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FY 2014 Salary Increase Program

Letter from President Hart regarding FY 2014 Salary Increase Program

TO:  UA Faculty and Staff
FROM: Ann Weaver Hart, President
DATE: April 10, 2013
SUBJECT: Performance-based salary increases

I am pleased to announce that a university-wide salary adjustment pool of $9.1 million has been established to fund performance-based salary increases for benefits-eligible faculty and staff funded on state and locally allocated budgets effective July 1, 2013.  While we have not been able to provide an institution-wide salary increase since 2007, I hope that this increase will provide an opportunity to reward the many University of Arizona staff and faculty whose work is vital to the success of the university.  This salary increase will be based on clear links between pay and performance, a vital feature of our ability to attract and retain high quality members of our university team. All employees who are performing at a satisfactory level will be eligible for an increase.

The FY 2014 allocation amounts will be provided to deans and vice presidents who will provide direct guidance to supervisors reporting to them regarding the process for making and communicating salary increase decisions.  A separate memo on Graduate Assistant/Associate salary increases for FY 2014 will be forthcoming. 

Funding this salary program will require us to forgo expenditures in some areas.  However, I believe that a salary increase program is essential for us to maintain our competitive position and is well worth the internal discipline that will be required.

You will find additional information on the details of implementation of the salary increase at:

http://hr.arizona.edu/archived/fy-2014-salary-increase-program

Best wishes for a successful conclusion to this spring semester and the 2012-13 academic year.

Frequently Asked Questions

Q: Who is eligible for a performance-based salary increase?
A: All benefits-eligible employees funded on state and locally allocated budget dollars are eligible for an increase from the salary adjustment pool dollars.

Q: Will increases be available to employees funded with non-state and locally budgeted funds?
A: While no dollars will be allocated to fund these increases, departments may provide salary increases with their own resources.

Q: What level of performance is required to be eligible for a salary increase under this program?
A: Employees with performance that meets expectations will be eligible for a salary adjustment.

Q: On which performance period should increases be based?
A: Classified staff and appointed professionals should be evaluated based on performance evaluations conducted since May of 2012. Academic departments may wish to use a two- or three-year period to make distributions for faculty.

Q: What is the range of salary increases possible?
A: Departments may make distributions based on individual performance levels. Salary increases of less than 1% will require justification to a dean or vice president. 

Q: When will deans and vice presidents be notified of their allocations?
A: Deans and vice presidents will be notified no later than April 17th. This notification will include additional instructions regarding their budget allocations and distribution procedures.

Q: May these salary dollars be used for other purposes, such as reducing a departmental budget deficit, or addressing market or equity issues?
A: No.

Q: May units supplement these salary increases with existing internal resources?
A: Yes.

Q: Will the salary adjustment pool include ERE dollars? 
A: Yes, in addition to the $9.1 million adjustment pool, an allocation of $1.9 million in marginal ERE will be provided.

Q: May allocations to one employee group be used to fund larger increases for another (e.g., using the percentage of dollars allocated for faculty salaries to fund larger increases for staff)?
A: Units will have the discretion to allocate dollars based on levels of performance. However, all employees with satisfactory or better performance should receive an increase in this program.

Q: When will salary increases be effective?
A: Salary increases may be effective on or after July 1, 2013.

Q: To whom should we direct additional questions?
A: Budget allocation
          Jaime Wilson (Budget Office) at jaimew@email.arizona.edu or 520-621-5182.
      MSS Job Data requests
          Susan Rice (Systems Control) at rices@email.arizona.edu or 520-621-7423.
      Other aspects of FY 2014 Salary Increase Program
          Helena Rodrigues (Human Resources) at hrodrigu@email.arizona.edu or 520-626-7753.

Q: How will allocation decisions be made within units?
A: Department and unit leaders are expected to develop guidelines and engage in a transparent process to explain the rationale for distribution decisions.

Last Revised: 04/15/13

Salary Increase Program Implementation FAQs

Q: How will departments request approval for their salary increase recommendations?
A: Each dean and vice president will issue guidance regarding recommendation procedures.

Q: How will departments process performance-based salary increases?
A: Once increases are approved, departments will submit Manager Self Service (MSS) Job Data requests for each individual receiving an adjustment. A MSS Performance-Based Increase Implementation Quick Reference Guide is available on the Systems Control website.

Q: Who is authorized to approve performance-based salary increases?
A: MSS Job Data changes will route to department and college/division approvers; however, salary increase requests should be initiated after authorization is received from deans and vice presidents.

