IDA332, Exceptions to Policy 30.L., Restrictions
(Additional Compensation) IDA337, Fair Labor Standards Act (FLSA) Exemption
Status IDA513, Appointments, Promotions, Demotions
Dismissals, and Compensation of Certain Staff Personnel IDA340, Compensation for Health Care Titles
Departments have responsibility and authority for establishing a process
to ensure that the total annual increase (including merit, promotional and
equity increases) for an employee does not exceed 25 percent of base salary
in a fiscal year. Salary increases beyond this limit, and other salary actions
outside the parameters of the following guidelines, require exceptional approval.
Human Resources is responsible for consulting with Vice Chancellors, Deans,
the Director - UCI Medical Center, and department managers to assist them
in administering applicable staff policies and procedures and for providing
technical support; distributing merit guidelines, employee eligibility listings,
and merit payroll deadlines; and advising on salary actions.
C. Administrative Guidelines for Salary Determination
Salaries for employees with career, limited, casual restricted, and contract
appointments must be within the approved salary range.
Departments should consider the following to establish an employee's salary:
identification of appropriate funding support;
employee's current salary;
appropriate placement in the range;
internal equity within the department, the coordinating point,
and the campus;
external market, reflected by recruitment and retention experience.
In consultation with Human Resources, authorized individuals may approve
an administrative stipend of up to 15 percent for an employee temporarily
assuming responsibilities of a position assigned a higher grade for a minimum
period of one month to a maximum period normally not to exceed one year.
Normally, an administrative stipend shall be within the parameters of the
promotional guidelines established in (c) below. Administrative stipends
exceeding 15 percent, or more than one year in duration, require exceptional approval.
If the duties and responsibilities of a position undergo temporary
changes that include critical or sensitive functions, the position should
be designated as a critical position for which a background check may
be required. Prior to assigning a current employee new or expanded functions,
level and scope of duties and/or responsibility that might result in the
designation of the position as critical, a request for a background check
should be initiated. For complete information and procedures on background
checks, see Section 300-10:
Background Check Procedures.
The following should be considered before approving a salary above the minimum
of the range:
1) candidate's current salary,
2) recruitment difficulties,
3) internal equity, and
4) candidate's qualifications.
Professional and Support Staff (PSS): In consultation with Human
Resources, authorized individuals may appoint an external candidate within
the assigned salary range. An external appointee's salary will normally
be between the minimum and the midpoint of the range and supported with
appropriate funding. The resultant salary increase normally will not exceed
the amount that would be approved for an internal candidate's promotional
increase. Above midpoint appointments will normally be limited to positions
that require higher appointment salaries based on recruitment and retention
difficulties and/or exceptional market conditions (see Funding
Policies for Sub 1 - Career Employees).
Managers and Senior Professionals (MSP): In consultation with
Human Resources, authorized individuals may approve an appointment rate
up to the midpoint of the assigned MSP salary range for an external candidate
for an approved MSP position. An external appointee’s resultant salary
increase normally will not exceed the amount that would be approved for
an internal candidate’s promotional increase. An appointment salary above
the midpoint will normally be limited to positions that require higher
appointment salaries based on recruitment and retention difficulties and/or
exceptional market conditions and requires approval of the appropriate
delegated authority (see Funding Policies for Sub
1 - Career Employees).
c. Promotion and Upward Reclassification
Professional and Support Staff (PSS): Authorized individuals may
approve a salary increase up to 15 percent upon promotion or reclassification.
Salary increases upon promotion/reclassification normally will be between
5 percent and 8 percent. Total salary increase upon promotion shall not
exceed 15 percent. A salary increase exceeding 15 percent requires exceptional
approval (see Funding Policies for Sub 1 - Career Employees).
Managers and Senior Professionals (MSP): Authorized individuals
may approve a salary increase of up to 15 percent upon promotion or reclassification
within MSP. Salary increases upon promotion normally will be between 5
percent and 8 percent. Total salary increase upon promotion shall not
exceed 15 percent. A salary increase exceeding 15 percent requires exceptional
approval (see Funding Policies for Sub 1 - Career
Upon a lateral transfer, an employee's salary normally will remain unchanged.
Managers and Senior Professionals (MSP): Salary increases upon
lateral transfer require exceptional approval.
An employee’s salary upon demotion normally will be decreased 10 percent
below the current salary for each grade demoted, but no less than the minimum
of the newly assigned range. Salary actions upon demotion will be initiated
after consultation with Human Resources and with appropriate approvals.
f. Downward Reclassification
Professional and Support Staff (PSS): An employee’s salary upon downward
reclassification normally will remain unchanged. If the employee’s salary
is above the maximum of the new classification’s range, the employee will
not be eligible for a salary increase until the new range maximum exceeds
the employee’s salary.
The original copy of the approved equity request should be forwarded
to the Human Resources office.
Professional and Support Staff Positions (PSS): An authorized
individual may approve an equity increase to correct an individual equity
Managers and Senior Professionals (MSP): Exceptional approval
is required for any equity increase to correct an individual equity problem.
h. UCI Student Employees (non-academic) with Casual/Restricted Appointments
- Within-Range Salary Increase
Casual/Restricted student employees are covered by the Within-Range Salary
Increase provision outlined in the Student
Salary actions outside the parameters of the preceding guidelines, including
exceptions to the 15 percent salary increase upon promotion limitation and
25 percent annual salary increase limitation, require exceptional approval
(see IDA 513). Requests for exception should
be in writing and include the rationale for the salary action, the employee's
current salary, the amount of recommended action, the proposed effective date,
equity considerations, and external market factors, as appropriate. Final
decisions will be made in consultation with Human Resources.
The original copy of the approved exception should be forwarded to Human
Upon approval, the employee shall be notified in writing of the salary decision.
D. Merit Increases
Vice Chancellors and the Dean-College of Medicine establish procedures for
merit recommendations for their coordinating points. These procedures should
include processes for:
Communication regarding merit guidelines, funds available for increases,
employee eligibility listings, and due dates for merit recommendations.
Review of merit recommendations at the next higher level of authority up
to the level of Vice Chancellor or the Dean-College of Medicine.
Ensuring compliance with staff policy, campus guidelines, and the merit
Within-range salary advancement occurs primarily through the merit process.
The need for an equity adjustment may come from the external pressure of high
demand fields, internal salary compression, and/or retention considerations.
An equity adjustment provides the mechanism for addressing such inequities by
granting salary increases to non-probationary employees outside of the normal
Employees being considered for an equity adjustment must have completed
their probationary period and must not have been hired, promoted, or reclassified
within the previous six months. Equity adjustments cannot be used to reward
Equity adjustments are funded 100% by the department's budget and require
approval by an authorized individual (see IDA
513). They can be broken out over several budget years if funding is limited
or other budget constraints exist.
Equity adjustments take effect the first of the month following receipt
by the approval authority. For most employees represented by unions, 30 days'
advance notice to the union is required before the salary increase can be
Requests for an equity adjustment must be submitted by an employee's supervisor
a program designed to determine if an equity adjustment is warranted (see
Examples of Situations Requiring an Equity Adjustment).
After reviewing available funds and conducting an analysis of departmental
and campuswide salaries, EquityAdvisor will recommend an appropriate salary
amount. The program will provide the documentation needed to complete the
equity review process (union notice, decision-maker routing, and employee
notification letter). Additional consultation with Human Resources may be
All staff members, except Senior Managers and employees who are in a bargaining
unit that has an exclusive representative (union) and are covered by the applicable
provisions of the collective bargaining agreement.