POLICY NUMBER:
300-001
CHAPTER: 300
Human Resources
SUBJECT:
PAGE NUMBER:
Classified Staff Compensation Policy
EFFECTIVE DATE: April 19, 2013
1 of 5
OPR: Office of Human Resources
VC: VCAF
I.
POLICY
SUPERSESSION:
March 3, 2008, May 10, 2010
APPROVED: by Pamela Shockley-Zalabak,
Chancellor, on April 19, 2013
Compensation practices shall provide for equitable and fair treatment of similarly situated employees. The Colorado Constitution, state statutes, the State Personnel Board Rules and
Personnel Director’s Administrative Procedures (Rules), and this UCCS policy establish compensation procedures and guidelines for classified employees. The Department of
Personnel and Administration (DPA) recommends annual salary adjustments to the state legislature and establishes procedures governing compensation that are outlined in Chapter 3 of the Rules.
II.
AUTHORITY FOR CAMPUS POLICIES
Authority for the creation of campus administrative policies is found in The Laws of the
Regents, 2007, Article 3 Section B.5(A) which states:
The chancellor of the each campus shall be the chief academic and administrative officer responsible to the president for the conduct of affairs of their respective campus in accordance with the policies of the Board of
Regents. The chancellor shall have such other responsibilities as may be required by these Laws, or regent policy, or as may be delegated by the president.
III. PURPOSE
A.
DPA establishes compensation practices and pay ranges for positions within the state personnel system. Each year they conduct the Total Compensation Survey and make recommendations to the state legislature on adjustments to pay ranges, employees salaries, premium pay adjustments, and benefits that are implemented each July.
B.
This compensation policy is designed to establish procedures for determining salary levels for new and current employees, requesting discretionary and/or premium pay, and FLSA designations and use of overtime. As such, appointing authorities are responsible for establishing the pay rates for employees under their authority. Human Resources will provide relevant information on experience, critical skills and competencies, service, salaries of similarly situated employees, consideration of work performed, current pay, recruitment

CHAPTER: 300
Human Resources
SUBJECT:
Classified Staff
Compensation Policy
POLICY:
300-001
EFFECTIVE:
April 19, 2013
PAGE:
Page 2 of 5 difficulty, turnover issues, gender, ethnicity, and any other relevant factors when supervisors are making compensation decisions.
The provisions of this policy must comply with the Rules and in the event that there is a conflict between this policy and above referenced Rules, the Rules will prevail.
C.
Salary decisions made by the supervisor must get prior approval from the appointing authority and/or the Vice Chancellor, Associate Vice Chancellor, or Assistant Vice
Chancellor (VC/AVC). They should consult with the HR Consultant before an official offer or change in salary is made to ensure it is in compliance with Rule and UCCS Policy, and consult with the Budget Office to ensure funds are available within their existing budgets.
IV.
DEFINITIONS
Compensation terminology and definitions are outlined in the Rules (e.g., pay grades, compensation provisions, changes in compensation, premium pay and FLSA and overtime) for those within the state personnel system.
V. PROCEDURES:
A.
Entry Salaries:
1.
The Rules require a new employee’s salary be at the minimum of the pay range unless recruitment difficulty or other conditions, such as those outlined in Section III
A., exist. In general, departments are encouraged to hire new, permanent classified staff between the minimum of the pay range and 10% above. Supervisors must have funds available within their current budgets. Individuals appointed to temporary positions should be hired at the minimum of the range unless unique skills and requirements are needed for the position.
2.
New employees must receive an offer letter outlining their initial compensation and
FLSA designation. These letters must be reviewed by Human Resources for content before required signatures are obtained.
3.
Supervisors must consult with Human Resources when considering offers above the pay grade minimum. Supervisors must document recruitment difficulties, critical skills, or other relevant information and get approval from the appropriate VC/AVC.
This justification must accompany the offer letter to be included in the employee’s personnel file.
4.
Supervisors may hire an individual who resigned state employment in good standing or voluntarily demoted to a position in the same class or related class with the same pay grade maximum. Human Resources and the appropriate VC/AVC must approve a salary above the minimum.
B.
Annual Salary Adjustments
1.
These adjustments are implemented each July and are based on the legislature’s approval of DPA’s Total Compensation Survey recommendations. These adjustments (either up or down) are to the pay ranges and to individual salaries.
C.
Upward Movements (promotions):

CHAPTER: 300
Human Resources
SUBJECT:
Classified Staff
Compensation Policy
POLICY:
300-001
EFFECTIVE:
April 19, 2013
PAGE:
Page 3 of 5
1.
Generally, a 10% increase is offered for promotions; however less can be offered based on business needs or other relevant factors. Human Resources and the appropriate VC/AVC must approve a salary above 10%. Supervisors must prepare a promotional letter documenting the new title, revised salary, FLSA changes (if necessary), and any other changes to the employee’s condition of employment. These letters must be reviewed by Human Resources for content before required signatures are obtained.
2.
If the proposed increase falls below the minimum of the new pay grade, the employee’s salary must fall within the range for the new class. If this occurs the increase may be higher than the standard 10%.
D.
Downward Movement (demotions):
1.
Specific rules apply, based on the reason for the demotion, and departments must work directly with Human Resources in establishing the appropriate salary level.
2.
If an employee voluntarily demotes, within their current position or into a different position, the employee must initiate a voluntary demotion memo/agreement. This must be signed by the employee, supervisor, and appointing authority and forwarded to HR for placement in the employee’s personnel file.
E.
Lateral Movements (Transfers):
1.
In general, when an employee transfers to a position in the same class the salary should remain the same.
2.
If the employee moves to a position in a different occupational group, with the same pay grade maximum, or to a position in the same class where the business function is different from their current position, the salary may be at a higher level. Human
Resources and the appropriate VC/AVC must approve this request. The increase will not exceed the standard established for promotions (generally 10%), and cannot exceed the maximum of the new pay range.
F.
In-Range Salary Movements (base building adjustments):
1.
The Rules allow appointing authorities to consider salary movements (base building increases) within the employee’s current pay grade when there is no other existing mechanism in place, e.g., reallocation. The allowable movements are outlined in the
UCCS Guide for In-Range Movements and Discretionary Pay .
2.
An agreement is required for each movement. The agreement must be reviewed by
Human Resources so that it complies with Rule and UCCS policy and signed by the employee, supervisor, appointing authority/VC/AVC, and Human Resources. Sample agreements are available by contacting the assigned HR Consultant.
G.
Overtime Pay
1.
All full-time employees work a minimum of 40 hours during a standard work week
(168 consecutive hours in seven consecutive days). For UCCS, the established workweek is Saturday, 12:01 a.m. through Friday, 12:00 p.m. Appointing authorities may adopt different work periods for law enforcement and health care employees as permitted by federal law.

