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2005-2006 Pay Plan for Civil Service Employees Not Covered by Collective Bargaining Agreements
Effective June 13, 2005
Employees Covered under This Plan
The 2005-2006 Pay Plan for Civil Service employees who are not covered by collective bargaining agreements includes managerial, supervisory, professional, and confidential employees.
Base Pay Changes
Effective June 13, 2005, units are required to participate in either an across-the-board or merit-based salary increase program. Units will automatically be included in the across-the-board increase program UNLESS they notify the Director of Compensation, Office of Human Resources (OHR), by April 1, 2005, of their intent to offer a merit increase program.
The individual in the unit's top leadership position has the authority to decide which of the two salary increase programs all the departments (defined as having a 4 character PeopleSoft department code, e.g., 775A) within the unit will offer. Alternatively, the decision to choose between the two salary increase program options may also be delegated to the head(s) of individual departments (e.g., all civil service employees within one PeopleSoft department code) within the larger unit.
Pay increases, either merit or across-the-board, can be withheld due to previously documented unsatisfactory work performance. No employee may be paid below the salary range minimum or above the salary range maximum.
The University plans to offer the option of a merit increase program option in the 2006-2007 Civil Service Pay Plan. Colleges/departments/units considering a June 2006 merit salary increase program will want to work with the Office of Human Resources to implement their performance management program in Spring 2005.
Across-the-Board Salary Increase Program Option – June 13, 2005
Effective June 13, 2005, there will be a recurring across-the-board base pay increase of 3.5%. Units will participate in the across-the-board increase program UNLESS the unit advises the Office of Human Resources that they plan to offer a merit increase program. If selected, this method of distribution would apply to all eligible Civil Service employees within the individual department and/or entire unit. Units with sufficient resources to meet budgeted obligations and commitments may also award in-range salary adjustments (e.g., a one-time payment, base pay increase, or a combination of the two) and/or outstanding service awards (a one-time payment).
Merit Salary Increase Program Option – June 13, 2005
The merit increase is a recurring increase in base pay for all employees who are paid within their salary range. Employees at or near their salary range maximum receive a onetime lump sum payment for any portion of the increase greater than the salary range maximum.
Units that choose to offer merit based salary increases in June 2005 must have an OHR approved performance management plan for all Civil Service employees within the department and/or entire unit awarding merit increases. (Note: for this purpose department is defined as all civil service employees within one PeopleSoft department code.) The approved performance appraisal plan must be in place at the beginning of the performance plan year (e.g., June 2004). Performance reviews must be based upon performance standards/expectations that were clearly communicated to the employee at the start of the performance cycle (e.g., Spring 2004) and as expectations change throughout the year.
The cost of the unit's merit increase program must equal 3% of the unit's Civil Service payroll (e.g., the unit's total Civil Service payroll is determined by adding the salaries budgeted for vacant Civil Service positions, the salaries of employees not eligible for a merit increase, and the salaries of current employed Civil Service employees). Units with sufficient resources to meet budgeted obligations and commitments may also award in-range salary adjustments (one-time payment or base pay increase) and/or outstanding service awards. Effective June 13, 2005, an additional .5% (not to exceed the maximum of salary range) was provided to employees who received a merit increase.
Merit Program Option Requirements - Deadline April 1, 2005
Units delivering merit increases must notify the Director of Compensation, Office of Human Resources, no later than April 1, 2005, of their intent to offer a merit increase program. In addition, Units must provide the following:
- Their OHR approved performance management plan, and
- OHR approval of Unit's criteria and plan for fair distribution of merit increases (e.g., percent pay increase anticipated for each performance rating)
On or before April 1, 2005, e-mail intent and associated documents to Mary Luther, Director of Compensation, at mert0022@umn.edu.
Salary Range Changes
Effective June 13, 2005, pay range minimums and maximums will be increased as follows:
| Salary Plan | Salary Grade | Percentage Increase | |
|---|---|---|---|
| Minimum | Maximum | ||
| C1 | 04 - 11 | 2.5% | 6.0% |
| C1 | 12 – 17 | 2.5% | 5.0% |
| C1 | 19 – 23 | 2.5% | 4.5% |
| C1 | 24 – 35 | 2.5% | 4.0% |
| C3 | 00 - 20 | 2.5% | 10.0% |
| C3 | 21 – 30 | 2.5% | 5.0% |
| Broad Pay Bands | 3.0% | 3.0% | |
The Civil Service salary ranges (pdf) will be published on-line.
