2011 M&P Compensation Review: FAQs for Administrators

Q: What are the implementation rules for employees to receive a salary increase as a result of the compensation survey?

A: It depends. There are a few factors that are determinative:

[1] If the employee’s salary fell below the minimum of the “new pay grade”, then it will be increased to the minimum of the “new pay grade”. This will occur on the effective date (depending on the phase, this could be Jan. 1, 2014, July 1, 2014, or Dec. 1, 2014).

Or

[2] If the employee’s salary was at or above the midpoint of the “old pay grade”, but fell below the midpoint of the “new pay grade”, then it will be increased to the midpoint of the “new pay grade”. This will occur on the effective date (as noted above).

Due to the current provincial government management salary freeze, excluded management & professional staff (i.e., who are not part of the AAPS bargaining unit) are not eligible for increases at this time.

Employees who were above the midpoint of the “old pay grade”, and who remain above the midpoint of the “new pay grade” are not eligible for a salary increase.

Some sample scenarios of the implementation (PDF) are available.

Q: Which job families and job family levels are affected by this implementation?

A: For your reference, we have provided a summary of the affected job families and job family levels (PDF).

Q: If I am hiring before the implementation of the new salary scales, how do I proceed?

A: Prior to the implementation of the new pay grade, hire any new employees using the existing pay grade and the existing pay grade’s pay scale (note that the system won’t allow you to pick the new grade yet), and the program will automatically move the employee to the new grade when implementation is complete.

If you use the new pay grade’s pay scale, it may cause an overpayment because the program is checking each employee’s compensation rate against the old grade’s midpoint to determine whether or not the employee is eligible for an increase.

If you have any questions, contact your HR Advisor or Kathleen Cheng.

Q: What if this implementation creates a salary inequity among employees in my unit who are in different job families?

A: Please contact Kathleen Cheng or your Human Resources Advisor if the implementation has resulted in issues within your department or unit. Administrators at the Okanagan campus should contact Janna Steinthorson with any concerns.

Q: What if I have given notice to someone and they are on salary continuance?

A: If your staff member is on salary continuance as at the effective date (i.e., Jan. 1, 2014, July 1, 2014, or Dec. 1, 2014, for the three phases, respectively), and if they are eligible for salary increases, then they will receive retroactive pay back to that effective date.

Q: What about employees who have left UBC?

A: Individuals who are no longer employees as of the effective date (i.e., Jan. 1, 2014, July 1, 2014, or Dec. 1, 2014, for the three phases, respectively), will not be entitled to any retroactive pay (back to the effective date).

Eligible employees who leave UBC after the effective date, but before the implementation date, will receive a retroactive payment for the period of time they were at UBC.

Q: What about a staff member who has moved to another department after the effective date?

A: If both the employee’s former and new positions are M&P, then both positions will be considered for any potential increases and retroactive pay back to the effective date (i.e., Jan. 1, 2014, July 1, 2014, or Dec. 1, 2014, for the three phases, respectively), in accordance with the implementation rules outlined above. If the staff member moved from an M&P position to another employee group (without a break in service), only the M&P position will be considered for any increases and retroactive pay back to the effective date, if applicable.

Q: If an employee was at the maximum of their pay grade and received an honorarium for 2014 merit pay that was a percent of salary, may I now change the honoraria they received based on the new salary?

A: Yes, you may. If a staff member was at or above the maximum of their pay grade and received their 2014 merit in the form of an honorarium, the department administrator may request conversion of the amount equal to the honorarium to ongoing base salary on a going forward basis, as long as this new salary does not exceed the new pay grade maximum. There is no obligation to make this conversion, because merit, as always, can be in the form of a one-time payment such as an honorarium. The conversion requires management approval, and requires completion of a Staff Appointment Form (SAF) indicating the reason for the change (forward SAFs to Kathleen Cheng in Human Resources). This conversion may only be done for the 2014 merit program.

Q: How will the salary increases be funded?

A: At the Vancouver campus, departments/faculties are responsible for funding salary adjustments for all positions. The only exception to this is that the University will fund salary adjustments for positions in Administrative Units in Operating funds (G, F, C) at the Vancouver campus.

For the Okanagan Campus, all departments/faculties are responsible for funding salary increases in the 2014/15 fiscal year, including market adjustments on July 1, 2014, and Dec. 1, 2014.

For funding inquiries, please contact:

Q: Have some of the job families been combined?

A: The “Building Maintenance” job family and the “Facilities, Planning and Engineering” job family have been combined into one new family, called “Facilities Management”.

The practice of combining job families after careful review is part of the University’s regular business practice.

Q: What happens if my staff member is below the current midpoint, and remains below the midpoint of the new salary grade?

A: Your staff member will not receive an increase, as per the implementation rules. However, in accordance with the AAPS agreement, the staff member will be eligible for regular Midpoint Progression Increases, subject to satisfactory performance.

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