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Banding Guide

Procedural Guide for HR Managers and Analysts

Salary Administration Activities

General Notes:

PD-105 Codes:

See far right section of PD-105 illustration for new codes related to Career Banded positions. Click on the detailed sections below for more information on how to complete each action for banded positions.

Market Index Field on PD-105:

In each of the actions below, you'll find sample PD-105's to illustrate the required fields. In addition, please note the following information and illustration of the "Market Index" field.

If you enter a new salary amount and the corresponding C, J, or A level in the competency field, the system will automatically generate a percentage amount to compare the new salary to the applicable Journey market rate or Reference Rates for Contributing or Advanced. (You may have to enter an Approval notation "APR" in the Next Action field to make the percentage appear.)

For example, in the illustration, the $34,256.00 salary for the Public Safety Officer is 99% of the $34,643.00 Contributing Reference Rate for the Public Safety Officer Banded Class. In another example, a $64,350.00 salary for a Journey Business & Technology Applications Analyst would show 110% in this field to indicate that the salary is 10% above the Journey Market rate of $58.500.00

Go directly to:
New Hire Competency / Skill Salary Increase
for movement from one level to another OR within the employee's current level

Promotion

Grade / Band Transfer Horizontal Transfer

Reassignment

Competency Level Change
with NO salary adjustment
Demotion Retention Increase Labor Market Increase

Determining a NEW HIRE Salary

When managers or supervisors submit a salary decision worksheet, review the request to make sure that the newly hired employee is properly classified and the salary is appropriate based on all relevant pay factors.
Step Activity Forms Policy 

1

Review Salary Decision Worksheet.

Career Banding Salary Decision Worksheet:
Word


Sample New Hire Salary Decision Worksheet (Word)

Recruitment Policy
(to be added)

 

Review Career Banding Salary Decision Worksheet completed by the manager/supervisor.

Compare the minimum education and experience requirements of the banded class to the education and experience of the selected candidate to make sure that the selected employee meets the minimum qualifications.

2

Confirm that hiring level matches posting.

Job Posting form
Word
or PDF


Sample Job Posting Form (Word)


Sample New Hire Salary Decision Worksheet (Word)

Recruitment Policy
(to be added)

Confirm that the selected candidate is hired at the same competency level (Contributing, Journey, or Advanced) that was posted.

If fully qualified applicants are not available, managers may fill a position at a lower level if the job posting contained a statement that applicants with lower level competency qualifications could be considered. (See recruitment section for more information.) If not, advise manager to re-post position.

3

Review pay factors.

 

DHHS Pay Factor Guidelines

Review all relevant pay factors described on the form.

4

Process PD-105. Sample 105 New Hire  

If salary requested is appropriate, complete the 105.

Select appropriate SOC code.

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Determining a PROMOTIONAL salary increase

When managers or supervisors submit a salary decision worksheet, review the request to make sure that the action meets the definition of a promotion and the salary is appropriate based on all relevant pay factors.
Step Activity Forms Policy

1

Review Salary Decision Worksheet.

Career Banding Salary Decision Worksheet:
Word
or PDF


Sample Promotional Salary Decision Worksheet (Word)

Salary Administration Policy

Review Career Banding Salary Decision Worksheet completed by the manager/supervisor.

2

Confirm that the move qualifies as a promotion.   DHHS Pay Factor Guidelines

Confirm that the move qualifies as a promotion by making sure that the movement is from one position to another with the same banded classification with a higher competency level (posted) or movement from one banded class to another with a higher journey market rate.

Check the current journey market rate that applies to the promotional job class by clicking on the appropriate Job Family and review the appropriate banded class pay range.

3

Review pay factors.

 

 
DHHS Pay Factor Guidelines

Review all relevant pay factors described on the form.

4

Process PD-105.

 

Sample 105 Promotion

 

If salary requested is appropriate, complete the 105 form and select appropriate SOC code.

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Determining an Employee's Salary for a DEMOTION

When managers or supervisors submit a salary decision worksheet for a demotion, review the request to make sure that the action meets the definition of a demotion and the salary is appropriate based on all relevant pay factors if applicable.
Step Activity Forms Policy

1

Review Salary Decision Worksheet.

Career Banding Salary Decision Worksheet:
Word
or PDF


Sample Demotion Salary Decision Worksheet (Word)

Salary Administration Policy

Review Career Banding Salary Decision Worksheet completed by the manager/supervisor.

