Salary Increase Exercise SALX

1 Salary Increase Exercise SALX Guidelines For Academic faculty & Administrative Professional Employees FY 2019-2020 March 1, 2019 Table of Contents Preface .. 1 Overview .. 2 General Policies .. 3 Increases .. 3 Eligibility Cut-Off Date for New Hires .. 3 Eligibility Cut-Off Date for Employees Transitioning from SC to AP .. 3 Eligibility .. 4 Primary and Concurrent Assignments .. 4 Control Totals .. 4 Individual Full-Time Rates and Part-Time Employments.. 4 Merit Increases .. 5 Equity Adjustments.. 5 Special Increases .. 6 Off-Cycle Increases .. 7 Temporary Employees .. 7 Promotions from Promotion & Tenure Process .. 7 Promotion Increases .. 7 University Distinguished Professors and Distinguished Teaching Scholars .. 7 Appointment Changes .. 7 Leave-Without-Pay (LWOP) Base Increase Procedures .. 8 Notification of 8 Workshops.. 8 Where to Get Help: .. 8 Critical Dates .. 9 Information for SALX Coordinators.

2 12 Eligibility Process .. 12 Initial Steps .. 12 Ineligible Employees.. 13 Missing Employees .. 13 Incorrect Salary Authority Department .. 13 Verification Deadline .. 13 Multiple/Concurrent Assignments .. 13 Salary Raise Exercise Process .. 14 Entering Increases into SALX .. 14 Merit.. 14 Equity and Special Increases .. 14 Promotion .. 14 University Distinguished Professors and Distinguished Teaching Scholars.. 14 Individual Full-Time 14 Part-Time Employment.. 14 Rounding.. 14 Control Numbers .. 14 Impact of Zero Increases to Eligible Salary Base.. 15 Off-Cycle Increases/Raises Outside the Normal Time-Frame .. 15 Notification of 16 Appointment Changes .. 16 Salary Adjustments for Administrative Appointments .. 16 Due Date to Complete the Exercise .. 17 2019-20 Salary Increase Guidelines - 1 - Preface For the FY20 SALX process, a proposed University average merit Increase is anticipated. Keep in mind the is the average and not to say everyone is entitled to the same percentage Increase .

3 The determining factor should be based on performance rankings conducted on an annual basis across any given department / unit. The expectation is there will be some variances amongst employees merit increases. Some individual increases will be higher, some lower but the overall percentage will likely be within the university average and will require each college / vice presidential unit to stay within the control numbers provided to them. It is important to communicate this to your employees to minimize any misunderstandings. The process implemented three years ago for equity and special increases will continue in FY20. See separate documentation for procedures and how to access the form. You will need to work closely with your SALX Coordinator for this process. Requests must be pre-approved and funded from the existing funds of a college/unit. There will be no central funds for equity or special increases. Remember, equity and special increases are not included in the Salary control numbers associated with centralized fringe benefits.

4 Individual areas are responsible for paying into the fringe pool to cover the cost of the fringe benefits associated with equity and special increases and will need to purchase additional Salary control authority. March 19 is the cut-off date for new hires to be included in the Exercise . This means paperwork and electronic approvals must be completed and in Oracle HR by March 19. The same is true for changes to existing employee assignments with any type of mid-year Salary changes. Salary changes made after March 19 are unlikely to be captured or included in the Exercise . Post-doctoral employees and administrative professional hourly employees are not part of SALX. Salary adjustments may be made on the anniversary date of their hire, or on the anniversary of the grant start date, through normal HR procedures. It is anticipated that up to the full amount of the merit Increase could be applied for these individuals as determined by each college on a case-by-case basis.

5 HR has recently created a process to grant an annual Salary Increase for these AP Hourly employees. Reference page 4 under eligibility for more details regarding the process. Prior changes implemented within SALX to preserve data integrity and synchronize the approval process will continue this year supporting the position management and hiring process facilitated through the Talent Management System (TMS). Factors prompting action in TMS include requirements for updated job descriptions and proper classification in the AP Framework structure. Special Increase requests resulting from a major change in job duties and/or responsibilities resulting in a promotion outside of the official faculty and promotion and tenure process must be reviewed and approved by the Office of Equal Opportunity (OEO) and Human Resources (HR) through the TMS process. Reference communication from HR dated February 14, 2019. Any reviews and approvals that were not completed before the SALX deadlines will likely need to be processed after SALX is finalized through the normal off-cycle/Alternative Appointment Request (AAR) request procedure.

