SUBJECT: SALARY ADMINISTRATION     

APPLICABILITY: REGULAR STAFF

1.   Purpose: 

      To provide a fair and equitable method of determining pay rates for staff (non-teaching) members.

2.    Policy: 

       It is the policy of the University to provide staff members with optimum compensation; that is, wages        and employee benefits consistent with the judicious expenditure of funds entrusted to the University,        and within the University's ability to pay.  It is also the policy of the University that inequities in pay do        not occur among staff members, and that the University conforms to the various laws concerning        payment of salaries and equal treatment of staff members.

       RETROACTIVE INCREASES PROHIBITED:  Under the provisions of Texas Constitution Article        III, Section 44, UNT is prohibited from paying retroactive salary increases.  When a document        approving a salary increase is signed by an individual authorized to approve salary increases, the        increase may be effective retroactive to the first day of the month in which final approval is received        authorizing the increase, i.e., an increase signed anytime in January may be effective retroactive to        January 1.  The individual authorizing final approval of the salary increase shall be the President or the        employing Vice President.  

3.  Salary Rates for Classified Titles: 

     The University Pay Plan contains all current classified titles and their salary grade (range) assignments.

      3.1 Salary Grades:  Each classified title is assigned to an established salary grade with a stated entry       and maximum rate. Salary grades and ranges are established to insure external equity - that is, the       University's salaries are maintained at a level which is approximately comparable to the general level of       salaries paid by comparable employers for similar jobs; and to insure internal equity - that is, the       University's salaries are equitable in relation to the level of work performed.

      3.2 Beginning Salary Rates for Classified Employees:  Generally, all new staff members and all       reemployed staff members will be compensated at the entry level rate of the salary grade applicable to       the classification assignment of their respective positions.  No rate of pay higher or lower than the entry       level rate assigned to the classified title may be committed to a new staff member without prior       approval from the Assistant Vice President for Human Resources and the division Vice President.  A       higher starting salary will be authorized (subject to the availability of funds) only in those instances       where:

         a.  The individual has directly related work experience and/or formal education or training                  substantially above the minimum requirements of the position, and

         b.   The occupation is critical and there is a demonstrated lack of qualified applicants at the entry                   rate.

            Such starting salaries will generally be no more than 5% more than the established entry rate.

      A lower starting salary than the established entry level rate will be authorized in those instances where:

        a.  The individual's qualifications are within close range of, but not equivalent to, the stated                  minimum qualifications for the classification.  Such reduction in starting salary will generally last                  no more than 6 months.

        b.  The department has agreed to establish a training rate for probationary employees.  Upon              completion of the probationary period, the employee's salary shall be raised to entry.

      In no case will the lower starting salary be less than the established minimum rate for the position's       classification.

      3.3 Reinstated Employee Salary Rate:  A reinstated classified staff member returning from a             seasonal layoff or from an approved leave of absence without pay is entitled to the same salary             level previously held at the time of separation.  The staff member is also entitled to any             across-the-board increases which were granted to all other staff members in the classification while             he/she was laid off or on leave.

      3.4 Maximum Rate:  The salary of a classified staff member will not exceed the maximum of the             salary range applicable to the staff member's position classification except when a salary increase             mandated by the State Legislature results in a salary rate in excess of such maximum, or when the             excess rate is approved by the division Vice President or the President.

      3.5  Pay Adjustment Upon Promotion/Reclassification, Transfer,  or Demotion:

             3.5.1  Promotion:  When a classified staff member is promoted or their position reclassified to a                        position of increased responsibility or complexity of duties requiring a change of title and                        having a higher salary  grade, the staff member will receive a minimum salary adjustment to                        the entry level of the new  classification; or to a salary rate which is at least 3.5%  above                        the staff member's salary before promotion or reclassification whichever is greater, and                        provided that funds are available.

             Retention of Merit Pay:  The department may request approval to increase a classified staff              member's salary rate more than the levels stated above in order that previous pay awarded for              merit may be recognized in the new salary rate.  Such request is dependent on the available funds              at the time of request, and consideration should be given to such factors as length of service,              amount of the overall increase, and internal equity.  In any case, the maximum salary upon              promotion or reclassification may not exceed an amount equivalent to the amount of merit pay              previously granted to the employee, or 105% of the minimum new salary rate (after 3.5%              adjustment), whichever is less.