2

Confirm that the move qualifies as a demotion.   DHHS Pay Factor Guidelines

Confirm that the move qualifies as a demotion by making sure that the situation falls under one of the following categories:

  • Demotion - Position Change
    Disciplinary action resulting in employee movement from one banded position to another with the same banded classification with a lower competency level, or banded class.
  • Demotion - Class
    Employee movement from one banded position to another with a different banded classification with a lower journey market rate.
  • Demotion - Salary
    Reduction in salary within same banded class.

Check the current journey market rate that applies to the demotion job class by clicking on the applicable Job Family.

3

Review pay factors.

 

 
DHHS Pay Factor Guidelines

Review all relevant pay factors described on the form if applicable.

4

Process PD-105.

 

Sample 105

 

Enter reason for disciplinary action (mandatory):

  • 290 – Personal Conduct
  • 291 – Unsatisfactory Performance
  • 292 – Grossly Inefficient Job Performance

If employee’s classification is changed and position is not reallocated, explain “work against” in comments.

If applicable, select appropriate SOC code.

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Processing a GRADE-BAND TRANSFER
(Employee moving from a graded to a banded class)

When managers or supervisors submit a salary decision worksheet, review the request to make sure that the action meets the definition of a grade-band transfer and the salary is appropriate based on all relevant pay factors.
Step Activity Forms Policy

1

Review Salary Decision Worksheet.

Career Banding Salary Decision Worksheet:
Word
or PDF


Sample Grade Band Transfer Salary Decision Worksheet (Word)

Salary Administration Policy

Review Career Banding Salary Decision Worksheet completed by the manager/supervisor.

Compare the minimum education and experience requirements of the banded class to the education and experience of the selected candidate to make sure that the selected employee meets the minimum qualifications.

2

Confirm that the hiring level matches the posting.   DHHS Pay Factor Guidelines

Confirm that the selected candidate is hired at the same competency level (Contributing, Journey, or Advance) that was posted.

If fully qualified applicants are not available, managers may fill a position at a lower level if the job posting contained a statement that applicants with lower level competency qualifications could be considered. (See recruitment section for more information.) If not, advise manager to re-post position.

3

Review pay factors.

 

 
DHHS Pay Factor Guidelines

Review all relevant pay factors described on the form if applicable.

4

Process PD-105.

 

Sample Grade Band Transfer 105

 

If salary requested is appropriate, process the 105 form.

Select the appropriate SOC code.

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Determining an Employee's Salary for a REASSIGNMENT

When managers or supervisors submit a salary decision worksheet for a reassignment, review the request to make sure that the action meets the definition of a reassignment and the salary is appropriate based on all relevant pay factors.
Step Activity Forms Policy

1

Review Salary Decision Worksheet.

Career Banding Salary Decision Worksheet:
Word
or PDF


Sample Reassignment Salary Decision Worksheet (Word)

 

Salary Administration Policy

Review Career Banding Salary Decision Worksheet completed by the manager/supervisor.

2

Confirm that the move qualifies as a reassignment.    

Confirm that the move qualifies as a reassignment by making sure that the employee is being moved from one position to another within the same banded classification with a lower competency level or employee movement from one banded class to another with a lower journey market rate.

Check the current journey market rate that applies to the new banded class, if appropriate, by clicking on the appropriate Job Family and review the appropriate banded class pay range.

3

Review pay factors.

 

 
DHHS Pay Factor Guidelines

Review all relevant pay factors described on the form.

Note: The employee can retain his or her current salary unless the employee's current salary exceeds the maximum rate for the new banded class.

4

Process PD-105.

Sample 105 Form

 

 

If salary requested is appropriate, complete the 105 form.

Select the appropriate SOC code.

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Determining an Employee's Salary for a HORIZONTAL TRANSFER

When managers or supervisors submit a salary decision worksheet for a horizontal transfer, review the request to make sure that the action meets the definition of a horizontal transfer and the salary is appropriate based on all relevant pay factors.
Step Activity Forms Policy

1

Review Salary Decision Worksheet.

Career Banding Salary Decision Worksheet:
Word
or PDF


Sample Horizontal Transfer Salary Decision Worksheet (Word)

Salary Administration Policy

Review Career Banding Salary Decision Worksheet completed by the manager/supervisor.

 

2

Confirm that the move qualifies as a horizontal transfer.    

Confirm that the move qualifies as a horizontal transfer by making sure that the employee is being moved from one position to another within the same banded class within the same competency level. Also, horizontal transfer could be movement from one banded class to another with the same journey market rate. This can be the result of organizational needs or employee/employer agreement.

Check the current journey market rate that applies to the new banded class, if appropriate, by clicking on the appropriate Job Family and review the appropriate banded class pay range.

3

Review pay factors.

 

 
DHHS Pay Factor Guidelines

Review all relevant pay factors described on the form, if applicable.

