| UNC CHARLOTTE PERSONNEL INFORMATION MEMORANDUM PIM 14 Establishing,
Reallocating SPA Positions or DATED: March 6, 2006 Category: Classification, Compensation, and Human Resources Information Systems Contact: Director of Classification, Compensation, and HRIS – ext. 2895 A. To establish or reclassify positions which reflect the accurate and complete job content of SPA staff resources in support of the University's visions and values. B. To support organizational agility by creating job classifications which complement management styles, maintain equitable organizational relationships, and sustain the preponderance of work. C.
To create more flexibility in compensation by recognizing job change,
establishing or maintaining equitable salary relationships, and by responding
to applicable labor market conditions. 2. Definitions A. New Position- The initial establishment of a position's described duties and responsibilities created to meet required work demand. B. Reallocation- The assignment of an established position from one classification to another as a result of a change in assigned duties and responsibilities. C. Position Classification- An objective function that compares the nature and kind of duties and responsibilities to established position standards. Classification determinations are made on job factors such as variety and scope of work, difficulty and complexity of work; decision making authority and responsibility; knowledge, skills and abilities required to accomplish the work. (Classifications are not based on volume of work, work performance, length of service, financial need, or recruitment concerns.) D.
In-Range Salary Adjustment- A change in an employee’s
salary within that classified position’s salary grade. 3. Process A. Responsibility of Requesting Dean, Director or Department Head 1. Contact Human Resources if assistance is needed to ensure correct classification or justification for an in-range when there is uncertainty regarding the appropriateness of an existing position classification or a planned position to be established, or a perceived market or internal inequity. 2. Deans, Directors, and Departments Heads must approve any requests for in-range salary adjustments, new positions or to review a job classification initiated by the employee in that position or by the immediate supervisor. Requests to review a position may also be made by the Human Resources Department. Department heads must sign the new job description, as well as the appropriate Vice Chancellor or his/her specifically identified designee, prior to its submission to Human Resources for review. 3.
After approval of classification, or an in-range salary adjustment for
job change departments must coordinate with employees whose duties and
responsibilities have changed to develop a new written work plan within
30 days of approval. B. Responsibility of Supervisor 1. Submit the following documentation for either a new position or reallocation to the Dean, Director, or Department Head for necessary signatures. This documentation (see below-a.b.c.d.)is then forwarded to the Budget and Personnel Office for Academic Affairs if it is an Academic Affairs position or to the Budget Office in Financial Services for all other positions. After a review and approval of funding by one of these two aforementioned offices, the completed documentation is then submitted to Classification, Compensation & HRIS in Human Resources. a) Budget Request to Establish or Modify a Position (Form BD101) indicates funding has been approved, and states the reason(s) why the classification or in-range salary adjustment is needed. This form must be completed with appropriate approval signatures and submitted to the Financial Services Department for funding approval by the Budget Office, which assigns the position number prior to submitting the complete documentation packet to Human Resources. b)
Position Description Form signed by the employee (unless
a new position), the supervisor, and the department director. c) ADA Checklist for Determining the General Physical Requirements, Physical Activities, Visual Acuity, and Working Conditions of SPA positions, completed with position number, current state job title and signed by the supervisor and department head. This form does not need to be completed for an In-range salary adjustment unless a change in the essential duties/responsibilities affects a change in the ADA Checklist. d) Current organizational chart approved by the department director that reflects is required for:
e) For requests for In-range adjustments for external market equity, provide a listing of external competitors, their salary range, the average actual salary, the equivalent job title, and a contact person for each source on the list. f)
For requests for In-range salary adjustments for internal equity, provide
a list of those employees and salaries that disparate with the subject
employee’s salary. There should be at least a 10% difference in salary. 2. Note that omission of any part of the four required documents will delay review of the position. 3. If a reallocation or an in-range salary adjustment for job change is approved after the Human Resources classification process has been followed, supervisors must coordinate with employees whose duties and responsibilities have changed to develop a new written work plan within 30 days of approval. If a new position is established, supervisors are responsible for creating a work plan prior to recruitment. C. Responsibility of Human Resources Department 1. Notify the department of receipt of the documentation and any missing or incomplete required documentation. 2. Conduct Position Analysis: Information compiled from the position description and any job interview(s) will be compared to state specifications, any comparable positions at UNC Charlotte, and, if necessary, comparable positions at other state institutions. A job audit may be conducted with the supervisor or the incumbent. Human Resources will normally review requests on a first come, first served basis, with priority consideration given to new positions. 3. Determine Classification: Classification determination is made by Human Resources to the department director. If there are questions about the determination, these will be discussed by the analyst and the requesting department director and resolved prior to finalizing a formal classification. 4. Communicate Classification Decision to the department director via memorandum. The effective date of the action will be the effective date on the Budget request form (BREMP) or the date of the Budget Office’s signature, whichever is later. Personnel actions will not be made retroactive to a date earlier than the date budget approval is granted. 4. General Information A. New positions may be established as permanent full-time, permanent part-time (20 or more hours per week), or permanent time-limited. B. New positions or reallocated positions may be established as being 'subject to the State Personnel Act' (SPA) or as being 'exempt from the State Personnel Act' (EPA). Positions that meet the criteria for EPA should first be submitted to the Office of Budget & Personnel in Academic Affairs. C. Human Resources will make a determination of whether the new or reallocated position is 'subject to' (eligible for overtime compensation) or 'exempt from' (salaried and not subject to timecards) the wage and hour provisions of the Fair Labor Standards Act (FLSA). D. Normally, positions will not be restudied for at least 12 to 18 months after a classification review has been conducted. E. Base salaries can not be increased by more than 10% for In-range salary adjustments within a 12 month period of time ' F. Employees whose appointments are probationary, trainee, temporary, acting or interim are not eligible for in-range salary adjustments. Employees placed in acting or interim positions resulting in a temporary promotion are subject to the State Personnel Commission’s policy addressing promotions G. If the change in duties and responsibilities is for a limited period of time, the employee's salary will revert to the previous salary (plus any legislated increases) when the additional duties and responsibilities are removed. H. Employees must qualify (relevant education and experience) for all in-range salary increases. I.
No in-range salary adjustment will create a significant salary inequity
(10% or more differential) with another similarly situated employee
in her/his work unit. This Personnel Information Memorandum supersedes PIM 14 dated September 25, 2003, which superseded April15, 1998 and replaced PIM 24 April 17, 1998. |