             3.5.2  Transfer:  When a classified staff member is transferred laterally to another position having                        the same title, or to a different title having the same salary grade assignment, the staff                        member will be given the same salary rate as before the transfer, if funds are available.  A                        staff member will not receive a salary increase as the result of a lateral transfer, unless a pay                        differential is part of the regular assignment of the position.

             3.5.3  Demotion:  When a classified staff member is demoted to a position of decreased                        responsibility or complexity of duties requiring a change of title and having a lower salary                         grade, the staff member's salary may remain unchanged, if within the salary range of the                        new position, or may be adjusted to an appropriate level within the new salary range as                        agreed upon by the department official concerned (chairperson or director) and the                        Assistant Vice President for Human Resources, and subject to the approval of the division                        Vice President or the President.  The new rate shall be determined by consideration of the                        circumstances related to the demotion, the staff member's employment record and job                        performance.

            3.5.4   Reclassification: Reclassifications of positions involving a salary grade change,                        promotion, transfer, or demotion for the incumbent are subject to the salary administration                        policies stated above.

      3.6 Special or Other Salary Increases:  Salary increases not related to promotion or merit may be             given periodically.  These increases include across-the-board salary increases to all employees, or             salary  grade adjustments for specific job classifications recommended by the Assistant Vice             President for Human Resources.

      3.7 Salary Administration Responsibility:  The Assistant Vice President for Human Resources is             vested with the responsibility and authority to administer and maintain the Salary Administration             Program for classified staff personnel and to insure that salaries for classified staff members are             paid on a fair and equitable basis.  Full cooperation of all levels of management and supervision in             the administration of the Salary Administration policies, rules and procedures is required.  All             personnel transactions involving hiring a new staff member or requiring a change in a staff             member's status must have the prior approval of the Assistant Vice President for Human             Resources or his/her designee before being presented to the division Vice President, or to the             President, for implementation.

4.  Salary Rates for Non-classified Titles:

      4.1 Beginning Salary Rates:  The beginning salary rate for a vacant non-classified administrative or             professional position shall be determined by the department official (chairperson, dean or director)             and/or the appropriate Vice President and the President based on a recommendation by the             Human Resources department after a review of the position.

      4.2 Merit Salary Increases:  A non-classified administrative official or professional staff member             shall be eligible for review and recommendation for a salary increase within the merit increase             policy announced periodically and in accordance with the general provisions outlined below.

      4.3  Special or Other Salary Increases:  Statutory or other special increases may be granted to              non-classified staff members.  Normally, such increases apply to all staff members.

      4.4 Salary Administration Responsibility:  The Board of Regents and the President have the             power and duty to appoint, to change the status, or to change the pay of non-classified staff.

5.  Merit Salary Increases: 

     Merit increases are pay increases granted to a staff member for demonstrated above average job      performance.  In accordance with Texas Education Code 51.962, the university may grant merit salary      increases from any funds, and such increases must be based on pre-established criteria.  To be eligible      for merit an employee must have been employed for at least six months immediately preceding the      effective date of the increase and at least six months must have elapsed since the employee’s last merit      salary increase.  Merit increases may be granted subject to the availability of funds and within the merit      salary increase policy announced periodically.  A salary adjustment for merit shall be dependent upon      specific written request of the staff member's department official and the approval of the division Vice      President or the President.  The Assistant Vice President for Human Resources shall determine that all      increases granted are within the approved policy.  Retroactive merit salary adjustments are prohibited      under the Texas Constitution (see section 2 of this policy).

     The following factors are among those which shall determine whether a staff member is granted a merit      increase:

     a.  The availability of funds.
     b.  The staff member's significant performance contributions and/or achievements.
     c.  A current Staff Development review with an overall rating (if applicable) of good or higher.
     d.  The staff member's length of service with the University and/or in his/her current position. Minimum           criteria for length of service with the University will be established within the merit salary increase           policy announced periodically.
     e.  The staff member's past and current salary treatment, i.e., when was the last time the staff member           received an increase? How much? etc.
     f.  The staff member's disciplinary history; a staff member must not have received a Counseling Memo           or other formal disciplinary action within the 12 months prior to receiving merit pay unless otherwise           specified in the Merit Program Instructions.
     g.  Comparison of the staff member's salary to the salaries paid to other staff members who make           roughly comparable performance contributions.

Reference:   Texas Government Code, Chapter 659.