources

1.0    Overview and Purpose

Human Resource Services (HRS) administers the procedures for administrative professional (AP) salary determinations and adjustments. To ensure that all salary decisions throughout the WSU system are consistent, HRS at WSU Pullman provides overall direction for all salary determinations and adjustments systemwide.

2.0   Applicability

This salary determination and adjustment procedure applies to salaries for all AP employees.

3.0   Exceptions

The appropriate executive vice president, vice president, chancellor, or dean must submit any request for exception to this policy in writing and/or through Workday to HRS and clearly state the rationale for requesting the exception. (See Workday Request Compensation Change for instructions.)

4.0   Requirements and Procedures

4.1     New Employees

New employees are typically hired at a salary rate from the minimum to the average of the salary range. In consultation with HRS, hiring departments should consider the applicant’s qualifications and experience when determining a starting salary.

HRS must review and approve a proposed starting salary rate above the average of the salary range prior to the department making an offer to the applicant. Salary rates at or below the average of the salary range do not require additional review by HRS.

4.2     Reallocation

The employee’s salary rate is typically placed from the minimum to the midpoint of the salary range. In consultation with HRS, hiring departments should consider an employee’s qualifications and experience when determining the salary rate.

4.3     Open Recruitment

The successful applicant is placed at a salary rate from the minimum to the midpoint of the range. In consultation with HRS, the hiring department should consider the employee’s qualifications and experience when determining a starting salary.

4.4    Lateral Moves

Generally, an employee does not receive a salary adjustment when moving to another position with a comparable salary range. The department may contact HRS to discuss a possible exception based on a unique job or on employee qualifications prior to making an offer to the employee. HRS considers the operational size of the unit and scope of duties as well as other factors when determining the appropriate salary.

4.5    Voluntary Demotions

If an employee voluntarily moves to another position with a lower salary range, the employee’s salary rate is governed by the new salary range. Departments contact HRS to determine the appropriate salary prior to making an offer to the employee.

4.6    Acting or Interim Appointments–Temporary Base Salary Increases

Occasionally, employees are expected to assume some of the duties associated with a vacant position. However, it is only when an employee is appointed as “acting” or “interim” that a base salary adjustment may occur, given the following:

• The appropriate appointing authority authorizes the acting or interim appointment;
• The employee meets the minimum requirements of the position;
• The employee’s temporary salary is determined by the salary of the position in which the employee is acting or interim; and
• The acting or interim appointment ranges from three months to eighteen months.

4.6.a    Executive-Level Appointments

The Vice President and Chief Human Resource Officer must authorize executive-level acting or interim AP appointments with the following titles:

• Vice presidents
• Vice chancellors
• Assistant vice presidents
• Assistant vice chancellors
• Associate vice presidents
• Associate vice chancellors
• Executive directors
• Athletic Director

(See UPPM 60.17.)

4.7    Stipends

Temporary compensation in the form of a stipend to increase a salary may be appropriate when all of the following apply:

• The employee’s position is overtime exempt (ineligible for overtime);
• The employee has taken on additional duties of at least twenty percent of effort outside of their position’s typical duties for an extended period of time;
• The additional duties are of a higher level than the employee’s current role;
• The stipend salary adjustment is temporary; and
• The salary stipend does not exceed a ten percent increase in the employee’s monthly base salary.

4.8    Temporary Salary Increase

Temporarily increasing an employee’s base salary may be appropriate when all of the following apply:

• The employee’s position is overtime eligible;
• The employee has taken on additional duties of at least twenty percent of effort outside of their position’s typical duties for an extended period of time;
• The additional duties are of a higher level than the employee’s current role but may not result in a temporary upgrade or temporary change in title;
• The temporary salary adjustment has a defined end date; and
• The temporary salary increase does not exceed a ten percent increase in the employee’s monthly base salary.

Note: Any temporary salary increase may impact the employee’s overtime rate for the time period in effect (see UPPM 60.59 for additional overtime eligible considerations and Workday Request Compensation Change for instructions).

4.8.a    Executive-Level Appointments

The President or the Provost and Executive Vice President must authorize executive level appointments that include temporary stipends (see UPPM 60.17).