Note: The employee could be eligible for an increase.

4

Process PD-105.

Sample Horizontal Transfer 105

 

 

If the salary requested is appropriate, complete the 105 form.

Select the appropriate SOC code, if applicable.

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COMPETENCY LEVEL CHANGE with NO Salary Adjustment

When managers or supervisors submit a salary decision worksheet for an employee who has moved from one level to another (Contributing to Journey or Journey to Advanced) with no salary adjustment, review the request to make sure that the new competency level is appropriate.
(See Competency/Skill section for salary increase requests related to a competency level change or for salary increase requests within the employee’s current Contributing, Journey, or Advanced Level pay range.)
Step Activity Forms Policy

1

Review Salary Decision Worksheet.

Career Banding Salary Decision Worksheet:
Word
or PDF


Sample Level Change Salary Decision Worksheet (Word)

Salary Administration Policy

Review Career Banding Salary Decision Worksheet completed by the manager/supervisor.

2

Confirm that the justification on the form is appropriate.    

Confirm that the justification and competency assessment documentation justifies the employee’s movement from one level to another (contributing to journey or journey to advanced).

3

Process PD-105.

Sample 105 Form

 

 

If competency level change is appropriate, complete the 105 form.

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Increasing an Employee's Salary for COMPETENCY INCREASES
from one level to another OR within the employee's current level

When managers or supervisors submit a salary decision worksheet to increase a salary for an employee who has moved up within the current level (but has not yet reached the next level) or who has moved up to the next competency level, review the request to make sure that the salary is appropriate.

(See Competency Level Change with NO salary adjustment section when a salary adjustment is not granted for a level change.)

Step Activity Forms Policy

1

Review Salary Decision Worksheet.

Career Banding Salary Decision Worksheet:
Word
or PDF


Sample Competency Increase Salary Decision Worksheet (Word)

Salary Administration Policy

Review Career Banding Salary Decision Worksheet completed by the manager/supervisor.

2

Confirm that the justification on the form is appropriate.    

Confirm that the justification and competency assessment documentation justifies the employee’s movement up through the current Contributing, Journey, or Advanced pay range or from one level to another.

The manager can set the amount of the pay increase but may need to consult with you to avoid pay equity problems or other pay issues related to equal employment and other fair and equitable treatment issues.

3

Review pay factors.

 

 
DHHS Pay Factor Guidelines

Review all relevant pay factors described on the form.

4

Process PD-105.

Sample Competency Increase 105 Form

 

 

If salary requested is appropriate, complete the 105 form.

TOP

Increasing an Employee Salary for a RETENTION INCREASE

When managers or supervisors submit a salary request form to increase a salary for an employee who presents a documented outside job offer for higher pay, review the request to make sure that the salary increase is appropriate.
Step Activity Forms Policy 

1

Review Salary Decision Worksheet.

Career Banding Salary Decision Worksheet:
Word
or PDF


Sample Retention Increase Salary Decision Worksheet (Word)

Salary Administration Policy

Review Career Banding Salary Decision Worksheet completed by the manager/supervisor.

2

Confirm that the justification on the form is appropriate.    

Confirm that the retention criteria is met and that the salary falls within the pay range of the employee's banded class. (Check rates by clicking on the applicable Job Family.)

 

3

Review pay factors.    

Review all relevant pay factors described on the form in conjunction with the retention criteria.

 

4

Process PD-105.

Sample Retention Increase 105

 

If salary requested is appropriate, complete the 105 form.

TOP

Increasing an Employee's Salary Due to a LABOR MARKET INCREASE

When managers or supervisors submit a salary decision worksheet to increase a salary for an employee based on a review of the labor market for that employee's banded class or due to insufficient funding at rollover to career-banding, review the request to make sure that the salary increase is appropriate.
Step Activity Forms Policy 

1

Review Salary Decision Worksheet.

Career Banding Salary Decision Worksheet:
Word
or PDF


Sample Labor Market Increase Salary Decision Worksheet (Word)

Salary Administration Policy

Review Career Banding Salary Decision Worksheet completed by the manager/supervisor.

2

Confirm that the justification on the form is appropriate.    

Confirm that the justification explains the reason for the labor market increase or confirmation of the lack of funding at rollover to pay at the market rate.

If due to a labor market increase, the information should include how HR was involved in the study and that final approval has been granted by OSHR.

 

3

Consider impact on related banded classes.    

Review impact of labor market increase on other related banded classes to avoid pay inequities and consider the need for other labor market studies.

 

3

Process PD-105.

Sample Labor Market Increase 105

 

If salary requested is appropriate, complete the 105 form.

TOP
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