Employment Law

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Compensation
Human Resources Liaison October 2009
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Agenda

• The Role of Compensation
• Compensation Review (Analysis)
• AP New Hires
• Compensation Actions EPAF
• Position Management
• What Compensation Needs from You
• What Compensation can Do for You
• Compensation Website

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The Role of CompensationPay Analysis
Recommendations and Consultation

• Develop and maintain UCF compensation strategy
• Research, recommend, and consult on compensation
  and classification of USPS and AP positions.
• A resource for managers in strategic planning.
• Participate in and analyze official university
  salary survey data
• Develop and monitor compensation and
  classification structures
• AP and USPS
• Classifications class specifications pay grades
  or salary range for positions
• FLSA- Fair Labor Standards Act compliance
• Make salary recommendations for compensation
  actions (AP USPS) and AP new hires
• Perform salary analysis for compensation actions.
• Gather market data analyze credentials and
  review internal equity
• Recommend and approve USPS above base hires
• Assist hiring managers in making pay and
  classification decisions and compensation
  planning

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The Role of Compensation(continued)

• Process and approval of compensation actions
  (ePAF)
• Shift Differential
• Position Data Management (PeopleSoft)
• Maintain Position Descriptions
• Perquisites review and approval

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Compensation Review/AnalysisWhats Involved?

• Salary surveys
• Examples CUPA, Mercer, Compdata
• Benchmarks based on job duties
• UCF participates in salary surveys.
• Report UCF salary data.
• Provide UCF with salary data for thousands of
  other universities and organizations to compare
  to.
• Compensation also analyzes comparable positions
  at UCF or other comparable universities slots
  positions within an internal hierarchy and/or
  weighs job value/worth in comparison with other
  types of positions to determine a salary or
  salary range.

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AP New Hire SalariesWhats Happening Behind the
Scenes?

• Verify data submitted by hiring dept
• Calculate credentials (work experience and
  education)
• Evaluate credentials in relation to the minimum
  qualifications (related work experience and how
  far they exceed the minimum qualifications)
• Determine the pay grade or salary range
• Evaluate for possible salary inequities or salary
  compression/inversion
• Use salary recommendation guidelines (handout) to
  recommend salary within the pay grade or salary
  range

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AP New Hire SalariesWhats Happening Behind the
Scenes?

• HR recommendation reviewed with the dept.
• Analysis is sent to AA for review and approval
  (if dept. falls under Academic Affairs)
• Selected candidate approved for hire
• Appropriate VP Office prints agreement and sends
  to department/college for employees signature
• Agreement must be signed by employee and
  submitted to HR Records with the ePAF within (3)
  days of hire

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USPS Hires

• HR Recruitment processes USPS new hires.
• HR Compensation reviews and approves USPS above
  base hires.
• USPS above base hires require written
  justification and that the employee must
  significantly exceed the minimum qualification.
• HR Compensation handles all other compensation
  actions for USPS positions.

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Types of Compensation Actionsthat Require
further review and an Analysis

• Establishments
• Reclassifications
• Conversions (USPS to AP or vice versa change
  in pay plan)
• Lateral Transfers or Demotions
• Special Pay or Out of Cycle Increases
• Temporary Pay Increases
• Shift Differential

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ePAF Compensation (see handout)

• Effective Dates
• ePAF Processing Tips
• Attach supporting documents
• Compensation email notifications
• New AP Agreement Criteria

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Manage Position Data in PeopleSoft (see handout)

• Position number stream
• Budget entity definitions
• Department definitions
• Job Codes
• Position number requests
• Faculty/Staff position OPS employee reports

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Position Descriptions

• Forms and instructions available on HR
  Compensation website
• AP
• USPS
• Original, signed position descriptions maintained
  in HR in DocView
• Department retains copy
• OPS Faculty Position descriptions are kept
  within the specific department and are not
  maintained in HR
• Priority to ensure that updated position
  descriptions are on file with H
• Updated, original, and signed job descriptions
  required for most compensation actions
• Class specifications are not examples of position
  descriptions. These specifications only provide
  a guideline for the minimal tasks that are
  typically associated with a classification
• Ask HR Compensation for assistance in writing job
  descriptions

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What does Compensation need from YOU?

• Accurate information on the ePAF (review and
  review again and call us with any questions
  first)
• Current or updated position descriptions are
  needed with all actions resulting in a salary
  increase or change in classification.
• Employment applications (completely filled out
  and accurate) are required for all
  reclassifications of filled positions and special
  pay increases. Resumes are not certified as true
  and accurate and cannot be used to evaluate
  credentials.

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What does Compensation need from YOU?

• Written justification
• Detailed written justification is needed for all
  actions resulting in a salary increase.
• Attach to ePAF or include in ePAF comments!
  Include Org Charts if available
• Provide detail - (one sentence wont suffice)
  and will only cause a delay in processing for us
  to request additional detail
• Specifically detail how the position is changing
  (for reclassifications/conversions)
• Accountability
• Responsibility
• Complexity
• Re-Organization
• Reason for a special pay increase with specific
  detail
• Higher level duties
• Temp pay increase
• Market
• Equity

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How Compensationcan help You!

• Get ahead!
• Want to cut down on turn around time?
• If you are not sure - Ask Compensation for
  assistance with any questions before you submit
  the ePAF.
• Request a preliminary analysis for new hires
  reclassifications conversions and special pay
  increases prior to submitting the ePAF or hiring
  packet. We can provide a preliminary salary and
  classification recommendation to help you ahead
  of time. When you receive a preliminary
  recommendation, the turnaround time will be
  significantly reduced once you submit the formal
  request.
• We can help departments in the planning stages
  when establishing new positions or considering
  reclassifications.

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HR-Compensation Website

• Compensation Policies Procedures
• Compensation Actions ePAF workflow
• Compensation Flowcharts
• Class Specifications Pay Plans
• USPS
• AP
• Post Doctoral Associates
• Forms FAQs
• Coming soon. Compensation Toolkit

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Compensation Team

• Roxane Walton, Director HR Operations x3-2771
• Tony Fappiano Senior Compensation
  Analyst x3-6381
• Christine Keena Senior Compensation
  Analyst x3-4104
• Kay West Compensation Accountant x3-1497
• E-mail inquires compensation_at_mail.ucf.edu
• Fax [phone]

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Questions ?