Q: When are MSS Job Data requests for salary increases due?
A: Salary increases may be effective on or after July 1, 2013. MSS Job Data requests must be submitted on or before May 31, 2013 to be effective July 1, 2013; otherwise, the FY 2013-14 Systems Control Payroll/Calendar provides a pay period deadline schedule for MSS requests.

Q: Will the salary increase be reflected on the July 1, 2013 Notice of Reappointment for fiscal and 9 pay 12 faculty and appointed personnel?
A: If transactions are submitted through MSS by May 31st and note a July 1st effective date, increases will be effective July 1, 2013 and reflected on the FY 2013-2014 MSS Notice of Reappointment. Otherwise, college and division representatives will be responsible for generating separate contracts for increases with effective dates other than July 1, 2013.

Q: Will faculty and appointed personnel receive the full annual increase amount if the effective date is not July 1, 2013?
A: Fiscal and 9 pay 12 faculty and appointed personnel will receive the full annual increase amount if the effective date is July 1, 2013; otherwise, the total fiscal year pay will be less than the annual increase amount.

Q: What MSS Job Data Change reason should be used for the salary increase?
A: The "Performance-Based" reason, located in the compensation section of the MSS Job Data request, should be selected.

Q: How far in advance can departments submit MSS Job Data salary increase requests?
A: MSS Job Data changes can be submitted 60 calendar days prior to the effective date of the increase.

Q: What if the performance-based increase for an employee is effective the same date as another job action for the individual?
A: Departments should submit one Job Data request that includes all changes for an individual if multiple job actions are effective on the same date.

Q: Are employees on a leave of absence status eligible to receive a salary increase?
A: Employees are eligible to receive an increase during a paid leave status. Eligible employees may receive an increase upon return to an active status if they are on unpaid leave at the time department/college increases are applied.

Q: How do departments ensure permanent lines are adjusted to support Performance-Based salary increases granted to employees paid from state and locally allocated accounts upon their return from unpaid leave of absences?
A: Departments should adjust permanent lines to support increases for employees on unpaid leaves by submitting Request for Budget Changes.

Q: How do departments adjust budget lines for employees receiving an increase while on a temporary assignment?
A: Request for Budget Changes should be submitted to increase permanent lines for employees who are funded from state and locally allocated accounts and will receive Performance-Based salary increases while on temporary assignments.

Q: For faculty members currently serving as administrators, can performance-based increases be applied to the base and the administrative portions of their salaries, or only the administrative portion of their salaries?
A: For administrators who also have faculty appointments, performance-based increases may be awarded to both the base and administrative components of their salaries. However, upon leaving an administrative post and returning to an academic department, increases to administrative components of salaries will cease and increases to the base salary will become part of the base salary.

Last revised: April 22, 2013

Letter from Dean Carnie regarding FY 2014 Salary Increases for Graduate Assistants and Associates

REVISED May 10, 2013

MEMO 

TO:             Deans, Directors, and Department Heads
CC:             Graduate Program Coordinators and Business Managers
FROM:      Andrew Carnie, Interim Dean of the Graduate College

RE:             Graduate Assistant/Associate Pay Increases

As part of the general raises given to employees, a pool of money has been set aside to give salary increases to Graduate Assistant and Associate (GA) positions supported on state and local funds, beginning in FY2013-2014.

Graduate salaries have become - largely as a consequence of historical accident -- widely disconnected from workload, experience and skill level. We see a wide range of salaries paid for very similar work. While some difference in salary is expected due to experience and disciplinary variation, the disparities have become stark. As a small attempt at correcting the worst of these inequities, salary adjustments for GAs will be applied on a sliding scale. All GA positions supported on state and local funds will receive an increase, but the exact amount depends upon the GA's annualized (12-month) compensation rate. GAs earning more than $39,000 annualized 1.0 FTE salary rate should get a flat increase of $350 per annum for a 1.0 FTE position ($175 for a typical 0.5 GA position).

The following table provides the percentage increase to be applied to each state-funded GA's salary. Note two things about this table: (1) The first column represents rates at a 1.0 FTE appointment. Most GAs work on fractionalized FTE (0.50, 0.33, 0.25), so when choosing the percentage increase, please be sure to work from the fulltime annualized rate for a student and not the fractionalized actual salary. The vast majority of GAs will fall within the 2% to 5% increase range; (2) these are annualized rates, not salary per semester.

