compensation program guide

8/13/2019 Compensation Program Guide

http://slidepdf.com/reader/full/compensation-program-guide 1/11

CCoommppeennssaattiioonn PPr r ooggr r aamm GGuuiiddee



2

6054 Drexel Avenue

Chicago, IL 60637Phone: 773-702-8900

Web site: hr.uchicago.edu

Table of Contents

Overview ................................................................................................................................................................................. 3

Staff Compensation Philosophy .............................................................................................................................................. 3

Classification System ............................................................................................................................................................... 3

New Job Coding System .......................................................................................................................................................... 4

Job Descriptions ...................................................................................................................................................................... 5

Market Data ............................................................................................................................................................................ 5

Compensation Procedures ...................................................................................................................................................... 6

1) Classifications .............................................................................................................................................................. 6

2) Base Pay Adjustments ................................................................................................................................................. 7

3) Non-Union Incentives/Bonuses .................................................................................................................................. 8

4) Temporary Arrangements ........................................................................................................................................... 9

5) Local 743 Union ......................................................................................................................................................... 10

6) Data Updates ............................................................................................................................................................ 11



3

Overview

The University of Chicago seeks to recognize the unique contributions of each employee by providing a competitive

compensation package that ties the application of knowledge and skills to the achievement of the University's strategic

goals.

The Compensation Program strives to:

Be competitive with the marketplace and promote equity within the University;

Meet the University's business needs and follow the University's compensation philosophy;

Be service oriented and easy to use for supervisors and employees; and

Ensure compliance with federal and state laws and regulations through a streamlined and consistent set of job

descriptions.

Staff Compensation Philosophy

The University of Chicago is committed to providing a comprehensive total rewards program to attract, retain, and

reward highly qualified, diverse, and productive employees. The total rewards program emphasizes alignment of

employee efforts to support the University's mission of discovering, improving, and disseminating knowledge. The

components of the program include compensation, benefits, learning and development opportunities, work-life balance

and recognition of employee performance. The University strives to be externally competitive in relevant labor markets

while encouraging internal equity. The program also promotes fiscally responsible pay decisions, encourages efficient

use of University resources and ensures compliance with applicable legal and contractual requirements.

Classification System

The University of Chicago is a large, complex, and decentralized workplace. Such a unique work environment results in a

large number of staff members, with a wide variety of skill sets, knowledge and experience, and a broad range and

diversity of positions. The classification system provides a consistent structure that recognizes fluctuations in the market

value of staff jobs and rewards high performance.

The University of Chicago Compensation Program groups staff jobs requiring similar competencies into “families” based

on their comparable functions and required skills. Similar staff jobs are aligned both hierarchically and across job

families. The organization of the system is intended to assist University Managers in succession planning, and to recruit

and retain staff employees. The system also allows staff employees to view position descriptions and target skills neededfor advancement opportunities.

Within the classification system, jobs have standardized descriptions and are organized into career tracks within larger

job families. A job family is a group of jobs having the same nature of work but requiring different levels of skill, effort,

responsibility, or working conditions. Career tracks are a series of progressive levels within job families where the nature

of the work is similar and the levels represent the University's requirements for increased skill, knowledge, and

responsibility as an employee advances along a career path. For example, the Accounting career track in the Finance job

family contains the following jobs: Accountant 1, Accountant 2, Accountant 3, Accounting Supervisor, Accounting

Manager, and Accounting Director.



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New Job Coding System

A B CD E F

Job Family and

Job Search Criteria

Career Track within a

Job Family

Number of a Job

within a Career Track

EEO Level Benefits Eligibility

and FLSA Status

DIGIT A – Job Family and Job Search Criteria

Digit A Job Family

A Administration and Business

B Healthcare and Medical Services

C Communications

D Development & Alumni Relations

E Executive

F Facilities

G Customer Service and Sales H Human Resources

I Information Technology

J Religious Services

K Library

L Legal & Regulatory Affairs

M Museum and Arts Administration

N Finance

P Police and Security

R Research

S Student Affairs and Services

T Teaching and Education

DIGIT B – Career Track within a Job Family

A – Z

DIGIT CD – Number of a job within a Career Track

00 – 99 (Consider using 10s first – 10, 20, 30, then split for additional jobs – 15, 25, etc.)

