The University of Memphis
The University of Memphis administers compensation in accordance with federal laws, state laws and regulations, and Tennessee Board of Regents (TBR) policies and guidelines. Compensation practices are also subject to limitations imposed by TBR or the General Assembly. The university does not discriminate in the area of compensation on the basis of race, color, religion, sex, age, national origin, disability status, or veteran status.
It is the university's intent to pay salaries and wages that are equitable and, to the extent that funding permits, competitive with the applicable labor markets.
The purpose of this policy is to provide information and administrative guidance regarding the university's compensation plans and practices.
The number assignment that designates a pay range within the salary structure.
|Pay Range||The range of pay rates, from minimum to maximum, established for a pay grade or class. Typically used to set individual employee pay rates.|
The relative worth of each job when comparing the required level of job competencies, formal training and experience, responsibility and accountability of one job to another.
The relative marketplace job worth directly comparable to similar jobs in like institutions, factored for general economic variances and adjusted to reflect the local economic marketplace.
A job change where an employee applies for and is selected for a job where the new job has at least one higher pay grade than the old job.
|Demotion||A job change from one job to another where the new job has at least one lower pay grade than the old job.|
A job change from one job to another where the new job has the same pay grade as the old job.
|Standard Hiring Range|
The standard hiring range of each pay grade will be from the minimum salary to the control point in the salary range for the assigned grade.
An amount that represents the top of the standard hiring range and is 95% of market value.
Applicable TBR and university policies and procedures that govern specific actions relating to compensation will be followed. Interpretation for specific compensation aspects affecting different categories of employees may be obtained from the offices listed below:
Employees not covered by the University of Memphis pay plan include:
Each regular University employee will be advised of any adjusted salary rate soon after receipt of the approved annual budget from State officials.
There are six basic categories of University employees: faculty, executive/administrative/professional, clerical/support, graduate assistants, students and temporary. See General Personnel Policy for definitions.
The categories of non-student employees and student employees are mutually exclusive. That is, persons classified as full-time students will normally be employed only as Student Assistants or as Graduate Assistants.
Annually, eight days are designated as holidays and five days are designated as paid administrative closing days
Fiscal Year Appointments
The Vice President for Business and Finance may approve exceptions to the above in instances when an exception or alternate calculation would, in his or her judgment, be more equitable.
|Use of Titles|
To ensure uniformity, consistency, and meaning to titles, the Human Resource Compensation Department will use the following guidelines when recommending titles for position descriptions:
Director - Has primary responsibility for a major University operational function.
Associate/Assistant - Has primary responsibility for a significant function, a significant section of a major function, or is the second in charge of a function.
Manager - Has primary responsibility for a significant section of a major function.
|Salary Increase Approvals|
Approvals for Salary Increases
Most salary increases are subject to approval by the Tennessee Board of Regents (TBR): When an employee receives a salary increase, he or she must be informed that the increase is subject to review and approval by TBR administration. Salary increases are not considered final until approved by TBR.
The Equal Employment Opportunity Commission (EEOC) uses numbers to define "Occupational Classifications." TBR policy uses the EEOC classification system to identify jobs that require Chancellor approval for reclassification increases. Categories are defined as follows: Category 1-Executive/Admin and Managerial; Category 2-Faculty; Category 3-Other Professionals; Category 4-Clerical and Secretarial; Category 5-Technical and Paraprofessional; Category 6-Skilled Crafts; and Category 7-Service/Maintenance. (Other classifications are: Category 8-Instruction/Research Assistant; Category 9-Other; and Category A0-Other Administrative.)
The following reportable pay increases will require TBR's approval:
The following non-reportable pay increases will not require TBR's approval:
|Staff Compensation (Administrative/Professional and Clerical Support)|
Positions covered by the staff pay plans include regular administrative / professional positions and clerical / supporting positions, both full-time and part-time. Other types of pay for staff employees are also included in this policy.
Each job title is assigned a pay grade with a pay range from minimum pay to maximum pay. A job description is written for regular positions. The staff compensation plans are market-linked, and market data is reviewed on a regular basis.
Establishing Pay Rates for New Hires
New Hire Rate of Pay - Normally, the starting salary for new hires and transfers for current employees will be within the Standard Hiring Range established for the position. Internal equity with existing employees' salaries, level of education and experience and other factors should be considered in determining offers within the hiring range. The President must approve exceptions to the Standard Hiring Range.
Exceptions to the Standard Hiring Range - Some positions may be extremely difficult to recruit due to current labor market conditions. Occasionally, an extremely well-qualified candidate will command a hiring rate higher than control point. In these cases, the Department of Human Resources, in conjunction with the hiring department, will determine a reasonable hiring rate that is subject to final approval by the President.