Discretionary Salary Adjustments
Units may offer In-Range Salary Adjustments, one-time payments based on In-Range Salary Adjustment criteria, and/or outstanding service awards Discretionary salary adjustments and/or lump sum increases may be granted at any time during the 2005 – 2006 fiscal year, at the discretion of the department/college. Each college, unit or coordinate campus, may determine the approval process and approval authority for discretionary pay increases.
Units and their human resources managers are advised to work with their OHR HR Consultant to develop and implement discretionary pay programs. In-Range Salary Adjustments and Outstanding Service Awards are examples of discretionary adjustments.
In-Range Salary Adjustments and One-Time Payments (in lieu of salary adjustments)
Units may award In-Range Salary Adjustments or one-time payments or a combination of base salary adjustment and one-time payment. In-Range Salary Adjustments are recurring pay increases added to base pay. The increased base pay cannot exceed the pay range maximum. In-Range Salary Adjustments are allowed in the following categories:
- Market adjustment
- Merit adjustment
- Retention adjustment
- Internal equity adjustments
- Significant permanent workload increases
Units may award lump sum (one-time) payments in lieu of a salary increase based on the five categories and requirements of the In-Range Salary Adjustment policy. The one-time payment must be documented and approved within the college/department/unit.
The University-wide In-Range Salary Adjustment Policy, with additional information about the requirements of the five categories, is on-line.
Outstanding Service Awards
Outstanding Service Awards in the form of lump sum payments may be granted this year. Outstanding Service Awards may be made to employees without regard to where their salary falls in the salary range.
Guidelines for Outstanding Service Award Programs are attached. Consult your Human Resources Consultant in the design and implementation of Outstanding Service Award Programs.
Employees in "Rate Arranged" Classifications
Units are encouraged to enter salary grade assignments for employees in Rate Arranged classifications into the PeopleSoft employee database.
Employees in Rate Arranged classifications are included in all Civil Service pay increase programs (e.g., June 13, 2005 Outstanding Service Award, etc.) if the unit has adopted the Civil Service Pay Plan for its Rate Arranged classification. (Units have automatically adopted the Civil Service Pay Plan unless they work with their central HR Consultant to develop an alternative compensation system.)
Base pay will not be increased over an employee's pay range maximum.
Compensation Policy, Related Information
Shift Differential
The shift differential is $.60 an hour.
Promotional Pay Increases
Promotional pay increases must meet or can exceed the requirements of Civil Service Rule 5.
Augmentation
It is the department's responsibility to review the individual employee's augmentation pay and the Civil Service Rules to determine if adjustments to the augmentation pay are necessary.
Graduate Students
Graduate students appointed to bargaining unit classifications are considered bargaining unit employees and are included in those salary plans.
Temporary and Casual Employees
Temporary and Casual Employees (i.e., classifications 0001/0007) are covered by the Human Resources policy on Temporary and Casual Appointments. Temporary and casual appointments are normally not eligible for pay increases. Consult your Human Resources Employment Consultant for exceptions to this policy.
Performance Appraisal
The process of managing employee performance is critical to the success of employees, colleges/units, and the University. The Civil Service Rules (Rule 9 Performance Appraisal) require an annual written assessment of employee performance. It is important that performance criteria are communicated to employees when units/colleges initiate the annual performance appraisal process (prior to evaluating performance
The Civil Service Rules (Rule 7 Probationary Period and Orientation) require at least one written performance appraisal for probationary employees.
The University-wide performance appraisal forms are located online.
In some cases, colleges/departments/units may prefer to develop a performance appraisal/management plan (including a process, appraisal forms, and training for supervisors) specific to their unit. Alternate performance appraisal plans must be developed in conjunction with the unit's hr pro and their ohr human resources consultant and approved by the Office of Human Resources in consultation with the Civil Service Committee.
Pay Plan Questions
Please direct questions about the Civil Service Pay Plan to your unit or Academic Health Center (AHC) HR professional (612-624-7957) or Office of Human Resources HR Consultant.
Related Policies and Information
- 2005-2006 Civil Service Salary Ranges (pdf)
- Outstanding Service Award Guidelines
- In-Range Adjustment Policy
- Civil Service Rules
HRMS PeopleSoft Implementation Information
HRMS PeopleSoft implementation dates and instructions will be available approximately June 1, 2005.
HRMS will send implementation instructions to HRMS ACES. Individuals can request copies of the HRMS instructions after June 1, 2005, by contacting Bonnie Marten at 612-626-9665 or marte004@tc.umn.edu.
Office of Human Resources
- 100 Donhowe Building
- 319 15th Avenue S.E.
- Minneapolis, MN 55455
- 612-625-2000
- 612-624-6037 (fax)
- ohr@umn.edu