Employee Salary Compensation Administration

In accordance with System Policy and Regulation, Tarleton State University will provide standardized guidelines for adjusting the salary of employees when a change in position and/or title occurs or to accommodate equity concerns. Tarleton State University will also publish and maintain a Comprehensive Pay Plan for university personnel.

CONTACT OFFICE: Human Resources

Compensation Administration

PROCEDURE

1. GENERAL

1.1 System Regulation 31.01.01 defines various employee groups within the Texas A&M University System. Tarleton State University has two principal groups of employees – classified and non-classified. This university rule addresses classified positions and non-classified professional and administrative positions excluding The Texas A&M University Board of Regents appointed faculty, research, and extension non-classified positions.

1.2 The Department of Human Resources will maintain the Comprehensive Pay Plan, as well as, administer position titling and compensation procedures for Tarleton State University classified and non-classified positions.

2. RESPONSIBILITY

The Department of Human Resources will:

o Create new classified and non-classified titles when needed;
o Solicit input from participating components within the Texas A&M University System regarding classified and non-classified titles;
o Maintain the Comprehensive Pay Plan and the Budget/Payroll/Personnel (BPP) System;
o Conduct job studies upon request and establish or reclassify/re-title positions;
o Audit Position Description forms on a periodic basis to ensure descriptions are up to date and accurate; and
o Create and update Position Description forms for new or changing classified jobs.

3. ESTABLISHING A NEW OR RECLASSIFIED POSITION

All classified and non-classified positions will be assigned a starting salary, an Fair Labor and Standards Act (FLSA) code, an Optional Retirement Program (ORP) eligibility code, and a salary grade if applicable. These codes will be published in the Tarleton State University Comprehensive Pay Plan and updated on an annual basis.

Determination of a position’s starting salary is based on the information provided on the position description form. The Department of Human Resources will determine a starting salary using factors such as, but not limited to, tasks and duties of the job, necessary skills to perform the job, necessary education and/or experience to perform the job, level of responsibility, supervision given or received, budget authority, relevant labor market, and current positions within Tarleton’s Comprehensive Pay Plan that possess equal skill, effort, responsibility, and working conditions. Determination shall not be made based upon the source of funds or the ability of the department to pay.

3.1 New Position

Departments may initiate a new position request by completing a Job Classification Request, Position Description form, departmental organizational chart, and a memo of justification explaining the need for the new position. This position packet will be submitted through administrative channels to the appropriate vice president/executive director for review and authorization to perform the position study. All forms are available on the Department of Human Resources webpage. Upon authorization by the vice president/executive director, the position packet will be forwarded to the Department of Human Resources for review.

The Department of Human Resources will conduct a job study to determine the appropriate title and salary for the position, ensure a funding source has been identified for the new position, and submit a recommendation for further approval within 60 days of receipt in Human Resources. After funding certification by the Office of Finance and Administration, the recommendation will be sent to the president for final approval. Upon final approval, the Department of Human Resources will notify the requesting department the position has been established and is ready to be filled. The requesting department will forward a Personnel Requisition form requesting permission to advertise the newly created position. The process is completed upon the selection of a candidate.

3.2 Reclassifying an Existing Position

Departments may initiate a request to reclassify a position by completing a Job Classification Request, Position Description form, departmental organizational chart, and a memo of justification explaining the need for the reclassification, and submitting the position packet to the appropriate vice president/executive director for review and authorization to perform a position study. All forms are available on the Department of Human Resources web page. The vice president/executive director will forward the position packet to the Department of Human Resources for review.

The Department of Human Resources will conduct a job study to determine the appropriate title and salary for the position, ensure a funding source has been identified for the new position, and submit a recommendation approval within 60 days of receipt in the Department of Human Resources. After funding certification by the Office of Finance and Administration, the recommendation is sent to the president for final approval to establish the new position. Upon full approval, the Department of Human Resources will notify the department the position has been reclassified. The requesting department forwards a Personnel Budget Action form moving an employee into the newly reclassified position or forwards a Personnel Requisition form for advertising if the position is vacant. The process is completed upon placement of a candidate in the reclassified position.

4. PAY PROCEDURE

4.1 Pay Rates for New Employees

The starting pay for new employees, either in a budgeted or a non- budgeted position will normally be the minimum rate established for the position in the University’s Comprehensive Pay Plan. When necessary department heads may request a starting salary above the minimum to attract a candidate exceeding minimum qualifications. Such requests must be approved through the appropriate vice president/executive director utilizing the following guidelines.