DIGIT E – EEO Level

Digit EEO Category

0 Executive/Senior Level Officials and Managers

1 First/Mid Level Officials and Managers

2 Professionals

3 Technicians

4 Sales Workers

5 Administrative Support Workers

6 Craft Workers

7 Operatives

8 Laborers and Helpers

9 Service Workers

DIGIT F – Benefits Eligibility and FLSA Status

(Placeholders: A-Exempt; B-Non-Exempt until identified

with an employee)

A – Benefits Eligible/Exempt

B – Benefits Eligible/Non-Exempt

C – Benefits Ineligible/Exempt

D – Benefits Ineligible/ Non-Exempt

E – 8 Hour Shift/ Union

F – 8 Hour Shift/ Non-Union

T – Time & Attendance



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Job Descriptions

Each staff job classification has a standardized job description that describes the work performed in general terms. A job

description highlights the most important features of a job; it may not describe specific duties related to an employee's

position. Job descriptions include a job title, job family and job family levels (if applicable), job summary, and minimum

required qualifications. The standardized job descriptions are compliant with federal and state employment laws withspecial emphasis on the Fair Labor Standards Act, Affirmative Action & Equal Employment Opportunity laws, and the

American with Disabilities Act. All standardized job descriptions are available on the UChicago Career Planner Website.

Market Data

To ensure salaries are competitive with the marketplace—with what people outside the University are earning for

comparable jobs—the University reviews pay data from salary surveys covering universities and other organizations withwhom it competes for employees. This “market pricing” approach provides a simplified compensation system that can

more readily accommodate frequent organizational and job/role changes and employee skill growth, characteristic of

today's workplace. It places greater emphasis on competitiveness with the external market and allows the University to

align its pay practices more precisely with the market at the individual position level.

Annually, pay data is obtained and reviewed for each job classification. In some cases, positions that are in very high

demand are reviewed more often to ensure that we are keeping pace, as appropriate. The University determines what

to pay for jobs by ensuring pay is competitive and fair internally and externally. Human Resources Administrators will be

able to access internal and external salary data to ensure fair and competitive staff compensation rates.



6

Compensation Procedures

The processes for submitting staff compensation-related requests to Compensation can be found by

referencing the following tables. In some instances, other Human Resource Services departments may be

involved in the processing and approval of the request.

Category 1) Classifications

Sub-Category 1.1 New Position 1.2 Vacancy 1.3 Reclassification

Definition 1.1.1 A position not currently or

previously held by an employee.

Results in a hire, demotion,

transfer, or promotion

1.2.1 Unfilled or soon to be

unoccupied position that is

already assigned a job

classification.

1.3.1 An employee is slotted into a

newly created position due to a

department’s

reorganization resulting from new

technology and/or developments

in the field or because

University/business needs have

changed and/or to create greater

workflow efficiency, AND there is

only one employee in thedepartment who is eligible,

qualified and could be considered

for the new position. If there are

other employees similarly

situated, and therefore possible

candidates, the position must be

posted and a competitive

selection process must be

completed.

Required

Documentation

UChicago Jobs

Requisition

UChicago Jobs

Requisition

UChicago Jobs

Requisition

Post in UChicago

Jobs?Yes Yes No

Decision Criteria Newly created job

Additional employees are

requested because of a

business need /reorganization

Others in job code in

department are eligible to

apply

An employee left the position

and an employee is

needed to replace him/her

Job duties significantly changed

and old job is not being filled (If

old job is being filled, request is

for a new position - see 1.1)

Other employees similarly

situated are not eligible to apply

or there are no other

employees similarly situated

Approver Compensation Compensation Compensation



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Category 2) Base Pay Adjustments

