THE UNIVERSITY OF BRITISH COLUMBIA
Human Resources Room 350 - 2075 Wesbrook Mall Vancouver, BC Canada V6T 1Z1 http://www.hr.ubc.ca
Date: To:
July 15, 2009 Deans, Directors, Department Heads and Administrators
From: Kathleen Cheng, Team Leader Compensation CC: HR Advisors & Associates, Compensation Consultants/Associates, Joanne Young/Payroll, Jacqueline Sun/Budget Office 2009 Performance-Based Merit Pay Program for Non-Union Technicians, Executive Administrative Staff and Farm Workers
Re:
Attach: Department Spreadsheet of eligible employees (Available Online - 2009 Merit Instructions; 2009 Merit FAQs)
We are pleased to announce that UBC is launching a Performance-Based Merit Pay Program for staff in the Non-Union Technician, Executive Administrative Staff and Farm Workers employment groups to move from the midpoint of their salary range to the maximum. The merit process is similar to the Merit Pay program that is already in place for Management & Professional staff. The Board of Governors has approved funding salary increases based on merit of up to 3%, for the period of July 1, 2009 to June 30, 2010. The merit increase for GPOF positions will be funded centrally. The complete process for the Merit Pay program is outlined in the attached Step-by-Step Instructions. We would like to highlight a number of important points and dates that you should be aware of: • • There is a pre-approved performance evaluation tool located at the Performance Management webpage: http://hr.ubc.ca/odl/performancemanagement/. Each staff member must have a performance review once a year. You will have the choice of when to do the evaluations – whether they will be held for the whole staff one time per year, or staggered throughout the year as staff members reach their anniversary dates.
Please note: it is important that this program be used only for rewarding staff for meritorious performance, and not as an unofficial way to resolve other salary issues. Since the University must re-approve the funding for merit pay each year, it will serve us well to use the opportunity wisely this year, to position funding for merit in the years to come. About the Merit Pay Program: The purpose of the Performance-Based Merit Pay program is to recognize and reward meritorious performance.
UBC Human Resources | 350 – 2075 Wesbrook Mall | Vancouver, BC | V6T 1Z1 | T: 604-822-8111 | F: 604-822-8134
HR Total Compensation Memo: 2009 Merit Pay Program July 15, 2009| Page 2 of 3
While this program is designed to provide a tool to move employees who have demonstrated above average performance from the midpoint toward the maximum of their salary ranges, there are also other options available to award meritorious performance – including a one-time bonus or professional development opportunities. Please note: Employees who are currently at the top of their salary range are not eligible for ongoing salary increases. However, they can be rewarded for meritorious performance through a one-time bonus, extra vacation time, or professional development opportunities. Eligibility Criteria: Staff are eligible for merit increases for their current position if as of June 30, 2008: • They were at the midpoint of their salary range or above, and • They have completed their probationary period. Points to Remember: 1. Merit paperwork such as the departmental spreadsheet and the Staff Appointment Notices must be submitted to Human Resources by September 14, 2009, and Payroll by September 18, 2009 respectively to guarantee the retro by October 15, 2009. 2. If your department uses July 1 as the implementation date for Merit, please use this date for future merit programs. If your department uses the anniversary date of the employee or the department’s business year, then the effective date will have to be between the merit period of July 1, 2009 and June 30, 2010. 3. Keep your staff notified once Merit paperwork has been submitted. Employees often contact Payroll directly to inquire about their Merit increases, rather than following up with their Administrators. With the Self-Service Web Application now available, employees can also view their Merit increases online once the Merit paperwork has been processed by Payroll (http://www.msp.ubc.ca). Where possible, encourage your staff to use the Self-Service Web Application to view their paycheques online. 4. The central University will fund Merit increases for GPO positions at an average of 2%. Instructions and Attachments: Attached to this memo is a spreadsheet of the employees in your department/faculty who are eligible for the 2009 Merit Pay program. Note: There are a number of factors that may result in an employee being excluded from your department spreadsheet. If you need to inquire about why an employee is not included, please contact Joyce Wei and she can provide details (contact information listed at the end of this memo). Please visit our Merit web pages for merit related information: http://hr.ubc.ca/comp/merit/index.html. Here you will find the following resources: • Instructions for completing your Department Spreadsheet • Step-by-Step Instructions on implementing Merit • Merit FAQs Deadline for Processing: Administrators/Department Heads will need to complete the spreadsheet and return to me in Human Resources and – at the same time – forward Staff Appointment Forms to your Payroll representative – by September 18, 2009.
UBC Human Resources Department | Telephone: 604-822-8111 | Fax: 604-822-8134 | http://www.hr.ubc.ca
HR Total Compensation Memo: 2009 Merit Pay Program July 15, 2009| Page 3 of 3
Who to Contact for Assistance: Should you have any questions related to the Merit Pay Program, please contact Joyce Wei by phone at 604-822-6865 or by e-mail at joyce.wei@ubc.ca.
UBC Human Resources Department | Telephone: 604-822-8111 | Fax: 604-822-8134 | http://www.hr.ubc.ca