In determining salaries, university management MUST consider the following pay determination factors:
These pay factors are defined in the Human Resource Management Manual, which is available from Human Resources. Listed below are the pay actions that can occur under this Plan. These practices apply both to full-time classified employees as well as wage (part-time) employees except where noted and with the attendant qualifications. For each of the pay practices noted, departments must process a Personnel Action Request form (PAR) and a Pay Action Worksheet (PAW). (View forms page) Managers and supervisors must obtain the appropriate signatures on these documents and submit them to Human Resources.
A. Pay Practices
An employee's salary may not fall below the minimum or above the maximum of the pay band as a result of a pay practice to be implemented. (The only exception to this is the six-month period of time in which a person who has undergone a voluntary demotion may be paid above the maximum of the pay band.) In addition, when filling positions through such pay practices as Starting Pay, Promotion, Lateral Transfer, etc., the employee may not be paid more than the amount budgeted for the position without written authorization from the appropriate Division Head.
Pay practices that relate to a classified employee moving from one position to another (promotion, voluntary transfer, demotion, etc.) include classified employees who are hired into a JMU classified position directly from another classified position at any other state agency.
Starting pay is the starting salary for an individual not currently employed by the university.
The hiring department has the flexibility to offer a starting salary up to 10% above the individual's current salary. Any starting salary exceeding 10% above current salary must fall within the amount budgeted for the position, be reviewed by Human Resources and must be approved by the appropriate division head BEFORE an offer is made.
The hiring supervisor must work with Human Resources to determine the appropriate starting pay in accordance with the university's Salary Administration Plan. Once a starting salary has been determined, the hiring supervisor must obtain the appropriate approvals BEFORE making an offer or communicating potential salary figures to the job candidate.
Promotion is the movement of an employee to a different position in a higher pay band. This movement is the result of the employee applying for and being awarded the position through the recruitment and selection process.
The employee's salary can increase between 0% and 15% of his/her current salary.
The hiring supervisor should work with Human Resources to determine the appropriate promotional increase (if any) in accordance with the university’s Salary Administration Plan before the offer is made or potential pay is discussed with the candidate. Once an increase has been determined, the hiring supervisor must obtain the appropriate approvals.
In rare cases, the university also may approve exceptional promotional increases above 15% as long as the resulting salary is within the new pay band and advertised hiring range and the action is supported by the pay factors. The university will provide the Virginia Department of Human Resource Management with documentation for any such exception by entering the data into the Personnel Management Information System.
A voluntary transfer is employee-initiated movement to another position in the same or different role in the same pay band. The employee may seek the transfer through the recruitment and selection process or through a non-competitive process.
In the event the transfer is lateral (same or equivalent role in the same pay band), the employee will usually receive no increase in base pay. However, since positions vary in terms of complexity, accountability, and responsibility and with some positions having a greater increase in these areas than others, a change in compensation may be justified as follows:
Voluntary Lateral Transfer- (Competitive Process)
Voluntary Lateral Transfer - (Non-competitive Process)
Hiring departments should work with Human Resources to determine the appropriate salary in accordance with this Plan. Once a salary has been determined, the hiring supervisor must obtain the appropriate approvals.
It is the role of Human Resources to determine if the difference in complexity, accountability, and responsibility between the previous position and the new position is significant enough to warrant a pay increase or decrease. Salary changes, if any, are dependent upon Human Resources findings and evaluations in accordance with the appropriate JMU and state compensation policies and procedures and include the pay factors listed above.
The hiring supervisor must submit the appropriate Pay Action Request (PAR), Pay Action Worksheet (PAW), Employee Work Profile (EWP) and any other information HR needs to determine position or pay practices.
A voluntary demotion occurs when an employee voluntarily moves to a different role in a lower pay band through the recruitment and selection process or through non-competitive means. The employee's salary will be reduced a minimum of 5%. Salary reductions greater than 5% are permitted with the prior approval of the appropriate vice president and Human Resources.
Temporary Pay (different Role in higher pay band) or Temporary Pay (different Role in same pay band):
Temporary pay can be provided to an employee who experiences a change in job duties and responsibilities for a specified period (i.e., assignment to a special project, reassignment during organizational changes, etc.). Temporary pay is not intended to cover brief recruitment periods. Temporary pay must be approved by the appropriate division head in advance.
Temporary Pay may be issued for up to 15% of an employee's salary when that employee assumes temporary duties in a higher pay band and up to 10% of an employee's salary when that employee assumes temporary duties in the same pay band.
