Salary Administration

Last Updated 03/13
Applies to Exempt and Non-Exempt Staff
Related Policies:

Policy

The University compensates all employees in a fair and equitable manner without regard to race, color, sex, age, national origin, disability, or veteran status. The compensation program is administered in accordance with Federal Wage and Hour Laws and other applicable governmental guidelines. In establishing pay rates, consideration is given to the competitive market place, the relative value of each position to the University, as well as individual performance, qualifications, and experience.

Procedures

Rates of Pay

Hiring Rates

New employees are started at no less than the minimum of the market reference range for the position into which they have been hired. Hiring rates should be commensurate with employee’s qualifications and related experience and should be confirmed with the Human Resources Recruiting Consultant or Compensation Team before a final salary offer is made. All non-exempt employees scheduled to work less than 40 hours per week, and all temporary and on-call staff will be paid on an hourly basis. Salary levels and ranges are available at http://www.nd.edu/~hr/compensation/pay_lev_rng.shtml.

On-call / Temporary Rates

On-call or temporary positions that fall outside of the University’s classification system may be established at a rate no lower than the Federal minimum wage rate and should be discussed with the Department Director and the Human Resources Compensation Team.

Salary Adjustments

Annual Salary Adjustments

Annual salary adjustments are awarded based on employee performance and the economic condition of the University. Exempt and non-exempt staff members are considered for salary increases based on the annual performance review that is conducted at least once every twelve months by their supervisor. Adjustments in pay may acknowledge years of service, however the quality of individual contributions within the scope of the individual position is the primary factor used when awarding salary increases.

Employees receiving an overall rating of Requires Improvement in the “How” or “What” are not eligible for an increase.

Annual increases for exempt and non-exempt staff are effective at the beginning of each fiscal year on July 1. Employees hired after April 1 are not eligible for an annual increase until the following fiscal year.

Guidelines for annual salary adjustments are developed and distributed annually by the Office of Human Resources and communicated to departments with the annual Budget and Planning information. Current Budget and Planning information may be accessed at http://www.nd.edu/~budget.

Market Adjustments

Market adjustments are salary adjustments for an employee or group of employees that have fallen behind in base salary as compared to similar positions on campus and/or in the market. Market adjustments do not occur in conjunction with a change in title, grade, or FLSA status.

Promotional Salary Increases

Promotion is defined as a regular employee moving to a position of greater responsibility or scope which is in a different career level based on the career level guides. Salary increases for promotions should take into consideration the new level of responsibility, internal equity, and the department’s ability to fund the increase.

Transfer Salary Adjustments

Employees who request a voluntary transfer to a lower level position may have their salary adjusted to reflect the lower salary range and lower level of responsibility of the new position. Considerations in such cases may include internal equity, quality of performance, and length of service to the University.

As a result of changes in organizational structure, funding, or other factors, individuals may be moved to alternate, perhaps lower level positions within the department or University. When such an involuntary transfer occurs through no fault of the employee, there is normally no change in salary provided the current salary is within the range for the new position.

Departments should consult with the Compensation Team in all cases involving transfers to ensure consistency of application within the University.

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