University of Nebraska Kearney

NU Values

Creating a New Position/Changing a Position Prior to Recruitment

1. Unit leadership documents the duties of the new position using the Job Description form.
2. The unit reviews the new job description against the Master Matrix (PDF) and against other similar positions in order to determine the Job Family, Zone and Job Title. Consult HR for assistance, if needed. 
3. Unit forwards the new job description to Human Resources.
4. An HR staff member reviews the new job description and returns the following necessary information to the unit:
   1. Office Service or Managerial Professional employment status (per NU policy)
   2. Exemption designation (per interpretation of the Fair Labor Standards Act). HR may request additional documentation (Supplemental FLSA Form) in order to confirm exempt/salaried status.
   3. Position number
   4. Title code
   5. Zone placement confirmation
   6. Market salary report, if applicable and/or requested
    
5. Utilizing the market salary report, the unit sets the hiring salary rate or range and initiates the requisition to hire.

 New Hire Salary for a New or Refill Position 

1. Unit leadership has the responsibility for determining the starting pay rate or the range of pay within which the starting pay will fall and communicate this rate on the HR Requisition authorizing recruitment to fill a new or refill a vacant position. Unit leadership should consult with HR in determining appropriate rate/range.
2. Upon request, HR will provide units with a market salary report detailing important information to consider when selecting an appropriate hiring salary. This detailed, position-specific report will cover a wide range of data, including:
   • Entry, competitive, and performance salary ranges based upon external market data.
   • Internal (unit/department) salary data of same or similar positions.
   • Campus-wide salary data of same or similar positions.
   • Position turnover history.
    
3. Upon receiving acceptance of a salary offer from a candidate, the unit leader must document the salary decision rationale on the Salary Determination Form and forward it to HR for approval.

 Pay Increase–Advancement Within Zone 

1. Unit leadership reviews and updates the job description and determines that the addition of duties, assignments, or employee competencies warrants advancement within the zone.
2. The unit leader determines an increase that is appropriate for the advancement and documents the rationale using the Salary Determination form.
3. Email/send the updated job description and salary determination form to Human Resources for approval.
4. Changes involving any of the following issues must be reviewed by Human Resources:
   1. Employment status (a change between Office/Service and Managerial/Professional status)
   2. Exemption status (a change between hourly and salary status)
   3. New title code
   4. Change in title
    

If the unit leadership wishes to exceed the policy limits of 10% per action and/or 2 actions per year per employee, they must submit the Salary Determination form with rationale to HR for co-signature. 

HR may stop the pay change or change the amount if they determine that the change amount will create a legal liability for UNK. 

Pay Increase–Promotion to a Higher Zone 

1. Unit leadership reviews and updates the job description, and, upon reviewing the Master Matrix, determines that the addition of duties, assignments or responsibilities warrants promotion to a new zone.
2. The unit leader determines an increase that is appropriate for the advancement and documents the rationale using the Salary Determination form.
3. Email/send the updated job description and salary determination form to Human Resources for approval.
4. Changes involving any of the following issues must be reviewed by Human Resources:
   1. Employment status (a change between Office/Service and Managerial/Professional status)
   2. Exemption status (a change between hourly and salary status)
   3. New title code
   4. Change in title
   5. Zone placement
    

If the unit leadership wishes to exceed the policy limits of 20% per action and/or 2 actions per year per employee, they must submit the Salary Determination form with rationale along with the job description to HR for co-signature. 

HR may stop the pay change or change the amount if they determine that the change amount will create a legal liability for UNK.

Pay Increase–Market or Equity Adjustments 

If unit leadership feels that staff pay is out of alignment with the market, or that internal pay equity issues exist, they are encouraged to contact HR to initiate a review of staff compensation.

Pay Increase–Performance or Merit 

If unit leadership would like to give an employee an increase in pay based on performance or merit, please refer to the Performance Increase policy for request and documentation guidelines.

