Job Changes & Compensation
It is often necessary for a unit to request a salary and/or title adjustment for an employee (see below). Units are encouraged to work with their HR-SSC representative for assistance in processing any compensation or position change.
Types of Job Changes/Compensation Actions:
Increases may be made when a position changes due to an increase in job duties or their related complexity, and/or the addition of supervisor responsibilities. Salary increases may be made on an ongoing or temporary basis.
A temporary increase may be a result of one of the following situations:
- A staff member serves in an “acting” or “interim” capacity to perform higher level job duties in the absence of another staff member; or
- A staff member is asked to perform higher level job duties for a special project. This temporary time period should be generally at least six months and should be no more than one year in duration. In such cases, the department must specify the end date of the temporary increase. At the end of the temporary time period, the staff member will return to his/her normal rate of pay.
Permanent increases within the job title’s defined salary range may be completed through a PAF with the necessary approvals and documentation. Increases that are temporary, exceed the salary range or require a change in title must be submitted as a recruitment exception through your Shared Service Center for review by Human Resource Management (HRM). All increases above the market range as posted for a position will require hierarchy, HRM, and Provost Office approval.
Interim: An individual who is assigned duties for a specific duration of time during a position vacancy until an incumbent is identified/appointed. Those assigned this role function under full duty assignment of the interim position until such time a new incumbent is appointed and the interim assignment is no longer necessary.
Acting: An individual who accepts assigned duties/role during the period of absence of the current incumbent who intends to return to the previously assigned post. Such assignments may be made due to a medical issue or other temporary duty reassignment. Those assigned this role functions under full duty assignment but may collaborate with the actual incumbent if available and vacates the position upon the return of incumbent from the leave of absence period.
Note: All appointments which are designated as interim or acting will receive such designation in an offer letter of employment with a corresponding end date. If you have questions please contact firstname.lastname@example.org.
A salary increase offered in order to retain an employee who has received a confirmed offer (internal or external) for another position.
A salary adjustment when compensation is significantly out of alignment with either the internal or external market rates. Human Resource Management (HRM) may periodically conduct market surveys to adjust salary ranges.
Employees who have been assigned supervisory responsibilities not previously required by the position description.
Acquisition of new skills/competencies through the obtainment of formal coursework, certification, or licensure that relates to the position and enhances the level of knowledge the individual can apply toward the job.
A transfer is defined as moving from a position with the same title to another position of the same title or to another position with a different title in the same salary range. The employee who transfers to a position with the same job title may not be required to serve a probationary period. If an employee voluntarily transfers, the following could occur:
- If an employee transfers to a new position with the same job title as currently held, the employee is normally hired within the salary range for that job title.
- A salary increase may be offered by the hiring unit, but the hiring unit is not required to offer a salary increase.
- The employee may be offered a salary lower than the current assigned salary, as long as the offer is no lower than the minimum of the salary range.
A voluntary demotion is defined as moving to another position or job title with a lower salary range or accepting a decrease in pay. A probationary period may exist for employees who voluntarily demote to other KU positions. If an employee is voluntarily demoted his/her pay is affected in the following ways:
- The employee may be hired or paid anywhere within the salary range of the position to which he/she moves, so long as there is a decrease in pay.
An involuntary demotion is defined as being moved to another job title and/or position with a lower salary. Such actions are usually the result of disciplinary action or unit restructuring. A probationary period may be designated, based on the circumstances of the demotion. If an employee is involuntarily demoted his/her pay may be affected in the following ways:
- The employee may be paid anywhere within the salary range of the position to which he/she is moved, so long as there is a decrease in pay.
- The amount of the decreased pay depends upon the circumstances of the involuntary demotion.
Process for Submitting a Compensation Related Action
Please note, aside from the funds provided by the University for merit increases, compensation changes are funded by the unit. Also, the information below applies to all USS/UPS job titles except during time periods where an institution-wide freeze has been put into effect.
If a unit wishes to provide an increase in compensation that is within the established salary range for the position’s assigned job title, a Personnel Action Form (PAF) must be initiated by the SSC through the appropriate budgetary channel. All increases must be funded by the unit. A compensation adjustment may be provided on a regular or temporary basis. If the increase is provided on a temporary basis, the staff member must be put on a limited term/interim assignment and be officially notified by an offer letter regarding the effective date of the increase and the date in which the individual return to the original salary assignment. At the conclusion of the limited term assignment the annual rate may be adjusted to reflect any assigned merit that may have occurred.
Submitting a PAF
- The Notes section on the PAF must reference the reason for the increase based upon a compensated related action as noted by HRM, the approval authority’s name, and date of approval. Additional documentation regarding the approval may be required by budgetary channels and attached if available.
- An updated position description is not required for a salary increase which is within the current salary range. However in order to have the most accurate record on file with HRM, we would ask that if updates are needed to contact your assigned Shared Service Center (SSC) representative to make sure the newest version is in our document repository. At the conclusion of the limited term assignment the annual rate will be adjusted to reflect any assigned merit that may have occurred.
If a unit wishes to provide an increase in compensation that exceeds the established salary range or which requests a change in job title (either with or without a salary adjustment), the unit must have approval of the appropriate budgetary channels and a recruitment exception with the documentation listed below. A compensation adjustment and/or title change may be provided on a regular or temporary basis. All final decisions will be made by HRM.
Submitting a Recruitment Exception
- All recruitment exceptions require an updated position description, justification (please include any pertinent salary data), resume of the individual, and organizational chart if available.
- Determinations and assignment of the official job title and FLSA designation will be made by HRM based a review of the provided information. Contact your Shared Service Center (SSC) representative to begin the recruitment exception process.
- Increases beyond the specified salary range for a job title will require HRM and Provost Office approval.
- For more information about recruitment exceptions, please visit Recruitment Exceptions.