Sub-Category 2.1 Equity2.2 Compensation for

New Duties2.3 Counter Offer

Definition 2.1.1 Internal Equity: A

change in an

employee's base paydue to the pay

relationships among

positions in a job

classification within a

single unit in the

University or among all

positions in the

University within the

same job classification

2.1.2 External Equity: A

change in an

employee's base paydue to the relationship

between the pay of a

job and the prevailing,

external market rates

for comparable

positions, as

determined by market

pricing

2.2.1 A base pay

adjustment for an

employee based on theemployee performing new

duties on an ongoing basis

2.3.1 A base pay

adjustment for a current

employee to retain himor her after receiving job

offer from another

company or another

School/Division/Unit

(not department)

Required

Documentation

UChicago Jobs

Requisition, including a

rationale for request inthe notes field

UChicago Jobs



UChicago Jobs


rationale for request in thenotes field

UChicago Jobs



Post in

UChicago Jobs?No No No No

Decision Criteria Pay in relation to

others in job

classification in unit

and/or University

Maintenance of Equal

Employment

Opportunity

Education,

experience,knowledge, skills, and

abilities

Market data Job has changed but

not significantly enough

to warrant

reclassification

Other employees

similarly situated are

not eligible to apply or

there are no other

employees similarlysituated

Maintenance of Equal

Employment

Opportunity

Reasonableness of

request

Approver Compensation Compensation Compensation Compensation



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Category 3) Non-Union Incentives/Bonuses

Sub-Category 3.1 Incentive/Bonus for Monthly

Employees

3.2 Incentive/Bonus for Non-union,

Biweekly employees

Definition 3.1.1 Incentive for

Monthly Employees: A

pay plan that is designed

to reward theaccomplishments of

specific results. An

incentive payment is tied

to specific results which

are identified at the

beginning of a

performance cycle. An

incentive plan is forward-

looking in contrast to a

bonus; it is a

nondiscretionary lump-

sum payment in addition

to an employee’s base

pay.

3.1.2 Bonus for Monthly

Employees: A pay plan

that is designed to

reward an employee'sspecial efforts and high

level of performance on

projects or special

assignments. A bonus is

an after-the-fact

discretionary lump-sum

payment in addition to an

employee’s base pay.

3.2.1 Incentive for Non-

union, Biweekly


that is designed toreward the

accomplishments of

specific results. An

incentive payment is tied

to specific results which

are identified at the

beginning of a

performance cycle. An

incentive plan is

forwardlooking in

contrast to a bonus; it is a

nondiscretionary lump-

sum payment in addition

to an employee’s base

pay.

3.2.2 Bonus for Non-

union, Biweekly


that is designed toreward an employee's

special efforts and high

level of performance on

projects or special

assignments. A bonus is

an ‘after-the-fact’

discretionary lump-sum

payment in addition to an

employee’s base pay.

Required

Documentation

Monthly Extra Service

Payment Request Form,

documentation to justify

request


Payment Request Form,


request

Biweekly Additional

Payment Form,


request

Biweekly Additional

Payment Form,


request

Post in

UChicago Jobs? No No No No

Decision Criteria Documentation is

sufficient to justify

request

Frequency of request is

no more than 1 per

person per project or

year

Amount is up to $2,000

and not a repeated

request

If amount is over$2,000, reasonableness

of request is judged

Incentive Plan has been

approved by HRS

Documentation is


request

Frequency of request

is no more than 1 per


year

Amount is up to

$2,000 and not a

repeated request

If amount is over$2,000,

reasonableness of

request is judged

Documentation is


request


no more than 1 per


year


and not a repeated

request

If amount is over$2,000, reasonableness

of request is judged

Incentive Plan has been

approved by HRS

Documentation is


request


no more than 1 per


year


and not a repeated

request

If amount is over$2,000,

reasonableness of

request is judged

Approver Records Records Records Records



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Category 4) Temporary Arrangements

