Out-of-Cycle Salary Increase Requests (EHRA Non-Faculty)
Notice: As a State Budget for FY 2019-2020 has yet to be adopted, salary increase actions effective July 1, 2019 or later are limited to the following:
- Promotional increases for existing budgeted positions and/or titles
- Critical retention increases
- Increases for individuals assuming an acting or interim appointment for an existing vacant position
- Increases mandated by federal or state law
This procedure outlines the guidelines and procedures for requesting out-of-cycle permanent increases to base salary for EHRA non-faculty employees. “Out-of-cycle” increases are any adjustments to base salary excluding adjustments accomplished as part of the normal EHRA annual raise process (ARP), a salary supplement (which is not part of base pay) or from a job change resulting from a competitive recruitment. In most cases, it is preferred that departments plan for and use the EHRA annual raise process (ARP) to implement salary adjustments for EHRA non-faculty employees.
Out-of-cycle increase requests should be non-routine in nature and have a specific and detailed justification. The following are justifiable reasons to propose an out-of-cycle salary adjustment:
- Correction of an administrative error
- To recognize permanent, newly added additional duties which are substantive in nature. (Temporary additional duties are compensated using an administrative salary supplement and not a permanent adjustment to base salary.) In the case of newly added duties, the duties in question should be demonstrated to substantially increase the scope and complexity of the employee’s position. Minor changes in duties and responsibilities should be addressed in the ARP process.
- To address documented salary equity issues including those caused by the salary of a newly appointed employee within a work unit. Equity may be used when a new hire has been appointed at a higher salary rate than existing employees in the same classification within a particular unit, department or division. Justification for an increase due to internal equity must identify the inequity and justify the rate of increase based on the relative job level, education, credentials and/or experience of the affected employees.
- To address job equity in comparison to market or “labor market.” Labor market is defined as the area within which employers compete for labor. The market is composed of those institutions, businesses and organizations from which University units recruit or would logically recruit. Justification for an increase due to labor market/external equity must be substantiated by market survey data.
- As a retention offer for an employee who has a documented, confirmable salary offer from an outside institution. In instances where an offer has not been presented, departments must be able to demonstrate that the intended salary increase recipient is considered a finalist for the external position. Justification for an increase due to retention should include an assessment of the individual’s merit and value to the institution and the circumstances warranting a retention adjustment.
Out-of-cycle increase requests must be documented on the Recommendation for EHRA Base Salary Adjustment or Supplement Form.
Increases which are both 20% or greater and $15,000 or greater of the employee’s June 30 base salary require both BOT and BOG approval. 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.
Please refer to the EHRA Non-Faculty Approval Authority & Salary Submission Schedule for additional information on required levels of review and approval.
A Recommendation for EHRA Base Salary Adjustment or Supplement Form for each increase regardless of amount must be sent to the firstname.lastname@example.org email address.
Increases that are less than 20% and $15,000 are approved on campus and may be effective as early as the first of month in which the request was received.
Increases which are both 20% or greater and $15,000 requiring either BOT or BOG approval may not be implemented until after final Board approval is granted. The effective date is set by the Board of Trustees or Board of Governors. 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.