Funding - The hiring department must provide the necessary funds—both current year and base budget—for any increased budget requirement.
Temporary employees should be paid an amount commensurate with the duties of the job. The appointment of a temporary employee may not exceed one (1) year.
Interim (Temporary) Assignment to Higher Position
An employee assigned on a temporary or interim basis to perform in a vacant higher graded position; assigned to a position which is out of the pay plan; or assigned to perform higher level responsibilities may be eligible to receive additional pay over and above the base rate. Additional pay is limited to a maximum of ten (10) per cent of the interim appointee's current pay rate, unless an exception is approved by AVP Human Resources and Vice President for Business and Finance.
Staff Positions, Job Descriptions, Pay Grades, and Job Titles
No position in the pay plans will be advertised or filled prior to the development of a job description, an evaluation of the job, the establishment of a pay grade and the creation of a budgeted position.
To ensure uniformity, consistency, meaning, and equity when establishing job titles, positions, job descriptions and pay grades, the Compensation Analyst will refer to the following Department of Human Resources' guidelines:
Actions to create, fill or reclassify a position are initiated via the internal workForum channel in the myMemphis portal. Select the appropriate action in workForum. Many actions require that a Job Description Questionnaire be completed.
Human Resources will place all positions to be filled, except temporary group positions, in workForum Employment Opportunities.
Certified Professional Secretary or Certified Administrative Professional Certification
An employee who works in a clerical support non-exempt position who passes all parts of the (CPS) Certified Professional Secretary Examination or (CAP) Certified Administrative Professional 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. The certification date is located in the upper left-hand corner of the Candidate Performance Report generated by the IAAP. (It is not the date that the test is administered or the date that the report from IAAP is received.) It is the employee's responsibility to provide the appropriate verification to Human Resources. Documentation of successful examination results should be submitted to the Human Resource Compensation Department upon receipt. Employees may contact the Human Resource Compensation Office with questions regarding eligibility for the increase.
Upon the 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 of certification or licensure. This increase is contingent upon Tennessee Board of Regents regulations and an individual cannot receive more than one such salary increase from the University.
To make a recommendation for a salary increase under this guideline, the administrative head of the department should make the request by memo, and obtain the provost/vice president's signature. Appropriately signed memos should be sent to the Department of Human Resources' Compensation Office for review and implementation. The increase will be effective on the date the certificate is issued if the documentation is provided within the same fiscal year the certificate is earned. Pay increases may be limited and/or suspended due to budget constraints. An individual cannot receive more than one such salary increase from the University.
Requests for Exceptions
Requests for exceptions to any of these guidelines must be in writing and should contain suitable justification for the exception. Such requests should originate with the hiring department and contain space for the Department of Human Resources' comments prior to the review by the appropriate Provost/Vice President and the President's review for final approval/disapproval.
Please note that any compensation pay increase, incentive, and/or reward may be limited or suspended due to Budget constraints.
|Faculty Compensation||For information regarding Faculty compensation contact the Office of the Provost website.|
|Student / Graduate Assistants Compensation|
For information regarding compensation for student employment contact the Student Employment website. For information regarding compensation for Graduate Assistants contact the Vice Provost for Graduate Programs.
|Other Compensation Topics|
Employee Recognition Program:
Staff employees are eligible for nomination in the quarterly Outstanding Employee category and the annual Distinguished Employee category. Each winner receives a monetary award and a plaque. Contact the Employee Relations Office for more details.
See policy UM1490, Extra Compensation and Outside Employment, for details.
Staff Degree Incentive Program:
See policy UM1586, Staff Degree Incentive Program, for details.
Employee Referral Program:
Any regular employee may receive a monetary award, typically $100, for referring an applicant who is later hired and completes at least 50% of the 6-month Probationary Period. Contact the Employment Office for more details.
|Extra Compensation and Outside Employment Policy||http://policies.memphis.edu/UM1490.htm|
|Frequently Asked Questions||http://bf.memphis.edu/hr/compensation/faq.php|
|General Personnel Policy||http://policies.memphis.edu/UM1613.htm|
|Graduate Student Employment|
|Job Description Questionnaire||
Job Description Questionnaire
|Office of the Provost|
|Request for Employment Action||http://bf.memphis.edu/hr/forms/action.pdf|
|Staff Compensation Website||http://bf.memphis.edu/hr/compensation/index.php|
|Summer School Compensation Policy||http://policies.memphis.edu/UM1493.htm|
|Tennessee Board of Regents|
| ||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
|Academic||Finance||General||Human Resources||Information Technology||Student Affairs|
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