Personnel and Compensation Related Actions Definitions
The following actions can impact an employee's position and can necessitate a change in compensation and/or job title:
Definitions of Interim and Acting Appointments
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 his/her 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 email@example.com.
Counter Offers to Internal/External Employment
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.
Skill/Certification Acquisition (Not Required at Time of Hire)
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.
Responsibility Reassignment or Job Restructuring (Acting and Interim)
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.
Increases within the job title’s defined salary range may be completed through a PAF with the necessary approvals and documentation. Any increase that would exceed the salary range or require a change in title must be submitted as a recruitment exception through your Shared Service Center or Recruitment and Onboarding Specialist for review by Human Resource Management (HRM).
Addition of Supervisory Responsibilities
Employees who have been assigned supervisory responsibilities not previously required by the position description.
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 his/her current position, 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 his/her current 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.