Merit Increase Pay Guidelines
Welcome
Introduction What is the Merit Increase Pay System Purpose of the Merit Increase pay
System Performance Form
New Form
Welcome
Performance Evaluation Duty Area Standards Results Comments
Scoring Frequently Asked Questions Other OHR Issues
Merit Increase Pay System
Act 289 of 2007 & the Office of Personnel Management developed this system to reward employees
Purpose is to reward Individual Employee Performance
Replaces the CLIP program Salary Increase not a Bonus All Classified Employee must have a review
Merit Increase Pay System
Eligibility Must have continuous state employment
in a classified regular position for 12 months – excludes temporary status The 12 months can be a combination of
UAMS and another state agency or institution
Merit Increase Pay System
October 1, 2007 will be the date used in determining the performance evaluation and merit increase cycle So any classified regular employee who
was hired on October 1, 2006 or before will receive a merit increase
These same employee’s review dates will change to October 1 and remain that date for future reviews and increases
Merit Increase Pay System
Employees hired on or after October 2, 2006 will keep their date of hire as their review and merit increase date
OHR will be creating a new indicator to help track this on the 0041 Date Specifications; however, departments must continue to use the Date Monitoring screen to track Annual Reviews
Merit Increase Pay System
If you have already evaluated the employee for Fiscal Year 2007 (for example CLIP) – you do not have to evaluate the employee again
If you have not evaluated the employee –an evaluation must be completed by September 1, 2007
Merit Increase Pay System
Why September 1? On all reviews, a 30-day appeal period
must be offered For future reviews if the review date is
April 4, the review must be given to the employee by March 4. Likewise all Oct 1 reviews will need to be given by Sept 1
Merit Increase Pay System
For Example: Employee with 12 months or more on
10/1/07
Hire Date: 3/24/03Review Given to employee by: 9/1/07FY 2008 Review/Merit Increase Date: 10/1/07Review Given to employee by: 9/1/08FY 2009 Review/Merit Increase Date: 10/1/08
Merit Increase Pay System
For Example: Employee with less than12 months on
10/1/07
Hire Date: 12/15/06Review Given to employee by: 11/15/07FY 2008 Review/Merit Increase Date: 12/15/07Review Given to employee by: 11/15/08FY 2009 Review/Merit Increase Date: 12/15/08
Merit Increase Pay System
Rehires similar to the employees with less than 12 months
For Example:
Hire Date: 3/24/07Review Given to employee by: 2/24/08FY 2008 Review/Merit Increase Date: 3/24/08Review Given to employee by: 2/24/09FY 2009 Review/Merit Increase Date: 3/24/09
Merit Increase Pay System
For Transfers, Promotions and Demotions within the Classified area -currently has no changes to their dates
Starting in July 1, 2008 a six month delay will be put in place for the first year. We will discuss this change - this time next year.
Merit Increase Pay System
Employees on extended leave such as military leave, extended military leave, catastrophic leave, or leave without pay must have accumulated six months of actual work experience in order to be eligible
If the six months is after the review date – use the extension date for current year, then the employee review and merit date will revert back to October 1st or the latest hire date, whichever is applicable.