***REVISED***
Rate1 Adjustment
<$23,201 7%
$23,201-25,500 6%
$25,501-27,200 5%
$27,201-29,500 4%
$29,501-32,600 3%
$32,601-36,100 2%
$36,101-39,000 1.25%
>$39,000 Flat $3502
 

A spreadsheet with details on these adjustments will be provided to each college, who then can distribute the appropriate funds to units. Funds will be loaded in line 962.0 at the college level.

Departments and programs are not required to make equivalent salary adjustments to GA positions that are not funded on state funds, but they are encouraged to do so if possible. If such adjustments are made, they will have to be done with resources appropriate to the funding source (e.g., raises for grant-funded research assistants will typically be funded from grant funds).

The salaries of GAs funded on NIH grants should follow the schedule of increases mandated by NIH, and should not exceed NIH compensation caps.

Please see http://hr.arizona.edu/archived/fy-2014-salary-increase-program for the FAQs, including specific examples.

Frequently Asked Questions About Graduate Assistant/Associate (GA) Raises

  1. Do all GAs get raises?
    • The funds for the current raises only provide increases on state and local funded GA lines. However, employers of GAs paid by grants, contracts and other external sources are encouraged to match these adjustments when they can. Such increases must come from with resources appropriate to the funding source.
  2. Do Fiscal and Academic Rate appointments get the same raises?
    • Yes, use the same chart to determine raises for fiscal and academic year rates. A 0.5 FTE fiscal-year appointment of $14,000 gets the same 4% increase as a 0.5 FTE academic-year appointment of $14,000.
  3. What about Supplementary Compensation for GAs?
    • Supplementary compensation for GAs paid with state funds is a very rare situation, but where it exists, they get the same increase (applied hourly). However, Summer 2013 supplementary compensation rates are based on Spring 2013 rates and as a consequence the raises do not apply for Summer 2013 supplementary comp hires. The first semester these raises apply is Fall 2013.
  4. Do other hourly waged graduate student employees get the increase?
    • No, hourly-waged student employees who are not GAs do not get the increase. Only GAs are eligible for the increase.
  5. What do we do if a GA has a single appointment that is split-funded by a mix of state-funds and external funds?
    • (This is rare.) If a GA is in one position that is partly funded by state and partly on external funds, then the GA should receive the stated proportionate increase based on the state funding only, unless the department has funds to cover the portion also funded by the external funds.

      For example: A GA is hired in one position at .5FTE with an annualized salary of $35,000. Their compensation rate would be $17,500. This GA is funded 25% on state funds and 75% via an external source. They fall under the 2% increase category. Therefore, only the 25% state funding ($4,375) would get the 2% increase, unless the hiring department has the additional funds available to support the increase for the other 75%.
  6. What do we do if a GA has two appointments, one which is a state appointment and one which is state-funds and the other on non-state funds?
    • The GA should be hired on two separate fractional appointments, and paid at the two different rates.
  7. Who will distribute the funds to support these increases?
    • Funds will be loaded in line 962.0 at the college level. Colleges will distribute the increases to departments.
  8. What happens with NIH caps and NIH mandated salary increases?
    • The current raises only hold for state-funded GA positions. NIH PIs should follow the NIH mandated increases and respect the NIH total compensation caps.
  9. Can you provide examples of how to calculate the increases?
    Example 1: A GA position is compensated at $13,000 for a 0.5 FTE appointment for the academic year. Annualized salary is $26,000, which corresponds to a 5% raise, resulting in a new 0.5 FTE salary of $13,650.
    Example 2: Current salary for a 0.5 FTE GA position is $21,000 for the academic year. Annualized salary is $42,000, resulting in a flat increase of $175 for the 0.5 FTE position.
    Example 3: A graduate research assistant (GRA) is funded via a sponsored project at $16,000 ($32000 annualized salary) for a 0.5 FTE position. The PI may choose to provide the appropriate raise starting in Fall 2013 or any time thereafter depending on availability of appropriate funds, but is not required to do so.
    Example 4: A Student is funded for one semester as a 0.25 FTE GRA on a sponsored project at an annualized rate of $30,000, and a 0.25 FTE state-funded GTA position for one semester at the same rate. The GTA portion of this employee's position receives a 3% raise resulting in $3863 ($30,000 * 0.25 = $7,500 per annum / 2 (one semester) = $3,750 * 1.03 = $3,863). If the PI of the grant is unable to provide a matching raise, then the GRA portion is paid at the old rate ($3750).