Wednesday, June 1 2016
TO: Campus Community
FR: Cynthia Señeriz, Director, Human Resources
RE: Merit Program Guidelines for Non-Represented (Policy-Covered) Staff (FY2016-2017)
The following guidelines are intended to assist with the implementation of the merit program for non-represented career PSS and MSP staff.
Eligibility
Non-represented career PSS and MSP staff are eligible to participate in the merit program if:
1. Appointed to a career position on or before January 4, 2016; and
2. On pay status or approved leave on July 1, 2016 for monthly paid, or June 19, 2016 for biweekly paid employees.
3. Transfers from another UC location are eligible assuming no break in service and the above eligibility criteria is met.
Excluded from the merit program are:
Non-represented PSS and MSP staff in limited, contract, or per diem appointments.
Student employees in casual-restricted appointments.
Employees covered under collective bargaining agreements.
Bi-weekly paid employees who separate from the University, with or without notice, before June 19, 2016.
Monthly paid employees who separate from the University, with or without notice, before July 1, 2016.
Effective Date
The merit increase is effective July 1, 2016 for monthly paid non-represented staff and June 19, 2016 for biweekly paid non-represented staff.
Performance Evaluations and Ratings
Every non-represented staff member should be appraised at least annually in writing by the employee’s immediate supervisor. This year’s merit program instructions will require the submission of performance ratings for merit processing, as well as the submission of completed performance evaluations for audit purposes. More information regarding the submission of completed performance evaluations to Human Resources will be provided at a later date.
Merit Program Principles
As announced by UC President Napolitano last year, this year’s salary program will be merit-based, with any salary increases based on the individual’s performance and contribution. The merit-based approach is also consistent with feedback received from staff in the most recent Staff Engagement Survey.
· An effective merit program is supported by meaningful and timely performance evaluations in relation to the merit increase effective date.
· The merit control figure is 3%. The merit fund pool will be calculated at 3% of the payroll base of career non-represented staff. The sum of all salary increases must not exceed the merit fund pool. The fixed budget means that the cumulative total of actual merit increases will be limited to the merit fund pool allocated to each department/division.
· The maximum permissible merit increase is capped at 6.0 percent. All recommended salaries must fall within the salary range minimums and maximums.
· Across the board increases are not permitted (defined as all eligible staff receiving the same percentage increase regardless of performance rating).
· Merit decisions concerning individuals who have not received a performance evaluation will be made by the VC/EVC of the division.
· Each department/division should use a consistent method in determining individual merit increases.
· Pro-ration of merit increases is acceptable for situations in which an equity, reclassification, or promotional increase was granted in the prior 12 months, or if hired within the past 12 months.
· The merit matrix shown below is a suggested approach in allocating merit increases; however, each division has the flexibility to administer their internal process in the manner that is most effective for them.
Performance Rating
Consistently Below Expectations
Improvement Needed
Meets Expectations
Exceeds Expectations
Exceptional
Increase %
0% - 1%
2% - 3%
3% - 6%
· Eligible non-represented staff should be informed of their merit increase after final approval by the divisional control points.
Salary Range Adjustments
PSS and MSP salary range minimums and maximums will be adjusted by 2 percent, effective July 1, 2016 (and June 19, 2016 for bi-weekly paid employees).
Funding
The department is responsible for covering the merit increase for:
non-core funded positions;
limited and contract appointments that require pay adjustments to bring the pay rate up to the new minimum of the range; and career appointments ineligible for the merit increase but require a pay adjustment to bring the pay rate up to the new minimum of the range.
The fund source(s) used for the merit increase should be the same fund source(s) from which the employee is paid. No funding will be available for range adjustments associated with current open provisions. Specific questions concerning funding for the merit program should be directed to Sandra Perez, Assistant Budget Director (email at sandra.perez@ucsb.edu or phone extension 4052).
Approvals
Merit increase recommendations require the approval of the appropriate next higher level authority to the manager/supervisor of the employee receiving the merit increase.
Merit Administration Instructions
Specific instructions for web merit processing, including timelines, will be communicated separately via the PPS Listserv on Thursday, June 2nd.
Contacts
If you have questions regarding the merit program guidelines, please contact one of the following individuals:
· Amy Arnold, Senior Human Resources Analyst, extension 4068, or email at amy.arnold@hr.ucsb.edu
· Cynthia Seneriz, Director, Human Resources, extension 8137, or email at cynthia.seneriz@hr.ucsb.edu
[1] Non-represented career staff includes individuals whose career appointment is in the Professional and Support Staff (PSS) personnel program and the Managers and Senior Professionals (MSP) personnel program. Additional policies may apply if total cash compensation exceeds the Indexed Compensation Level (ICL) established by the Office of the President. Eligibility of SMG members are subject to applicable SMG policies and guidelines.
[2] The campus Web Merit system will calculate the available merit fund pool by division/department and display it within the Web Merit system. Additional information will be available in the Merit Administration Instructions that will be distributed under separate cover.