No employee shall receive a salary that is less than the minimum rate or greater than the maximum rate of the Job Family Zone to which their position has been allocated unless specifically authorized by the appropriate Administrative Office. Appropriate Administrative Office is defined as Chancellor, Dean, Vice Chancellor or the designee of said offices.

Human Resources will be responsible for determining the starting salary for a new University employee. They are encouraged to utilize the criteria prescribed in the NU Values Program including, but not limited to:

• Market relevance
• Other University employee salaries
• Competencies of the new hire
• Fiscal resources available

When a campus Human Resources Director finds that economic or employment conditions make recruitment of qualified applicants within a Job Family Zone difficult, the Council of Business Officers may, subject to budgetary limitations, authorize maximum rate adjustments of a Job Family Zone.

Salary surveys shall be utilized in relevant labor markets. TheUniversity of Nebraska labor market is defined as an area of national, regional, or local scope encompassing a competitive market or relevant employer in which employees are either gained or lost.

Salary surveys shall be prepared at least annually under the direction of the Central Administration Human Resources Director. The survey will be used in the NU Values program as the basis to determine market relevance to justify request for salary increases of Office/Service and Managerial/Professional employees and to determine the allocation of salary increase funding to ensure equity in financial support.

Employees who are employed in a market-impacted position may have their rate of pay adjusted to the newly established range.

Administrative Changes in Salary 

Advancement within the same Job Family Zone may occur because of the assignment and/or performance of additional duties within the same scope of their current position or an increase in the level of the employee’s competencies relevant and exercised in their position. Salary increases within a zone may warrant an increase in pay up to 10%. Increases of more than 10% require prior approval from the campus Human Resources Director.

Promotion to a higher zone in the same Job Family may occur when an employee accepts or is re-assigned to a position that is in a higher zone. Salary increases for promotions may warrant an increase in pay up to 20%. Increases of more than 20% require prior approval from the campus Human Resources Director.

Salary increases may not exceed 2 occurrences in a fiscal year without prior approval from the campus Human Resources Director. Salary Increases from the Legislature, normally given on July 1 each year, are not included in these two occurrences.

Transfer occurs when an employee accepts a position in the same Job Family and Zone in a different Organizational Unit. Employees who transfer shall be treated as a new hire for pay purposes.

A Career Change occurs when an employee is re-assigned to a new Job Family. Employees who change careers shall be treated as a new hire for pay purposes.

A Voluntary Reduction occurs when an employee accepts or requests to be placed in a lower zone within the same Job Family. Voluntary reductions may require a pay reduction. Some circumstances, for example the rate of pay for other employees in the department, may be considered as reasons for a decrease in pay.

Demotions are corrective actions or disciplinary reductions in an employee’s job assignment or pay. In the case of a demotion for cause, a decrease in the employee’s pay is generally made. Organizational units must receive Human Resources approval before taking any disciplinary actions that affect an employee’s compensation or employment status.

Performance Increases 

Employees may be granted increases in salary for performance. An employee must have worked in the same Job Family and Zone for at least six (6) months in order to be eligible for a performance increase. The total amount of performance increases given to an employee per year may not be greater than ten (10) percent.

All performance increases shall be supported by written evidence of the employee's performance, which is on file in the employee's personnel file.

Consistent with Executive Policy, performance increases shall only be granted on January 1 and July 1, if sufficient funds for such increases are available.

Performance increases granted are considered to be separate from any increase pursuant to the policies governing annual increases generated by legislative appropriations.

Other Salary Adjustments 

Adjustments in salary may be made to address factors other than those above. Some circumstances, for example to recruit or retain an employee as a result of an offer by another employer, may be considered as reasons for an increase in pay. Salary adjustments of this nature may not exceed the established zone.

Appeal Procedures 

If there is a disagreement regarding the job family/zone assignment of a position, a request for additional review may be made by following the procedures listed in campus-specific policies. Decisions regarding job family and zone assignment may not be appealed through the formal grievance process.