Sub-Category 4.1 Temporary Compensation for Additional Duties4.2 Temporary

Employment

Definition 4.1.1 Performing

Additional Duties Outside

Scope of Primary Job

Responsibilities: A lump-sum payment (exempt

employees) or hourly

payment (non-exempt

employees) that is used

to recognize performance

of unusual duties outside

the scope of one's

primary job

responsibilities, but in the

same unit

4.1.2 Performing

Additional Duties for

Another Unit: A lump-sum

payment (exemptemployees) or hourly

payment (non-exempt

employees) that is used to

recognize performance of

unusual duties/special

projects outside the

employee's unit

4.1.3 Performing Duties of

a Vacant Position

(Acting/Interim): A lump

sum payment (exemptemployees) or hourly

payment (non-exempt

employees) for a person

who has temporarily

assumed major

responsibility for, and

performance of, a vacant

position (in addition to

performing his/her regular

job duties)

4.2.1 A request to hire an

individual on a temporary

basis

Required

Documentation


Payment Request Form(exempt employees) or

Biweekly Additional

Payment Form (non-

exempt employees),

documentation to

justify request



Biweekly Additional

Payment Form (non-

exempt employees),

documentation to

justify request



Biweekly Additional

Payment Form (non-

exempt employees),


request

Temporary Employment

Form, job description, newhire paperwork

Post in

UChicago Jobs?

No No No Only if requested by a

department. This is

typically done when a

department needs to

recruit for the position.

Criteria for

Decision

Documentation is


request

Work involves a special

project or duties being

performed more than

1 day per week

Work was either

requested or approved

by the employee's

supervisor

Additional work is

performed on a short-

term basis

Documentation is


request

Work involves a special

project or duties being

performed no more than

3 days per month

Permission to perform

the duties was granted

by employee's primary

unit

Additional work is

performed on a short-

term basis

Rate should have a

beginning and an end

date

Documentation is

sufficient to support that

someone has vacated a

position and the work

needs to be completed

while the job search is

being conducted

Compensation

corresponds to the

percent of effort given to

the secondary duties

Completeness of forms

Pay requested is within

pay range for

classification

If performing exempt

duties, pay meets salary

threshold

Approver Records Records Records

Records (if the

exemption status of a job is

uncertain - Compensation)



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Category 5) Local 743 Union

Sub-Category 5.1 Bonus for a Local 743

Employee

5.2 Local 743 Equity/Market

Adjustment Request

5.3 Local 743 Request in Schedule

Workweek

Definition 5.1.1 A type of lump-sum

payment, separate from base pay,

that is used to Labor Relationsreward Local 743 employees for

exceptional achievement,

exceptional service, budget

savings, or special projects

5.2.1 An increase in the hourly rate

of an employee to correct an

internal wage rateinequity/compression which may

have occurred between Local 743

employees in similar positions

within the same unit or to attract

or retain Local 743 employees with

special skills or experience that is

uniquely critical to the unit in

comparison to the external market

5.3.1 A request to change a Local

743 employee's weekly work

schedule from 37.5 hours to 40hours

Required

Documentation

Bonus Request Form - Local

743 Employees,

documentation to justify request

Local 743 Equity/Market

Adjustment Request Form,

memo detailing the reason for

the request, including any

other supporting documentation

Request for Increase in

Scheduled Workweek Form

Post in

UChicago Jobs?

No No No

Criteria for

Decision

Documentation is sufficient to

justify request

Amount is up to $500

Documentation is sufficient to

justify request

Pay in relation to others

similarly situated

Relevant experience

Market data

Completeness of form

Approver Labor Relations Local 743 Equity Committee

(Submit to Labor Relations)

Labor Relations



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Category 6) Data Updates

Sub-Category 6.1.1 Personal Data Updates,

Change in Hours in

Proportion to Salary, Funding

Distribution Changes

Definition General updates to employee/job

information that do not require

approval of Compensation PAF

Required

Documentation

PAF

Post in

UChicago Jobs?

No

Criteria for

Decision

Request is submitted by

deadlineInformation on PAF is accurate

Approver Records

compensation program guide

Documents