6 Backdating of promotions and Salary increases is not permitted. 2019-20 Salary Increase Guidelines - 2 - Overview The table below summarizes key components of increases for the faculty and administrative professional Salary Increase Exercise . It is important to understand the process so please read through the detailed information within the Salary Increase Guidelines. Those receiving equity, special, promotion, University Distinguished Professor (UDP) or University Distinguished Teaching Scholar (UDTS) increases must also receive at least the University average merit percentage Increase . Category Definition Eligible Employee Group Pre-Approval Required Deadline to Submit Pre-Approval Request Notification Date of Approvals by Provost/VP Fund Source SALX Field Merit Increase based on performance evaluation All No n/a n/a Units receive a set % of Increase for E&G funds only. Merit Amt. Equity Increase Increase based on comparison with other salaries in the same unit.

7 For tenure-track/tenured faculty member, use the Equity Study data provided by Institutional Research or Salary Equity letters from OEO. All, but mostly for tenured/ tenure track faculty Yes (unless coming from merit pool $) April 10 April 30 Comes from Unit s internal resources and/or reallocations. No central funding. Disc/Indiv. Equity (unless from Merit pool $, then insert in merit amt and provide comments) Special Increase Individually justified adjustments that cannot be accomplished through the regular merit/equity process. All Yes April 10 April 30 Comes from Unit s internal resources and/or reallocations. No central funding. Special Increase Promotion Results of promotion and tenure process Regular tenure-track academic appointment President Approves prior to Early May n/a n/a Central Funding Promotion Promotion Others Results of promotion Special research and academic appointment President Approves prior to Early May n/a n/a Unit s internal resources Promotion 2019-20 Salary Increase Guidelines - 3 - General Policies Colorado State University administers an annual process for Salary adjustments with implementation on July 1.

8 Colorado State has a duty and responsibility to treat all employees in a consistent and fair manner relative to Salary and benefit administration within the annual Salary Increase pool. Each unit shall develop a plan that must include a merit-driven process to guide individual Salary decisions. While each department and unit must be concerned about consistency, the University must exert an effort to assure that there are no material inconsistencies between department/unit implementation of the Salary Exercise . Justification for all Salary adjustments must be formally documented and able to withstand independent review. The source of funding for an individual s Salary is not and cannot be a factor in determining Salary adjustments. Anyone working for the Colorado State University System comes under the Board of Governors (BOG) and Colorado State University policies and procedures relative to personnel and payroll policies.

9 No external entity can dictate the Salary and benefit levels of our employees. There is an ongoing practice to ask for fund source information for off-cycle, special, and equity increases, but fund source is never the determining factor in the approval process. The BOG annually makes a policy decision relative to the total merit Increase for academic faculty and administrative professional staff. The University s administration is responsible for implementing this policy decision. Increases: A ll increases will be subject to approval through University approval processes and ultimately the Board of Governors of the Colorado State University System. Eligibility Cut-Off Date for New Hires: March 19, 2019 is the cut-off date for new hires to be eligible for a Salary Increase . This means paperwork and electronic submission of required employee information must be processed in the HR System and all approval levels completed by March 19.

10 Anyone with an employment date later than April 1 is unlikely to be included in the 2019-20 Salary Increase Exercise . Added effort and clear communications on everyone s part to ensure timely processing of required paperwork and approvals in HR are necessary, especially this time of year. New hires are defined as follows: Employees new to the campus, hired through TMS or changes made through an AAR process approved by the OEO and HR. A current employee who accepts a new position that does not include responsibilities of their current job title. A current employee who is assuming additional duties or responsibilities that are substantial when compared to the employee s total time/effort. Eligibility Cut-Off Date for Employees Transitioning from State Classified to Administrative Professional: February 8, 2019 was the cut-off date for state classified employees to submit paperwork to HR to be eligible for Salary Increase consideration through this Exercise if they are in a classification eligible to convert from SC to AP.