Out-of-Cycle Salary Increase Requests for Faculty

This procedure outlines the process for permanent "out-of-cycle" increases to base salary for EPA faculty employees for Fiscal Year 2009-2010.

"Out-of-cycle" increases are adjustments to base salary excluding the normal EPA annual raise process (ARP), a salary supplement (not part of base salary) or from a job change resulting from either a competitive recruitment or waiver of recruitment. 

In accordance with instructions received from UNC General Administration, the following guidelines are in effect for FY 2009-2010 to serve as parameters for providing permanent salary adjustments in faculty positions at UNC-Chapel Hill.

The following are justifiable reasons to propose an out-of-cycle salary adjustment:

• a faculty member who is promoted and/or awarded tenure through the campus promotion and tenure process
  
• an employee who changes jobs and has different duties
  
• an employee who has an increase of (permanent) job duties or responsibilities (faculty who assume administrative duties for a specified period of time should continue to have their added compensation reflected as a supplemental rate without an increase to their base salary)
  
• a person appointed to a Distinguished Professorship in accord with statutory and campus processes (faculty who hold a term professorship should continue to have their stipends added as a supplemental rate, which would not change the base salary)
  
• a tenured faculty member who received an increase from the President's Recruitment and Retention Fund as part of a counter-offer to retain them on the faculty.  If the retention amount has a campus component the campus funds must come from a non-state source.  A documented offer of employment is required from the external entity.
  
• a campus-based counter-offer to an offer from another university or external entity may be provided so long as all the campus-based funds in the counter-offer are from a non-state source.  All the campus-based funds in a retention counter-offer must come from non-state funding sources.  A documented offer of employment is required from the external entity.
  
• faculty who participate in medical, dental or similar organized practice plans may have  a salary adjustment based on the income associated with the practice plan.  Such plans typically involve both increase and decreases in the salary adjustment based on the practice plan's results

Fixed term faculty employees for whom a reappointment will need to be made in 2009-2010 may be reappointed, consistent with any operable Office of the State Budget and Managment memoranda; however, if they are reappointed to do the same job they previously held then there should be no increase in salary.

Documents required: 

• Recommendation for EPA Out-of-Cycle Salary Increase
• Memorandum on letterhead addressed to the Office of the Provost justifying the request  
• BOT Salary Increase Form (increases 10% or greater)
• Personnel Action Requiring Approval of the Board of Governors [BOG form] (increases 15% or greater AND $10,000 and greater)

Please note that calculations of the percentage (%) increase amount are based on the employee's previous June 30 base salary and not their July 1 or current salary.

Required documentation must be attached to an EPAWeb Salary/FTE Change action routed through normal administrative channels electronically to the Office of the Provost.  A hardcopy of the EPAWeb action and attachments must be forwarded to the Office of the Provost in addition to electronic transmittal.

No reporting or approval from the President or Board of Governors is necessary for:

• an increase resulting from a change in contract period, (e.g., 9 months' service to 12 months' service according to institutional policies so long as the monthly increase is not 15% or more); or
  
  
• A temporary administrative supplement (such as for advisers, department chairs, assistant department chairs, etc.) that does not change the annual base salary rate.  It is anticipated that such increases will be associated with persons given new or additional assignments or changes of duty; or
  
  
• An increase in an EPA salary, less than $10,000 AND 15%, paid entirely from grants or contracts or other non-appropriated funds, such as an increase associated with an anniversary date of employment or of the contract(s) and grant(s) from which the salary is funded.

Except when correcting an administrative error or other exceptional circumstances, out-of-cycle salary increases are authorized only on a current and not a retroactive basis.

Actions requiring either BOT or BOG approval may not be effective until the day following the final Board approval.  For example, if BOT meets on 1/15, an action requiring BOT approval may not have an effective date earlier than 1/16. If BOG approval is also required for this action, and the BOG approves the action on 2/18, the earliest effective date for the action is 2/19.  Please take into account the Board approval dates when determining the effective date for your proposed increases for actions that require this level of approval.

A current schedule of submission deadlines and approval dates for actions requiring BOT and/or BOG approval is included in the related documents section of this procedure and is updated annually.