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SALARY ADMINISTRATION GUIDELINES 

 

The Salary Administration and Guidelines (PDF) provide more information about appointment rates for new employees, salary increases which place rates above the maximum of a pay range, pay upon promotion due to the transfer or reclassification of a current employee, and pay upon a lateral transfer and demotion. The original UGA Comprehensive Pay Plan is on file in Human Resources. In the event of any discrepancy, the original document will take precedence.

More UGA and USG information can be found on these resource pages:

 

 

 

STAFF SALARY PHILOSOPHY & EVOLUTION

The University engaged with Korn Ferry Hay Group to complete a review of the current staff salary administration plan, which lays the foundation for more effective administration of staff salaries. Learn more about the advisory group's (PDF) recommendations here. 

 

 

 

REQUESTS FOR SALARY ACTION (RSA) AND SUPPLEMENTS 

 

All requests should include a completed, signed RSA form (PDF) or Supplement form (PDF). The position description in UGAJobs must be current if a permanent change in duties is part of the RSA justification. The RSA packet will be reviewed for completion before acceptance, and all incomplete forms will be returned to the department. The department will be notified of the acceptance or return of RSA materials within 1-3 business days of submission. Once all of the RSA materials have been accepted, the Compensation team will collaborate to reach a final determination of compensation. This decision will be communicated back to the department along with a justification for the decision. Once the decision has been communicated, the department will have the ability to appeal the decision if desired. Details regarding the latest RSA or Supplement status will be viewable by the requestor at any time during the process with a link provided when the ticket has been created.

A request for salary action is needed at the time of hire if the position exceeds the midpoint for the position (PDF), or anytime a supervisor wants to change an employee’s salary after hire. Requests for Salary Action can be included in the UGAJobs hiring process, saving you time. You can use the Request for Salary Action tool to assist.  

RSAs for internal and external hires must be submitted and approved BEFORE an offer is communicated to the successful candidate and PRIOR to submission of a Hiring Proposal. It should outline the specific qualifications of the successful candidate and provide reasons why the candidates’ background and work experience justify a salary above the maximum entry amount for the position. The Compensation Team will review and provide feedback on the requested salary amount so that any inaccurate salary amounts are not first communicated to the candidate. RSA forms for new hires will be given priority and reviewed upon receipt. Approved RSAs are required to be attached to the hiring proposal along with the signed offer letter.

OneUSG Connect: The RSA can be submitted via MSS Adhoc within OneUSG Connect regardless of the reason for request; ie promotion, retention, equity etc. 

UGA Jobs (position evaluation): The RSA can be included as an attachment to the position evaluation (PDF) when reclassifying an occupied position and requesting a proposed salary increase.

UGAJobs (hiring proposal): The RSA can be included as an attachment to the hiring proposal (PDF) when hiring an internal or external candidate and requesting a salary above the midpoint (PDF)for the position. 

 

Including these items will help tremendously in ensuring timely RSA approvals. 

(1) Divisional signatures (first three signature lines on the RSA form)

(2) Supporting salary Data:  Depending on what a unit has access to, this may include internal comps for at the division or institution level or external comps. This may include other institutional data, salary data such as CUPA, unique salary data such as data specific to veterinary hospitals, alumni, horticulturist or even external postings for similar positions with stated advertised salaries.

(3)  Justification should address:

  • Reason for increase; i.e retention, promotional hire, etc. 
  • How the salary was determined; i.e., salary has been defined as a part of documented and UHR approved career ladder, internal salary data, market, etc.
  • Internal equity; an internal unit analysis at a minimum needs to be conducted that either
    • (a) supports the requested salary aligns with similar positions as well as the qualifications and experience of employees who hold those positions, or
    • (b) reasoning as to why the requested salary is above or below similar positions and qualifications and experience of employees who hold those positions because and what plans are in place to adjust other salaries. The plan may be short or long term.
  • Comparable positions; these may be internal to UGA, USG, or Peer and Aspirants. They may also include positions with a slightly different classification (e.g., 310X00 vs 312X00 and or working title), but the overall scope and responsibilities of the position are comparable.
  • When the salary exceeds the midpoint, support for why it is critical to pay someone in the 60th, 75th, 92nd  percentile of the pay band.

 

If you wish to appeal an RSA decision, please contact the Senior Director for Talent. If you wish wish to appeal after this conversation, please contact the Associate VP for Human Resources 

Please note: RSAs for internal and external hires must be submitted and approved BEFORE an offer is communicated to the successful candidate and PRIOR to submission of a Hiring Proposal. It should outline the specific qualifications of the successful candidate and provide reasons why the candidates’ background and work experience justify a salary above the maximum entry amount for the position. The Compensation Team will review and provide feedback on the requested salary amount so that any inaccurate salary amounts are not first communicated to the candidate. RSA forms for new hires will be given priority and reviewed upon receipt. Approved RSAs are required to be attached to the hiring proposal along with the signed offer letter.

 

 

See also the "Ways to submit an RSA" menu option above, which includes options to submit directly in UGAJobs for hiring proposals or position evaluations. The "Keys to timely RSA" approval may also be useful to you in this process. 

 

REQUEST FOR SALARY ACTION (RSA) DECISION TOOL 

Use the decision tool below to ensure compliance with BOR reporting and RSA requirements, and do not hesitate to contact the Compensation team if you have any questions. 

 

 

 

HISTORY & RESPONSIBILITIES 

Please refer to UGA’s Finance and Administration Policy Library for the policy statement and instructions for
processing personnel documents under this authority.

EFFECTIVE JUNE 25, 2018, UGA’s Staff Salary Administrative Guidelines were updated to be consistent with Board of Regents (BOR) salary administration policy (Policy 8.2.24) and updates to the BOR’s Human Resources Administrative Practice Manual provided to University System of Georgia (USG) institutions.

 

WHAT YOU NEED TO KNOW

UGA applies these updated BOR guidelines for promotional increases to new hires and will now allow UGA units to extend salary 

offers up to the mid-point of the salary grade of the job classification of the new hire without approval from the Human Resources Division. This revision is replacing the current base salary plus 15% exception and also applies to current staff who are hired into a different position through a competitive search process.

WHO IS ELIGIBILE

Applies to employees who have been hired through a competitive search process. The salary mid-point revision does not apply to employees hired through the internal PEP process or the reclassification process.

WHO HAS THE RESPONSIBILITY

Hiring authorities are responsible for reviewing the organizational salary structure of their unit from an internal equity perspective when determining the starting salary for a new hire. The hiring department will be responsible for providing required justification if the new hire salary needs to be reported to or approved by the Board of Regents.

 

 

RESOURCES  

View the faculty compensation policies (see section 1.07)

UGA Staff Compensation Philosophy (PDF)
OneUSG Connect Job Codes, Classifications & UGA Pay Structure
UGA Staff Salary Plan Advisory Group (PDF)
UGA Staff Salary Plan Administration Summary of Recommendations (PDF)

COMPENSATION ACTION RESOURCES

Initiate an RSA or Supplement
Request for Salary Action (PDF)
Salary Supplement Request (PDF)
Salary Supplement Agreement (to be signed by employee) (PDF)
 

IT JOB FAMILY INFORMATION

UGA IT Matrix (PDF)
UGA IT Leadership Matrix (PDF)
 
 
 
Questions? Contact hrweb@uga.edu or (706) 542-2222