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

Determining a NEW HIRE Salary

1

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

Job Posting form
Word or PDF

Sample Job Posting Form (Word)

Sample New Hire Salary Decision Worksheet (Word)

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 all relevant pay factors described on the form.

4

If salary requested is appropriate, complete the 105.

Select appropriate SOC code.

Determining a PROMOTIONAL salary increase

1

Career Banding Salary Decision Worksheet:
Word or PDF

Sample Promotional Salary Decision Worksheet (Word)

Salary Administration Policy

2

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 all relevant pay factors described on the form.

4

Sample 105 Promotion

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

Determining an Employee's Salary for a DEMOTION

1

Career Banding Salary Decision Worksheet:
Word or PDF

Sample Demotion Salary Decision Worksheet (Word)

Salary Administration Policy

2

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 all relevant pay factors described on the form if applicable.

4

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.

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

1

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 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 all relevant pay factors described on the form if applicable.

4

Sample Grade Band Transfer 105

If salary requested is appropriate, process the 105 form.

Select the appropriate SOC code.

Determining an Employee's Salary for a REASSIGNMENT

1

Career Banding Salary Decision Worksheet:
Word or PDF

Sample Reassignment Salary Decision Worksheet (Word)

Salary Administration Policy

2

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 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

Sample 105 Form

If salary requested is appropriate, complete the 105 form.

Select the appropriate SOC code.

Determining an Employee's Salary for a HORIZONTAL TRANSFER

1

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

Note: The employee could be eligible for an increase.

4

Sample Horizontal Transfer 105

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

Select the appropriate SOC code, if applicable.

COMPETENCY LEVEL CHANGE with NO Salary Adjustment

1

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

3

Sample 105 Form

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

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.)

1

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 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 all relevant pay factors described on the form.

4

Sample Competency Increase 105 Form

If salary requested is appropriate, complete the 105 form.

Increasing an Employee Salary for a RETENTION INCREASE

1

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

4

Sample Retention Increase 105

If salary requested is appropriate, complete the 105 form.

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

1

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 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 OSP.

3

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

Sample Labor Market Increase 105

If salary requested is appropriate, complete the 105 form.