Supervisors should work with Human Resources to determine the appropriate amount of temporary pay in accordance with this Plan. Supervisors must complete a Pay Action Worksheet (PAW) and submit it to HR. Once the amount has been determined, the supervisor is responsible for obtaining appropriate approvals. After approvals have been received, the supervisor may then discuss pay issues with the employee.
Temporary pay may continue for up to six months. For periods beyond six months, the appropriate vice president may approve an extension.
A role change occurs when an employee remains in his/her current position but the role changes. The change can be upward, downward, or lateral. Lateral role changes will not result in any salary increases if the new role is in a position whose fundamental duties and responsibilities are essentially equivalent to the previous role.
Human Resources is responsible for conducting studies and making recommendations and/or final determinations regarding individual role changes and university-wide position studies. Increases provided as the result of an upward role change will be determined based on available funding through the annual budget development process. When an upward role change is approved, any funds for providing an attendant pay increase will come from the university's Central Funding Pool and will normally be considered during the spring and fall in-band adjustment periods if funding is made available. In making decisions regarding the allocation of funding, the following priority structure will be used:
Supervisors may submit applications for role changes to Human Resources at any time.
An in-band adjustment is an adjustment to an employee's base salary due to:
In-band adjustments for non-probationary full-time classified employees will be done in accordance with a schedule to be determined by the division heads, working in concert with the Budget Office. Human Resources will evaluate each request based on the pay factors, and make final recommendations to each division head. A Pay Action Worksheet will be required for each in-band adjustment request.
Human Resources will work closely with each division head when determining in-band adjustments. Increases provided as the result of an in-band adjustment will be determined based on available funding through the annual budget development process.
An employee may not receive more than a 10% total salary increase through the in-band adjustment process in any fiscal year (to include increases given for lateral role change and in-band bonuses).
Optimally, there will be two in-band adjustment periods per year - in the spring and fall. However, this is strictly dependent on funding. In-band adjustments will not be awarded unless the university allocates a Central Funding Pool. When and if funds are made available, Human Resources will normally process in-band adjustment requests in the spring and fall. All in-band adjustments must be awarded from the university Central Funding Pool. (See four exceptions below)
In making decisions regarding the allocation of funding, the following priority structure will be used:
Supervisors may submit applications for in-band adjustments to Human Resources at any time during the year.
Supervisors should NOT communicate to the employee that an in-band adjustment request has been made until that request has been approved.
Exceptions to the policy that all in-band adjustments must be awarded only from the university's Central Funding Pool:
The procedure to access this exception is as follows:
Under the Standards of Conduct policy, an employee's job duties and responsibilities may be reduced because of improper conduct or poor performance. This reduction in job duties may result in the employee moving within the same pay band, to a lower pay band, or to the same or different position. In either case, the employee's salary must be reduced a minimum of 5%. If movement is within the same pay band, the employee's salary cannot be reduced below the band minimum. If movement is to a lower pay band, the employee's reduced salary cannot exceed the maximum of the lower band. Supervisors should work with Human Resources to determine the appropriate salary reduction in accordance with this Plan.
Salary reductions greater than 5% are permitted with the prior approval of the appropriate vice president and Human Resources.
Competitive Salary Offer:
Competitive salary offers must always be in writing. This pay practice may not be used when a JMU classified employee is made an offer to accept another position at JMU.
Occasionally, the need arises to make a competitive salary offer in order to retain mission-critical employees. Whether or not a particular individual is critical to the work unit's mission is based on management's evaluation of the following: the specific knowledge, skills and abilities the particular employee brings to the job; specialized training and/or licensure which the employee has obtained and is critical to the work tasks and duties; the unavailability of specialized skills in the current labor market; excessive turnover in the position; or other factors as identified by the department.
Supervisors should work with Human Resources to determine the appropriate salary in accordance with this Plan. A Pay Action Worksheet must be submitted to HR before a competitive salary offer. Once a salary has been determined, the supervisor must obtain the appropriate approvals. Supervisors should not discuss terms or possibilities of pay until speaking with a representative of Human Resources.
Offer from Non-state Agency
The employee's salary can increase to match the outside offer not to exceed the maximum of the pay band. The appropriate vice president must approve competitive salary offers before the offer is extended.
Offer from State Agency
The employee's salary cannot exceed the exact amount of the job offer from the other agency or the maximum of the pay band. The appropriate division head must approve competitive salary offers before the offer is extended. The state agency making the initial offer may not make a SECOND offer, once the employing agency has countered.