4.9    Mass Salary Increases (MSI)

Salary increases for AP employees are not automatically provided. WSU awards general salary increases to administrative professional (AP) employees as part of the University-wide mass salary increase (MSI) process when funds are allocated by the Legislature and/or the University.

The Budget Office provides guidance on the MSI process each year.

4.10    Out-of-Cycle Salary Adjustments

Under certain circumstances, “out-of-cycle” salary increases may be appropriate. Out-of-cycle salary determinations must be requested by the departmental appointing authority and approved by HRS for compelling reasons only, such as:

• Significant changes of duties;
• Retention, i.e., difficulty retaining incumbent employees due to factors such as location, skill level, licensing requirements, and/or market competition;
• Extraordinary merit: performance-based salary increase in recognition of an employee’s exceptional achievements, subject to available funding and leadership approval; or
• Internal or external equity and/or market conditions.

4.10.a   Request Process

To request an out-of-cycle salary adjustment, follow the AP classification/reclassification procedure in UPPM 60.02.

If the request is for retention, extraordinary merit, or internal or external equity and/or market conditions, the appointing authority submits a request through Workday (see Workday Request Compensation Change for instructions).

4.10.a.i  Workday Documentation

The personnel administrator or appointing authority submits justification through Workday including:

• Justification memo detailing the basis for the request, or other documentation related to the request.
• Requested salary increase amount.

4.10.a.ii  OPDRS Documentation

OPDRS documentation is accessible through the OPDRS website.

4.10.b    Approval

HRS makes the final decision to approve or deny the out-of-cycle increase request. Exception: If the request is for an out-of-cycle increase for an executive-level position, the President or the Provost and Executive Vice President makes the final decision and must provide authorization to HRS.

4.11    HRS Process

HRS performs a salary analysis, using methods such as local, regional, College and University Personnel Association (CUPA) market data comparisons, and/or University-wide and peer reviews, etc. HRS may meet with the appropriate college/department representatives and the incumbent.

HRS administers all official salary surveys used to make University compensation decisions.

4.11.a    Decision

HRS provides notification through Workday to the requesting appointing authority regarding whether the request is or is not approved.

4.12     Employee-Requested Salary Review

Any AP employee may request a salary review of their own position. To initiate such a review, the employee must provide HRS and their immediate supervisor with the following:

• A memorandum describing the circumstances and basis for the request;
• A signed position description that includes current duties and responsibilities; and
• An organization chart showing the position’s relationship to other positions in the department.

(See UPPM 60.02.)

4.12.a     HRS Process

HRS performs a salary review including position review/analysis to include:

• Internal equity assessments within the unit and across the system within a title (as appropriate); and
• External market data.

The review may or may not result in a recommendation for a title/title code change and a different salary range.

Upon completion of the review, HRS provides a written summary to the employee and the appointing authority. The appointing authority provides a written response to HRS and the requesting employee within 30 days of receiving the analysis from HRS.

HRS may recommend the appointing authority consider a title/title code change, different salary range, and/or salary increase. In collaboration with HRS, the appointing authority makes the final decision on the salary for the position. The approved salary must be within the range recommended by HRS.

Note: AP reclassifications are management-requested. 

4.13     Management-Requested Salary Review

An appointing authority may request a salary review of their staff, individually or by unit. A salary review assesses an employee’s salary in relation to internal and external data and is separate from a reclassification (change in responsibilities, title, and salary). If the salary review request is a result of a change in responsibilities, the appointing authority is encouraged to submit the changes to HRS as a potential reclassification (see UPPM 60.02). To initiate a salary review the appointing authority must provide HRS with an email or memorandum describing the circumstances and basis for the request, including the scope of the request.

4.13.a    HRS Process

HRS performs a salary review including position review/analysis to include:

• Internal equity assessments within the unit and across the system within a title (as appropriate); and
• External market data.

Note: The review may or may not result in a recommendation for a different salary range or increase.

HRS may recommend the appointing authority consider a different salary range, and/or increase. In collaboration with HRS the appointing authority makes the final decision on the salary for the position. The approved salary must be within the range recommended by HRS.

5.0   References and Resources

UPPM 60.02 Classification and Reclassification

UPPM 60.17 Recruitment and Selection of Administrative Professional Personnel

UPPM 60.59 Overtime-Eligible Employees

HRS Classification and Compensation