SALARY SETTING (COMPENSATION)

Non-Represented Staff:

  • Factors to Consider:
    • Budget – annual planning and management.
    • Internal equity.
    • Individual’s qualifications – knowledge, skills and experience compared to others in unit/department performing similar work.
    • Recruiting difficulty.
    • Salary range (midpoint ideally represents market pay for an employee who is fully performing all the responsibilities of the job).
    • Do not use the campus average as the ONLY reference point (do not set salary at campus average level if individual is new to the position level; consider internal equity).
  • Stipends:
    • Generally should be 5% - 15% at most. Above 15% stipends have been audited by UCOP in the past with detailed explanations submitted to the Regents.
    • Stipends are for one month to one year. Extension beyond one year requires Compensation approval, in advance.
  • Above 25% Salary Increases:
    • Fiscal Year policy - PPSM-30: Salary H. Annual Increases: An employee's total salary increase in a single fiscal year (including, for example, merit, promotional, and equity increases, but not including incentive awards) shall not exceed 25 percent of base salary, unless an exception is granted by the Chancellor.
    • The base salary that is the salary to compare moving forward is the July 2 salary.
    • The resulting salary for a PPSM position and the above 25% calculation does include positions/individuals that were not in the PPSM personnel program on July 2. What matters is if the salary increase is to be implemented for an individual in the PPSM program at the time of the increase, in any appointment type. This includes individuals who were in:
      • Academic title positions as of July 2 that subsequently converted to a PPSM position.
      • Student Assistant titles as of July 2 that converted to a PPSM position.
      • Represented title as of July 2, but the individual assumed a PPSM position subsequently through either a reclassification or promotional opportunity.
    • Salary increase percentages compound upon each other. Granting a 10% increase and then a subsequent 15% increase results in a total combined salary increase percentage that is above the 25% threshold.
    • The home department is responsible for ensuring adherence to the policy. The home department may also consult with the Compensation/HR Partners as appropriate.
    • Compensation will be auditing moving forward – regular reporting (see 25% Increase Request Form).
    • Must provide to UCOP the pertinent details for all above 25% salary increases, including the approval date vs. the effective date, business case rationale/justification, etc.
    • Athletics Exception: a previous Vice Chancellor – Admin & Finance granted a blanket exception to the Athletics department to allow for above 25% salary increases when an Athletic department student intern moves into a career position at a salary of no more than $45,000.
    • Exceptions to policy are:
      • if resulting salary is precisely at the salary range minimum;
      • Salary increases for individuals who are in one of the four Student Assistant titles and remain in one of the four Student Assistant titles;
      • BYA to BYA position salary adjustments since there is no minimum rate for BYA titles, other than the mandatory minimum wage;
      • If there is a break in service for the individual who is rehired at a higher rate;
      • If the individual is covered by a collective bargaining contract.

Represented Staff:

  • Factors to Consider:
    • Budget – annual planning and management.
    • Individual’s qualifications – knowledge, skills and experience compared to others in unit/department performing similar work.
    • Recruiting difficulty.
    • Salary range (midpoint represents market for the level of work performed).
    • Do not use the campus average as the ONLY reference point (Do not set salary at campus average level if individual is new to the position level; consider internal equity).
  • Stipends:
    • In general, union contracts do not allow stipends.
    • If employee is performing out-of-unit work for 20 or more consecutive business days, then consult contract for temporary reclassification guidance (Requires approval by Compensation).
  • Equity Adjustments:
    • Requires approval, through Labor Relations, prior to implementation.
    • Labor Relations and the union will require detailed analysis of all employees in the unit/department in the same title.
  • Reclassifications:
    • If attempting to move an individual from a represented title to a non-represented title, Compensation needs to approve the request, then Labor Relations must support the requested classification and if so, Labor Relations will coordinate necessary notice/meetings with the appropriate union, and Labor Relations will ultimately communicate final decision once union support/approval is gathered.
  • STAR PROGRAM
    • Only for PPSM staff and employees covered under the Clerical and Allied Services (CX) bargaining unit contract.
    • $500 Spot Awards.
    • $2,000 - $10,000 Achievement Awards.

POSITION DESCRIPTIONS (CLASSIFICATION, JOB EVALUATION)

  • The job description has important impacts which include recruitment, training & development, job expectations, essential functions for disability and/or workers compensation claims.
  • Having a complete job description minimizes the need to go back to the home department for additional information and expedites the review process.
  • REQUIRED DOCUMENTATION:
    Use the correct description template
    (1) Non-Represented template -OR- (2) Represented Positions template
    Edit Job Summary and Custom Scope sections to help Compensation understand the unit/department function and primary purpose of the job
    Complete Problem Solving Examples section (align with requested title – Supv/Mgr request should have those types of problem solving examples)
    Provide current organizational chart
  • Clarify key responsibilities (should be no more than 6 – 8 key responsibilities, each at 5% or more time).
  • Use action verbs.
  • Include department name.
  • Include supervisor name.
  • Ensure total of key responsibilities = 100%, even if a part-time job.
  • Review requested educational requirements – not able to require a Bachelor’s degree for Admin Asst. level positions – cannot make it preferred… cannot require a Master’s degree, etc. Need to separate the position from individual qualifications.
  • For MSP level requests, usually needs to be submitted to Compensation from the CUA.
  • Copy compdesk@berkeley.edu for all reclassification requests (not for vacancies).