Merit Increase Pay System
For Example:Hire Date: 3/24/03Placed on Cat Leave: 2/1/07
Returns from LOA: 8/1/07
Since 10/1/06 has worked in the month of Oct, Nov, Dec, Jan, Aug, Sept
Review Given to employee by: 10/1/07
FY 2008 Review/Merit Increase Date: 11/1/07
Review Given to employee by: 9/1/08
FY 2009 Review/Merit Increase Date: 10/1/08
Merit Increase Pay System
Merit Increase will be added to the employee’s base salary
If the merit increase amount exceeds the LIM The merit increase or the portion that it
exceeds the LIM will be paid in a lump sum on the employees next check
Merit Increase Pay System
Merit Increase Matrix
Performance Evaluation
Rating
Merit Increase %
Exceeds Standards
4.50%
Above Average 3.00%
Satisfactory 1.50%
Unsatisfactory 0.00%
Performance Form
New Form Currently on the OHR website If you already have a an evaluation in
place for your particular area - use this form as a an overview, summary or roll-up
Performance Form
Part 1 Employee Information Employee Name SAP Number
Performance Form
Part 1 Employee Information Position Title & Number Department Name
Performance Form
Part 1 Employee Information Rating Period
From & To dates that you are review this employee for (last 12 months)
Performance Form
Part 2 Supervisor’s Information Supervisor’s Name Phone Number Position Title
Performance Form
Part 3 Performance Standards
Performance Evaluation
Part 3 Performance Standards Duty Area – A collection of tasks that
together form an essential element of the job List Job Duties Group the common duties Develop a overall name for the common
duties
Performance Evaluation
Part 3 Performance Standards Example
Title Common Job Duties
Duty Area
Administrative Assistant I
Complies financial information
Enters expenditures
Monitors expenditure
Budgetary Responsibilities
Performance Evaluation
Part 3 Performance Standards Standard – A statement used to measure
employee performance It may be a quantity or quality of output produced, a
model of operation or a degree of progress toward a goal
Develop criterion to measure employee performance Include what is to be done Include level of performance employee is expected to
achieve
Performance Evaluation
Part 3 Performance Standards Example
Title Duty Area Standard
Administrative Assistant I
Budgetary Responsibilities
Complete monthly reports with no more than five errors per report due by monthly deadlines
Enter in expense within 3 working days
Performance Evaluation
Part 3 Performance Standards Results – The outcome of the
performance based on the standard of the job Example:
Ms. Smith has completed monthly reports and filling within established timeframes with less than five errors. She has satisfactorily met this standard.
Performance Evaluation
Part 3 Performance Standards Comments – concerning the result of a
specific standard or expectation Employee Supervisor
Example: Ms. Smith could benefit more in her financial
reporting skills by attending an advanced training for SAP reporting.
Performance Evaluation
Once the Evaluation is completed Enter the information into SAP using the
90-Day Eval-Annual Eval transition You can also use the F9 note to “Insert” the
review for future reference Enter the Salary increase Send form to OHR-Records to be placed
into the employee’s permanent records
Scoring
The overall rating category is determined at the discretion of the department
Based on the relative importance of each standard
Employees with Any Written Disciplinary Action in the last 12 months will not be eligible for an increase
An unsatisfactory rating in any standard can not receive an Exceeds Standard or Above Average overall rating
Scoring
Overall Rating Employee A Employee B Employee C Employee D
Exceeds Standards 3 2 3 0
Above Average0 1 0 0
Satisfactory1 1 0 1
Unsatisfactory0 0 1 2
Overall Rating Exceeds Standard
Above Average Satisfactory Unsatisfactory
Frequently Asked Questions
Who is responsible for entering the Merit Increase? The department using the following SAP
PA40 transactions 90-Day Eval - Annual Eval Salary Increase
Remember the F9 note
Frequently Asked Questions
Are the award percentages at the discretion of the agency? No The Merit Increase pay percentages
can not be changed
Frequently Asked Questions
What date do I used as the effect date in SAP The first full payroll period after the
review date
Other OHR Issues
Applicants & Interviews ZHRAPP ZHRPAR ZHRHIRE Posting a Position – Minimum
Requirements Delimiting Vacancy Assignments
Other OHR Issues
Applicants & Interviews Please remember that you MUST enter into SAP
who you have interviewed Using PB30
Select the Vacancy Assignment Select the Position number Click on the Pencil to change Change the To date to the date of the interview Change the Vac Assign Stat to 4 - Rejected Change the Status Reason to 31 – Interviewed Not
Selected
Other OHR Issues
Applicants & Interviews
Other OHR Issues
Questions ZHRAPP ZHRPAR ZHRHIRE
Other OHR Issues
Posting a Position – Minimum Requirements New Options
Use of Experience with Education OR just Education
Use of Yes or No for Skills/Qualifications OR Years of Experience for the Skills/Qualifications
Work with a recruiter for you best options if you have any questions
Other OHR Issues
Delimiting Vacancy Assignments Once a Post is closed and a person has
been requested to be hired RCC will Delimit all other applicants that
have not been changed by the department as previously discussed
Questions???
Thanks for Coming!