Attachment II
IMPLEMENTATION OF POLICY GUIDELINES FOR FISCAL YEAR 2009 (FY09)
SALARY INCREASES EFFECTIVE
July 1, 2008 and September 1, 2008
This document provides policy guidelines and instructions for the implementation of FY09 salary
increases.
GENERAL NOTES:
The 2007 Legislature authorized an average salary increase of 2.0% effective September 1, 2008 for
faculty, exempt administrative and professional staff, librarians and classified non-union staff. In
addition, the University will exercise the optional authority granted by the Legislature to provide
additional percentages as indicated in these guidelines.
Centrally funded salary increase allocations for FY09 General Operating Fund (GOF), Local Fund
Allocation (LFA), UIF funds and increases for employees funded by Research Cost Recovery funds,
grants and contracts, gifts, technology fees, and self-sustaining funds are covered by the following
policy.
ALLOCATION COMPLIANCE:
Units will be required to stay within their individual allocations when making merit recommendations
for positions funded from both General Operating Fund and Local Fund Allocation. Allocations are not
interchangeable between funds or between faculty, librarian and professional staff categories. The
Budget Office will monitor compliance with this policy.
Faculty and librarian increases funded from other sources will be monitored for policy compliance by
Academic Human Resources. As needed, the Compensation Office will perform a post-increase audit of
professional staff merit increases for compliance with the averages described below and any required market
minimum adjustments.
SALARY INCREASE OVERVIEW (Merit and 0.5% Retention Increases):
Merit Increases:
Faculty:
A 2% salary increase is guaranteed for meritorious faculty. Faculty will receive either a 2% increase or
no increase, per Faculty Code, effective September 1. An additional 2.0% allocation increase is also
authorized to address compression, equity and extra merit.
Librarians:
A 4.0% average increase is authorized for librarians on the basis of merit, effective September 1.
Professional Staff:
A 4.0% average increase is authorized for professional staff on the basis of merit, effective September 1.
Medical Residents:
A 4.5% increase is authorized for medical residents effective July 1.
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Academic Student Employees (ASE’s):
Academic student employees will receive a 2.5 % increase effective July 1.
Contract (Represented) Classified Staff:
Contract classified staff will receive salary increases effective July 1 as negotiated.
Classified Non-Union Staff:
Classified non-union staff will receive a 2.0% salary increase effective September 1.
0.5% Retention Increases:
A 0.5% allocation is being made available to units for retention salary adjustments for faculty, librarians
and professional staff. The adjustments can be effective starting September 1st and must be committed
to retention compensation during FY09. They will be handled outside the salary module.
IMPLEMENTATION:
FACULTY:
Faculty Merit:
For faculty, we will apply the bimodal process mandated by the Faculty Code (2% increase or no
increase). Zero increases require explanation and documentation sent to the Vice Provost for Academic
Personnel. Funds from vacant positions and those for which a 0% increase was given may be used to
augment the general merit pool.
Faculty supported by grant and contract resources, or who are on self-sustaining budgets, should receive
a 2% increase from those resources if they are meritorious.
Faculty Additional Allocation:
An additional 2.0 % pool will also be available to distribute to faculty who receive a 2% merit increase
to address compression, equity and extra merit.
The Provost strongly encourages you to allocate a minimum of .5% of this allocation to be generally
available as additional merit for all meritorious faculty members with strong cumulative records.
Meritorious faculty salary increases below 2.5% will require explanation and documentation sent to the
Vice Provost for Academic Personnel.
The total pool for faculty merit and additional merit must average 4.0% regardless of funding source.
Faculty Promotions:
Faculty must receive at least a 2% merit increase to qualify for a promotional increase.
Faculty will receive a 7.5% increase effective on the date of their promotion, either July 1 or September
16. Promotions will be handled separately from the merit increase process and must be entered into
OPUS and BGT as indicated below.
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12-month Faculty Promotions:
The July 1st promotions will be calculated before merit increases have been awarded. The title changes
and 7.5% increases should be entered in OPUS from July 7th through July 11th.
July 1st promotion increases for centrally-funded budgeted positions will be processed in BGT by the
Budget Office in July before the salary module is created. Prior to that time, units will need to provide
the Budget Office with the appropriate budget information.
The Budget Office will send appropriate units revised merit salary increase allocations with the effect of
the July 1st promotion adjustments.
9-month Faculty Promotions:
The September 16th promotions will be calculated after merit increases have been awarded. The title
changes and 7.5% increases must be entered in OPUS no earlier than September 21st and no later than
September 26th. Budget requests for central funding should be processed in BGT after September 10th.