CHAPTER: 300
Human Resources
SUBJECT:
Classified Staff
Compensation Policy
POLICY:
300-001
EFFECTIVE:
April 19, 2013
PAGE:
Page 4 of 5
2.
The Fair Labor Standards Act (FLSA) covers all employees. The Act states that nonexempt employees who work more than 40 hours in a standard work week receive compensation at 1½ times the employee’s regular hourly rate for those additional hours. For these employees, compensatory time (earned at the rate of time and a half) in lieu of monetary payment is allowed. This provision is outlined in the offer letter for new employees and in the promotional letter when a promotion/reallocation occurs.
3.
FLSA also designates certain positions as exempt from (not eligible for) overtime.
These include executive, administrative, professional, outside sales, and certain computer related professional positions. Determining whether a position is nonexempt or exempt from overtime is made by Human Resources when reviewing the
Position Description Questionnaire and is based on the nature of work. Supervisors and employees are notified of the FLSA designation.
4.
Employees in positions exempt from overtime do not receive additional compensation or compensatory time for working more than 40 hours in a workweek. However, an appointing authority may grant discretionary administrative leave in certain circumstances (e.g., working on large projects with limited completion time), but it shall not be tied to hours worked.
5.
Non-exempt employees must request, and be approved, in advance for overtime.
Appointing authorities may delegate overtime approval to supervisors of classified staff and must be documented in writing.
6.
The approval for overtime must be in writing and include the number of overtime hours approved and the reason for the overtime. This written approval must be included with the classified employee’s work record.
7.
Overtime does not accrue until a non-exempt employee works more than 40 hours in a workweek or designated work period. Only those non-exempt positions designated as essential by their appointing authority shall have paid leave count as work time.
This designation must be included in the offer letter or other written documentation.
8.
Appointing authorities must ensure that compensatory time is used as soon as practical. (e.g., in place of vacation time requested by the employee.) Any compensatory time in excess of 100 hours should be paid at the next regular pay period. Any variation to this limit must be approved by the Chancellor. Unused compensatory time at termination or transfer to another state agency is paid out at that time.
9.
Unauthorized overtime work is prohibited by this policy. However, prohibition of unauthorized overtime does not avoid the requirement to pay if it is actually worked.
Corrective or disciplinary action should be taken with the employee if they do not comply with the provisions of this policy. Appointing authorities are to contact
Human Resources for assistance in these situations.
10.
Clarification on breaks, meal periods, travel, meetings and training, and dual employment can be found in Rules, Chapter 3 and in Technical Assistance prepared by the Department of Personnel and Administration.
H.
Discretionary Pay (non-base building adjustments)

CHAPTER: 300
Human Resources
SUBJECT:
Classified Staff
Compensation Policy
POLICY:
300-001
EFFECTIVE:
April 19, 2013
PAGE:
Page 5 of 5
1.
The Rules allow appointing authorities to consider discretionary pay to address competitive recruitment practices and unexpected/new business needs. This pay is temporary and must be accomplished with existing funds. This pay is not guaranteed and may be discontinued at any time. The allowable discretionary pay adjustments and salary adjustment levels are outlined in the UCCS Guide for In-Range
Movements and Discretionary Pay .
2.
An agreement is required for each movement. The agreement must be reviewed by
Human Resources to ensure it complies with Rule and UCCS policy and signed by the employee, supervisor, appointing authority/VC/AVC, and Human Resources.
Sample agreements are available by contacting the assigned HR Consultant.
I.
Other premium pay types include shift differentials, on-call, call-back and are outlined in the
Rules, Chapter 3 and in Technical Assistance prepared by the Department of Personnel and
Administration. These hours are to be tracked on an employee’s work record, reviewed and approved by the employee and supervisor each month. The hours are submitted into HRMS for payment.
J.
Supervisors are responsible for keeping work records for both exempt and non-exempt employees. Work records and leave requests are to be reviewed each month by the supervisor and employee. Whenever possible work records and leave requests will be managed electronically through the system established by CU Payroll and Benefits Services.
VI. RESPONSIBILITY:
The Human Resources Department is responsible for ensuring compliance with and implementing the provisions of this policy.
All supervisors of classified staff are responsible for complying with the provisions of this policy.
VII.
HISTORY:
Established April 3, 2003, revised January 18, 2005, revised March 3, 2008
VIII.
REFERENCES AND LINKS:

UCCS Sample offer letters

Compensation Plan

Discretionary Pay Differential, Technical Assistance

In-range Salary Movement, Technical Assistance

Shift, On Call, Call Back, Technical Assistance