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General

The distribution of merit will be concentrated on rewarding the most productive employees that continue to work to further our Tier One goals.  The following guidelines identify employees that will be eligible to be considered for merit.  As a reminder, final approval of merit is required by the Board of Regents. 


9/1/2019 Merit Cycle - Eligibility Criteria, Information, and Dates

 

To be eligible staff employees must:

    • Be classified as benefits-eligible and not a contract employee.
    • Be employed on or before September 1.
    • Not have received a 5% or greater pay increase 6 months prior to the date of merit distribution (March 1 – August 31)

    [Please note that employees under the 3rd bullet above will NOT be included in the merit pool calculation.  The employees in the 4 bullets below will be included in the merit pool calculation but may not be eligible for merit depending on their status.]

    • Have a 2018 staff ePerformance appraisal with an “Achieved Expectations” or above rating.
    • Staff employees who have exceeded or will exceed their pay range maximums may be eligible for a one-time merit payment but not a base merit pay increase.   These should be processed with the 09/01/2019 merit increases.
    • Employees in interim positions are eligible for merit consideration on their base pay.
    • Supervisors or managers must have completed ePerformance documents for all their subordinates by February 5, 2019.
    • Have completed the mandatory training required for state and federal compliance SAM 02.A.11 by November 16, 2018.
    • Have cleared any delinquent debt by July 9, 2019

Allocation of Merit:

  • Merit distribution is determined by each Division by reviewing budget, compliance with merit guidelines, and equity.
  • Merit increases will be effective September 1, 2019.
  • The minimum staff merit increase is 2%, any increase of 6% or more requires a written justification and approval from Division Vice Presidents.
  • Staff employees who have exceeded their pay range maximums may be eligible for a one-time merit payment but not a merit base pay increase. For example, if at a minimum, a 2% merit increase takes the employee above their pay range maximum, then the department may fund the one- time lump sum merit amount. This amount will not be added to the base salary of the employee. Please note these employees will NOT BE in the merit budget pool calculations. (The calculated base pool will have to accommodate the one-time merit equity payment. No additional budget or equity can be included or added to the pool amount provided by the Budget Office). This amount will not be added to the base salary of the employee.  While the amount of the one-time merit must be noted on the college merit worksheet, “additional pay” ePARs must be completed to execute the one-time merit.  NOTE:  Employees who have exceeded their pay range maximums are not part of the merit pool calculation.
  • Postdocs are considered temporary staff; therefore, they are not eligible and not included in the merit pool calculation. Postdocs are eligible for a one-time lump sum payment.
  • In the event of split-funded merit, both departments must split the merit to match the salary split. For example, if a salary is split 50-50, the merit should be split 50-50 as well.
  • Salary adjustment for employees on contract will be handled as specified in the contract and are not part of the merit process.
  • Eligibility for merit does not guarantee employees will receive merit.
  • Employee notification letters will go out following review by Division Vice Presidents and HR.
  •  

Definitions:

  • Benefits-eligible staff employee: An employee who is hired to work at least 20 hours per week for a period of at least four and one-half months. Excluded from this definition are students employed in positions that require student status as a condition of employment (both monthly and hourly paid students) and individuals employed in faculty (both teaching and research) positions. Contract employees, Teaching Fellows, Teaching Assistants, Graduate Assistants, Research Assistants and Post Docs are not considered benefits-eligible staff employees.
  • Merit increase: A pay increase granted in recognition of an employee’s individual performance level and based upon documented performance criteria
  • Merit increase budget: The budget amount, determined by the administration that is authorized for merit increases during the budget preparation

 

Blackout Period:

  • Compensation will suspend salary adjustments for employees eligible to receive merit once final merit worksheets have been entered into COOGPlan.

Any questions or concerns about merit should be directed to your supervisor or department business manager.

 

Date

Event

Responsible Party

2/05

First Manager communication for 2017 ePerformance distributed

Human Resources

3/8

HR delivers initial ineligibility list to Budget Office

Human Resources

3/12

Communicate debt responsibility process to CBAs

Human Resources

3/21

Initial Merit Worksheets distributed to Divisions

Budget

4/1

Initial Acad Aff Departmental Merit Worksheets due to Division for review and approval

Departments

4/15

Division review and approval of Worksheets

Divisions

6/20

Obtain Chancellor/President approval of merit budget

All

6/20

Staff Merit Announcement Memo with Guidelines sent to CBAs

Human Resources

6/21

Ineligibility list sent to Divisions

Budget

7/8

Budget Office review and approval of Worksheets from all Divisions

Budget

7/8 – 7/19

Departments to enter merit into CoogPlan

Departments

7/9

All Debt needs to be cleared approximately about 4-5 days after the biweekly employee receives the paychecks

Departments

7/20-8/1

Review of COOGPlan

Budget

8/2

Load Position Funding from COOGPlan into PS HRMS Dept Budget Staging Table

HRMS

8/6

Load Pay Rate Increases from COOGPlan into Job Data Staging Table

HRMS

8/9

New Year ePRFs available

HRMS

8/9

Report of Staging Table data is sent to Divisions

Compensation

8/6 – 8/9

Review Dept Budget Staging Table data

Budget

8/15

Divisions return staging table report after having reviewed it back to Compensation

Divisions

8/16

Old year ePRFs no longer accessible

HRMS

8/16-8/20

Review Job Data Staging Table data

Compensation

8/22

Distribute New Year Rosters to Divisions

Compensation

8/26

Divisions to return signed New Year rosters to HR

Divisions

8/26

Divisions to generate merit letters from approved New Year Rosters

Divisions

8/26

Divisions ok to release merit letters based on approved New Year Rosters

Divisions

8/28

Final Load Position Funding from Staging Table into Dept Budget Table

HRMS

8/28

Final Load Pay Rate Increases from Staging Table into Job Data

HRMS

9/1

First New Fiscal Year Payroll:  Biweekly B090319 (9/1/19 – 9/3/19)

Payroll

9/1

Merit Effective Date