Faculty Retention Increases:
The 0.5% retention increases can be effective starting September 1st and must be committed to retention
compensation during FY09. They will be handled outside the salary module process.
The Budget Office will calculate the units’ retention allocation amount based on permanent budgeted
positions funded from General Operating Funds and Local Funds as of June 3, 2008. The allocation
letters and instructions will be forthcoming from the Provost’s Office.
In addition to the availability of the 0.5% retention allocation, Deans and Chancellors are also
authorized to use reallocated local, self sustaining, or grant and contract funds to award retention
adjustments to individual faculty members. Faculty must receive at least 2% merit to qualify for a
retention increase. The total merit plus additional merit plus retention must equal 5% or greater.
Retention adjustments in excess of 10% require explanation and documentation sent to the Vice Provost
for Academic Personnel.
Retention adjustments will be handled outside the merit salary increase process. If effective on
September 1st, the increases must be entered in OPUS from September 5th through September 12th.
Budgeted positions can be updated in BGT after September 10th.
Matching Unit Adjustments:
A second round of centrally funded unit adjustments will be awarded to selected schools/colleges or
departments whose salaries are significantly behind those at comparable institutions. To qualify for this
adjustment, the units must also provide a matching adjustment from their own funds. Units receiving
unit adjustments have already received information/instructions from the Provost’s Office.
The adjustments will be effective October 1st and applied outside the salary module after merit increases
have been processed. They must be entered into OPUS from October 7th through October 15th. Budget
requests for central funding should be processed in BGT after October 7th.
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LIBRARIANS:
Librarian Merit:
A 4.0% average increase is authorized for librarians on the basis of merit, effective September 1st.
Vacant positions may be used to augment the general merit pool. Librarians supported by grant and
contract resources, or who are on self-sustaining budgets, are eligible to receive a 4.0% average increase
from those resources if they are meritorious.
Librarian Promotions:
Librarians receiving a promotion must receive a merit increase on September 1st.
Promotions for librarians will be awarded at 7.5%, effective July 1st based on their salary rate before
the 4.0% merit has been awarded. Promotions are handled separately from the merit increase process
and should be entered into OPUS from July 7th through July 11th.
July 1st promotion increases for centrally-funded budgeted positions will be processed in BGT by the
Budget Office in July before the salary module is created. Prior to that time, units will need to provide
the Budget Office with the appropriate budget information.
The Budget Office will send appropriate units revised merit salary increase allocations with the effect of
the July 1st promotion adjustments.
Librarian Retention:
The 0.5% retention increases can be effective starting September 1st and must be committed to retention
compensation during FY09. They will be handled outside the salary module process.
The Budget Office will calculate the units’ retention allocation amount based on permanent budget
positions funded from General Operating Funds and Local Funds as of June 3, 2008. The allocation
letters and instructions will be forthcoming from the Provost’s Office.
In addition to the availability of the 0.5% retention allocation, the Dean of Libraries is also authorized to
use reallocated local, self sustaining, or grant and contract funds to award retention adjustments to
individual librarians. Librarians must receive a merit increase to qualify for a retention increase. The
total merit plus retention must equal 5% or greater. Retention adjustments in excess of 10% require
explanation and documentation sent to the Vice Provost for Academic Personnel.
Retention adjustments will be handled outside the merit salary increase process. If effective on
September 1st, the increases must be entered in OPUS from September 5th through September 12th.
Budgeted positions can be updated in BGT after September 10th.
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PROFESSIONAL STAFF:
Professional Staff Market Minimum Adjustments:
Adjustments, if any, will be effective September 1st and will be processed through the salary increase
module. The Budget Office will send appropriate units revised merit salary increase allocations with the
effect of any centrally funded market minimum adjustments.
Please refer to Attachment III, “Professional Staff Salary Adjustment Guidelines,” for more detailed
information.
Professional Staff Merit:
A 4.0% average increase is authorized for professional staff on the basis of merit, effective September
1st. Vacant positions may be used to augment the general merit pool.
Professional Staff Retention:
The 0.5% retention increases can be effective starting September 1st and must be committed to retention
compensation during FY09. They will be handled outside the salary module process.
The Budget Office will calculate the units’ retention allocation amount based on permanent budget
positions funded from General Operating Funds and Local Funds as of June 3, 2008. Please refer to
Attachment III, “Professional Staff Salary Adjustment Guidelines” for more detailed information.
Allocation letters and instructions will be forthcoming from the Provost’s Office.