A. To avoid any unnecessary delays, the department head is encouraged to contact the Department of Human Resources prior to seeking the approval of a vice president for a salary offer above the position minimum. The Department of Human Resources will review the offer to ensure it is equitable and comparable, especially where several positions within one title exist.

B. Vice Presidents may approve initial salary requests not to exceed 10 percent above the minimum established rate for the position. Department heads will submit a memorandum providing the name of the applicant, position, the recommended salary and funding source, accompanied by a concise, factual justification statement through appropriate channels to the vice president/executive director.

C. Requests exceeding 10% above the minimum shall be submitted by memorandum through administrative channels to the president for approval. The requesting memorandum will provide the name of the applicant, position, the recommended salary and funding source, accompanied by a concise, factual justification statement to support the requested salary.

In situations where departments must hire applicants not fully qualified in accordance to the minimum requirements for the position, a department may hire below the minimum salary for a period of six months. Following the candidate’s first six months of employment with Tarleton, the salary should be restored to the minimum provided the employee is performing at satisfactory levels. Before a salary offer can be extended, below the posted minimum for a position, it must be approved by the Department of Human Resources and the appropriate vice president/executive director.

4.2 Promotions/Reclassifications

Current employees recommended for promotion/reclassification must possess the minimum qualifications for the new position as described in the Position Description form. A current performance evaluation shall be on file for an employee to be promoted/reclassified. The new salary rate of a promoted/reclassified employee will normally be the minimum of the position’s assigned salary range or a 3.4 percent increase over the employee’s current salary, whichever is higher. The salary for a newly promoted or reclassified employee must be approved by the appropriate vice president/executive director according to the following guidelines:

A. To avoid any unnecessary delays, the department head is encouraged to contact the Department of Human Resources prior to seeking the approval of a vice president for a salary offer above the position minimum. The Department of Human Resources will review the offer to ensure it is equitable and comparable, especially where several positions within one title exist.

B. Vice Presidents may approve requests for starting rates not to exceed 10 percent above the minimum amount of the position for employees who have qualifications markedly superior to the minimum requirements for the reclassified position. Department heads will submit a memorandum that provides the name of the employee, position, the recommended salary together with a concise, factual justification statement supporting the proposed salary through proper channels to the appropriate vice president/executive director.

C. Requests exceeding 10% above the minimum shall be submitted by memorandum through administrative channels to the president for approval. The requesting memorandum will provide the name of the employee, position, and the recommended salary together with a concise, factual justification statement to support the requested salary.

4.3 Demotions

A demotion occurs when an individual moves from one position to another position having a lower pay range and/or a less senior title requiring less education, experience, and responsibility. Salary adjustments may be made in the event of a demotion resulting either from an employee transferring to another position or University administrative action. The Department of Human Resources is available to assist in determining the salary rate.

If the demotion occurs as a result of an employee transferring to another position, the hiring supervisor may adjust the employee’s salary to a lower pay scale in relation to the new position. For example, if a classified employee is at Step G in their current salary range, they may move to Step G of the new position salary range. In the instance of a non-classified employee, the new salary would be based on several factors, including but not limited to: responsibilities/requirements of the position, uniqueness of the position, the employee’s years of experience/service, and the recruiting salary range of the position.

If the demotion is at the request of University administrative action, the department head may recommend a decrease in the current salary rate, based on job duties/responsibilities and the recruiting minimum of the new position to which the employee is transferred. The proposed salary is subject to approval by the appropriate vice president/executive director. See System Regulation 32.02.02, Discipline and Dismissal Procedure for Non Faculty.

All other recommendations shall be submitted by memorandum through administrative channels to the president.

5. EQUAL PAY

The Department of Human Resources may initiate a salary study on a position when the position requirements and functions remain unchanged. The need may arise as a result of an equal pay study, a formal salary study of a particular job group or job family, or a request from the department head or other upper level administrator. The funding source or the department’s ability to pay is not a sufficient reason to conduct a salary study.

Before proceeding with a salary study of an individual position, the Director of Human Resources will request approval to proceed from the Vice President of Finance and Administration. Upon approval, the Department of Human Resources will evaluate the position salary and forward a written recommendation to change a minimum salary, through the appropriate vice president/executive director and Vice President of Finance and Administration, to the President for final approval. Unless the initial request for study originated from the department, the Department of Human Resources will only notify the department head upon final approval.

6. TIMING OF SALARY INCREASES

Salary increases are normally effective the first day of the month following approval by the President.

OFFICE OF RESPONSIBILITY: Department of Human Resources