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Email: hr@wju.edu
Phone: 1-304-243-8152


HR Compensation: Pay Adjustments: Responsibility/Transfer/Equity


Date approved:
April 2012
Approved by:
 
Date to be reviewed:
March 2013
Reviewed by:
University Executive Administration
Date revised:
 
Revision number:
1.0
 
Compliance Committee:
As Scheduled

1.0 PURPOSE

To describe the process for adjusting the compensation of  Wheeling Jesuit University employees as duties and responsibilities evolve and in relation to other, similarly-qualified, employees within the pay grade.

2.0 PROCEDURES

2.1 Lateral Transfer

A lateral transfer occurs when an employee, either of his / her volition or at the University's request (restructure), moves to a similarly classified position within the same pay grade. If the transfer is the employee's choice or due to program elimination, there will be no pay change; if the transfer is made at the request of the University (restructure), and is not disciplinary or performance-related, the Executive Administrator responsible for that department may recommend the employee for an annual increase provided in that fiscal year if the increase has not been provided (annual increases, if given, will occur at a specific time).

2.2 Significant Change in Responsibilities

  1. Occurs when an employee has experienced a significant change in either the essential functions or responsibilities of his / her job (an addition to or removal of significant duties and responsibilities) necessitating a reclassification of the position. The position job description, and suggested pay increases or decreases, will be revised and reviewed by the appropriate committee.
  2. Pay adjustments (increases) due to significant changes in responsibilities will be according to the following guidelines:
    • Whenever an employee's current pay is between the minimum of the pay grade and the first quartile, the employee may be increased up to but no greater than the first quartile.
    • Whenever an employee's pay is greater than the first quartile but less than the midpoint for the pay grade, the employee may be increased up to but no greater than the midpoint.
    • Whenever an employee's pay is above the midpoint for the new pay grade, the employee will receive no greater than a 1 - 3% pay increase.
    • There is nothing in this paragraph, however, that prevents the job from being re-evaluated and possibly re-assigned to a higher pay grade or being awarded no pay increases. 
  3. Pay adjustments (decreases) due to significant changes in responsibilities may result in a loss of pay proportionate to the loss of responsibilities, but not below the minimum of the pay grade in which the job is assigned. There is nothing in this paragraph, however, that prevents the job from being re-evaluated and possibly re-assigned to a lower pay grade with reduced compensation. 

2.3 Equity Adjustments 

  1. Whenever an inequity within a pay grade is discovered, whether due to internal audit or supervisor's request, the inequity will be evaluated to determine if it is due to relevant education, experience, longevity, span of control, skill and ability or disparate treatment due to a class defined and protected by law.
  2. Inequities due to corresponding pay adjustments or compensable factors such as education and ability should be consistent from employee to employee across the pay grades and can be explained and rationalized. Inequities due to disparate treatment must be reviewed by Human Resources, reported to the Executive Administration and corrected as soon as possible.  

2.4 Stipends 

An employee's compensation may be temporarily adjusted by a fixed amount for a fixed duration due to 1.) a temporary increase in job scope or job duties, 2.) a protracted assignment developmental in nature but beneficial to the University and at the University's request or 3.) a training assignment. The stipend many be in the form of a lump sum increase for an administrator (exempt) or a temporary add-on to the hourly rate for a staff employee (non-exempt).

  1. An administrative employee may receive a lump sum stipend amount in consideration of any of the above provided such stipend is reviewed by the Human Resource Department and subsequently approved by the Executive Administrator responsible for the department.
  2. A staff employee may receive a temporary hourly rate add-on in consideration of any of the above provided such hourly rate increase is reviewed by the Human Resource Department and approved by the Executive Administrator responsible for the department.
  3. The stipend amount should not exceed 20% of the administrator's base monthly salary or 20% of the staff employee's base hourly rate.
  4. Both the stipend amount and the duration of time for which the stipend is valid must be stipulated by memo with the appropriate signatures and submitted to Human Resources for payment and filing. Stipends should not exceed six (6) months duration except by the approval of the president.
  5. All pay increases due to promotion, performance, significant change in responsibilities or equity adjustment will be made to the employee's base rate of pay exclusive of any and all stipends. Stipends will remain as stipulated in the memo noted above unless a subsequent memo changes the amount or duration of the stipend.
  6. The stipend will only be provided for the duration of the period noted in the memo in “d.” above and may be removed at the discretion of the University. Any and all pay adjustments to an employee's base pay will not affect the stipend portion.

2.5 Geographic Adjustment

Employees in satellite operations may receive compensation adjustments (increases or reductions) based upon the variance in the cost of labor / wages between their regional market / location and the Wheeling / Western Pennsylvania Regional market. All pay increases due to promotion, performance, significant change in responsibilities or equity adjustment will be made to the employee's base rate of pay exclusive of any geographic adjustment. Geographic adjustments will remain as stipulated unless changes in the amount are approved or the employee is transferred between locations. The geographic adjustment assigned to an employee may be modified if the employee transfers between locations and will be based upon the geographic location in which the employee is assigned.

2.6 Approval

Pay adjustments described above must be approved with the proper signature authority, per 2.8 of the Compensation Philosophy, through Human Resources before any changes are initiated.

3.0 AUTHORIZATION

The Director of Human Resources has the authority to change, modify or approve exceptions to this policy subsequent to review by the University's Chief Financial Officer and the Executive Administration team with the approval of the University President.

4.0 ATTACHMENTS

 



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