With the exception of the 0.5% retention adjustments mentioned above, there is no formal retention
process. Instead, follow professional staff policies regarding in-grade adjustments. These must be
funded from internal unit resources and handled separately from the merit increase process.
MEDICAL RESIDENTS:
A 4.5% increase is authorized for medical residents, effective July 1st. Central funding has been
approved for an increase of 4.5% on the permanent General Operating Funds and Local Fund
Allocations budgeted base.
ACADEMIC STUDENT EMPLOYEES:
Academic student employees will receive a salary increase, effective July 1, as stipulated by their
bargaining unit. Increases for permanently budgeted positions with account codes 0130 and 0140 on
General Operating Funds will be centrally funded at 2.5%
CLASSIFIED STAFF:
Contract (Represented) Classified:
Contract classified staff will receive salary increases effective July 1st as negotiated. The Compensation
Office will distribute more detailed information in July.
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Classified Non-Union:
Classified non-union staff will receive a 2.0% salary increase effective September 1st. The
Compensation Office will distribute more detailed information in July.
OTHER CONSIDERATIONS
Personnel on Leave:
Salary increase recommendations for faculty or professional staff on leave should be based on the
proposed salary of the permanent incumbent when the person returns from leave. Permanently budgeted
positions have been included in the salary-adjustment pool salary base.
Joint Appointments:
Salary increases for faculty or professional staff whose appointments and/or salaries are divided between
two or more departments or colleges should be determined by mutual agreement of appropriate
department heads and deans. Only one salary increase level is possible, so all units must reach
agreement prior to submission of the spreadsheets. A contact list is attached for your convenience. See
Attachment IV.
Provisos:
Salary increases for State appropriated Proviso budgets will be centrally funded. Salary increases must
not be entered into a Proviso budget number. The amounts in those budgets are predetermined and
should not be changed. Instead, salary increases need to be posted to a regular state budget. If you need
assistance with this, please call Becky Rooney at 685-6632 or Mary Coffel at 616-7441.
President’s and Provost’s Lists:
Certain individuals’ increases will be determined by the President or Provost. These individuals’ positions
are not included in the units’ general allocation or in the units’ retention allocation. Their increases will be
posted by the Budget Office. The names of these individuals are listed on the unit allocation sheets for
information only.
Units’ faculty positions being held for faculty serving in administrative roles appointed by the
Provost:
A new item in the instructions this year relates to faculty positions for tenured faculty serving in
administrative roles appointed by the Provost, such as Dean or Vice Provost. This is not a change in policy
but rather a reminder of what the expectations are related to these individuals’ faculty positions. If a faculty
member has held a budgeted faculty position prior to serving in an administrative role appointed by the
Provost, the unit is expected to hold that tenured faculty position for the individual to return to if/when the
administrative position ends, unless otherwise stipulated. Each year salary increases are allocated to the unit
for those budgeted faculty positions and should be applied to those positions. Faculty members serving in
administrative roles may receive salary increases greater than the average merit increases given each year
during the administrative appointment. When a faculty member returns to a budgeted faculty position, the
Provost funds the difference between the current salary and the budgeted faculty position, adjusted as
follows: to the budgeted value of the position at the time the individual began an administrative role, add the
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percent of average merit increase given each year and calculate the difference between that amount and the
current salary.
Final Approval of Increases:
College, School and Administrative units’ Deans, Chancellors, Vice Presidents or Vice Provosts must sign
the first page of the Faculty, Librarian and Professional Staff salary increase worksheets to acknowledge
their review and approval of the increases.
As in past years, a Dean, Chancellor, Vice President or Vice Provost may delegate this signature authority to
another person if they are not personally available to sign. This MUST be followed up with an approval
from the Dean, Chancellor, Vice President or Vice Provost by signing a copy of the signature pages from the
final worksheets.
The Budget Office will:
Review each unit’s worksheets to ensure increases for centrally funded budgets do not exceed the
unit’s allocation.
Deliver faculty and librarian worksheets to Academic Human Resources for review. The Vice
Provost for Academic Personnel will notify units of final approval.
Notify units after reviewing professional staff worksheets for compliance with the centrally
funded allocation. As needed, the Compensation Office will perform a post-increase audit of
professional staff merit increases for compliance with the 4.0% average and market minimum
adjustments.
Please plan now to have someone available during the review process to answer questions from the Budget
Office and the Vice Provost of Academic Personnel.
Lecturer PT-Class Action Settlement Agreement:
This process is being handled by the Provost’s Office outside the salary increase process. Separate
instructions have already been provided by Academic Personnel.
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