Pay Change

Purpose

Change a regular employee’s or a graduate assistant's salary for a reason listed on the form. This form is also used by OHR to designate eligible part-time regular employees as Benefits Regular after they have attained the equivalent of five years of continuous full-time regular service. Negotiated or Board approved across-the-board/unit-wide increases are processed centrally.

Basic Guidelines

1. A work year change (decrease) or schedule reduction initiated for programmatic or budgetary reasons requires preliminary review and approval of the department's assigned Human Resources Officer (HRO).
2. An integral part of any recommended salary increase includes the involvement and consultation with Human Resources. Supporting documentation (reclassification recommendation, etc.) should be included in the materials submitted for administrative review.
3. Guidelines for use of stipends for salaried employees from the University of Maine Systems
4. A department that plans to recommend or initiate an action that will result in a pay change, funded by a non soft money account, should consult with the central administrative person with authority for approving changes to the University’s budget and/or Position Management.
5. Pay Change Authority:
1. Increases that require approval beyond the campus:
1. Chancellor approval is required for all salary adjustments resulting in salaries at or above $90,000 (as of 7/1/07).
2. Addition of a non-temporary stipend (690, 691) that results in a salary above $90,000.
3. Changes in work year or percent of time worked that are above the proportional level (see below) and the resulting salary is above the level described above.
4. Salary changes for members of the Management Group.
5. Individual increases for AFUM unit members:
1. Requires a memo/evidence that the departmental peer committee approved/was consulted about the proposed increase;
2. Following campus approval, OHR forwards request to UMS for negotiation with AFUM or UMPSA Unit .
6. Non Represented salaried employees:
1. Following the review of a completed RSCR by Human Resources, a proposed salary change for significantly increased responsibilities, if the proposed increase is more than 16% of the base salary or more than $5,500;
2. Increases for equity or other reasons (such as an exception to SECCP procedures; may also require approval of UMPSA).
7. Any increase that is an exception to the applicable collective bargaining agreement, SECCP, or existing reclassification procedures.
2. Increases not requiring approval beyond the campus:
1. As provided by the applicable collective bargaining agreement (lecturer longevity, step movement). These actions are initiated within HR;
2. Addition of a non-temporary stipend (690,691) that results in a salary below $90,000;
3. Departmental career ladder increases;
4. Following the review of a completed RSCR by Human Resources. For an UMPSA or non rep salaried employee who has been assigned significantly increased responsibilities, the proposed increase must be less than 16% of the base salary or less than $5,500;
5. A reclassification or change to salaried status following a desk audit conducted by Human Resources;
6. Proportional changes in work year or percent of time worked;
1. Academic to fiscal (120%);
2. Fiscal to academic (83.3%); AFUM – requires evidence that the departmental peer committee was consulted about the proposed increase.
7. Faculty promotions in rank in accordance with the normal promotion policy;
8. Post Tenure awards;
9. Payment of a temporary stipend (earnings code 680) so long as the appointment does not require approval due to the level of the position. Annual limits for stipends are set by UMS policy.
10. Changes in accordance with the applicable collective bargaining agreement, SECCP or existing reclassification procedures, as long as resulting salary is below $90,000
6. Pay changes will be applied to the existing distribution. If you wish to change the earnings distribution in conjunction with a pay change, please staple the Earnings Distribution Change to the Pay Change form.
7. An employee should not be told that he/she will receive a pay change until confirmed by Human Resources.
8. If you need to change the salary for a salaried temporary employee, please submit a new Temporary Professional Appointment Form showing the new salary.

Materials to Accompany Pay Change Form:

1. Recommendation/salary analysis prepared by Human Resources;
2. Departmental recommendation supporting proposed action;
3. Employee's CV/resume;
4. Updated job description

Those are the specific materials that should accompany a Pay Change Form to facilitate administrative review and approval, which is based on the nature of the proposed action. Please contact your HRO for more information.

Completing the Form

The following describes parts of the form that may not be self-explanatory. The fields included in the Pay Change Form directly relate to the information required by Payroll to modify the employee’s record in MaineStreet. Based on the specific nature of the change, some areas may be marked as N/A (not applicable).

New Work Year

Please specify the time periods when the employee will be expected to work:

• Fiscal Year: July 1 to June 30
• Academic Year:
• Faculty: September 1 to May 31
• Classified Employees: Generally beginning when the unit is in operation to provide services for students. Employees are typically not required to work during semester breaks or between semesters.
• Student Calendar Year: For UMPSA unit and non represented salaried employees, this period will include those times when the unit is in operation to provide services for students. Employees are typically not required to work during semester breaks or between semesters. Employees with student calendar year appointments do not accrue annual leave.
• 'Other' work year (specified duration spanning 7-11.5 months): Defined periods within each year during which the employee will be expected to work. Vacation earned is scheduled within the employee's work year.

For a salaried employee with a work year of less than 12 months, the beginning of their pay cycle will coincide with the beginning of the work year.

New Annual Salary

 

The proposed annual salary rate. This should include the annual amount for any non temporary (690 or 691) stipend.

New Rate

• Maximum annual stipend levels have been set by UMS guidelines:
• Fiscal year salaried employees: monthly rate = annual salary divided by 12;
• Non fiscal year salaried employees: BOT policy requires that salaried employees who do not have a 12-month work year be paid in 12 installments. Therefore, a pay change that is effective sometime other than at the beginning of the employee’s work year be prorated over the remainder of the pay cycle:
1. Divide amount of increase by number of months in employee’s regular work year;
2. Multiply by number of months in work year to be compensated at the higher rate;
3. Divide result from #2 with number of months in remaining pay cycle;
4. Add that amount to the employee’s current monthly pay;
5. The monthly rate of pay beginning at the start of the next full work year = 1/12 of the employee’s base pay.
• Vice President, Provost, or Dean: up to $15,000;
• Associate or Assistant Dean or Executive Director: up to $12,000;
• Director: up to $9,000;
• Chairperson/School Director: up to $9,000;
• The monthly amount of a non temporary (690) stipend should equal 1/12 of the annual stipend rate.
• For temporary stipends (less than 12 months), please state the total stipend amount to be paid over the term of the assignment. Payroll will make any necessary retroactive adjustments.
  

Planned Exit Date

The date the employee’s regular appointment is scheduled to end. To extend the employee’s appointment to coincide with a stipend term or beyond, please submit a Personnel Data Update Form.

Title

Proposed new title or brief description of stipend duties

Stipend Assignment Duration

Please specify the beginning and end dates for the additional duties and responsibilities.

Form Routing and Approvals

1. If a joint appointment, department head of second unit;
2. Research director (if a Joint Appointment/member of a Research Unit);
3. Dean/Director (if applicable);
4. Equal Opportunity for those stipends or salary changes that will require approval beyond the campus, Please consult with your HRO for more information;
5. Jennifer Baker, Financial Manager, Sponsored Programs, if the action includes a Fund 23 chartfield combo (MEIF);
6. VP for Research (if a Joint Appointment/member of a Research Unit OR the increase is funded by MEIF monies);
7. VP Academic Affairs and Provost or applicable Vice President;
8. Human Resources will then prepare the materials for review/approval, at the President level, if applicable. Human Resources will also prepare the transmittal documents if approval at the Chancellor/BOT level is required.

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