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Human Resources
Policies
Staff Classification and Compensation
DATE
ISSUED
07/01/97
DATE
REVISED
09/01/00
POLICY
Saint
Louis
University
is
committed
to
a
compensation
administration
philosophy,
which
consistent
with
its
mission
as
a
Catholic
Jesuit
institution,
will
strive
to
provide
fairness,
internal
equity,
and
competitive
pay
rates
for
the
purposes
of
attracting,
retaining,
and
motivating
employees.
These
procedures
and
guidelines
are
designed
to
promote:
- The
highest
possible
level
of
staff
performance
and
morale,
- Pay
levels
competitive
with
other
employers,
and
fair
and
consistent
pay
rates
within
and
between
departments,
- Effective
control
of
salary
and
wage
expense,
- recognition
of
and
reward
for
individual
abilities
and
performance,
- standard
methods
for
setting
and
applying
pay
rates,
classifying
positions,
hiring
employees,
and
changing
an
employee's
status
with
such
actions
as
raises,
transfers,
and
promotions,
- fulfillment
of
the
University's
responsibility
in
equal
employment
opportunity
and
affirmative
action,
and
fulfillment
of
the
University's
responsibility
to
federal
granting
and
contracting
agencies
that
standards
used
for
general
university
management
are
also
applied
to
grant
and
contract
activity.
SCOPE
All
Saint
Louis
University
staff
positions
not
covered
by
a
collective
bargaining
agreement
are
covered
by
these
procedures
and
guidelines.
Faculty,
student
worker,
and
major
administrator
positions
are
not
covered
by
this
policy.
PROCEDURES
AND
GUIDELINES
- Rate
Control
on
Budgeted
Salaries
The
rate
of
pay
for
any
employee
may
not
exceed
the
rate
for
that
position
as
contained
in
the
approved
operating
budget.
Budget
amendments
to
change
pay
level
must
be
made
in
accordance
with
University
policy.
- Position
Control
A
position
does
not
exist
unless
it
is
included
in
the
approved
budget
or
until
it
is
established
through
a
budget
revision.
All
budgeted
staff
positions
must
be
listed
with
the
Compensation
Office
of
Human
Resources.
It
is
the
responsibility
of
the
departments
to
file
a
position
description
with
the
Compensation
Office
for
each
new
or
revised
position.
The
authority
to
fill
any
new
or
vacant
staff
position
lies
only
with
the
administrator
of
each
major
division
and
the
academic
deans.
The
approved
budget
does
not
constitute
authority
to
hire.
- Hiring,
Assigning
Titles
and
Pay
Levels,
Exempting,
Transferring,
and
Promoting
No
commitment
to
hire,
assign
or
change
a
title
or
pay
level,
exempt
a
position,
or
change
to
another
position
is
to
be
made
without
prior
review
and
authorization
of
Human
Resources.
- Pay
Structure
and
Pay
Schedules
The
pay
structure
for
staff
positions
is
reviewed
annually
and
the
Compensation
Office
of
Human
Resources
makes
comprehensive
recommendations
to
the
President
and
the
Vice
President
for
Human
Resources.
These
recommendations
are
considered
in
establishing
pay
schedules
and
grades
for
the
next
fiscal
year.
Each
position
is
assigned
to
a
pay
range
that
has
a
base
rate
and
a
maximum
rate.
a.
The
base
rate
is
the
minimum
rate
paid,
upon
hiring
or
promoting
a
qualified
person
for
a
position
within
a
given
classification.
b.
The
maximum
rate
is
the
highest
rate
one
may
be
paid
for
a
position
within
a
given
classification.
The
range
between
base
and
maximum
rates
is
available
for
recommending
individual
pay
increases.
Each
adjustment
in
pay
is
based
on
improved
knowledge,
skills
and
productivity.
An
employee
whose
salary
has
reached
the
range
maximum
and
who
is
determined
eligible
for
a
merit
increase
will
be
granted
that
increase
as
a
lump
sum
payment
at
the
beginning
of
the
fiscal
year.
This
amount
will
not
be
added
to
the
employee's
base
salary,
nor
will
it
be
paid
if
the
person
terminates
before
the
paycheck
is
issued.
If
a
position
is
new
or
in
need
of
revision,
it
must
be
described
and
submitted
to
the
Compensation
Office
of
Human
Resources
for
evaluation
and
review.
Established
positions
are
reviewed
on
request
or
on
the
initiative
of
the
Compensation
Manager.
- Individual
Hiring
Rates
The
hiring
rate
for
an
individual
is
normally
the
minimum
rate
for
the
pay
grade
to
which
the
position
is
assigned.
Hiring
rates
above
the
minimum
are
determined
in
consultation
with
the
Employment
Office
and
the
Compensation
Office.
Such
variations
may
be
agreed
upon
if
they
do
not
create
pay
equity
problems
in
relation
to
other
employees
in
the
same
or
similar
jobs.
Salary
increases
will
not
occur
at
the
conclusion
of
the
probationary
period.
A
new
employee
may
be
allowed
to
start
at
a
level
above
the
base
rate
if:
a.
the
candidate
has
job
related
qualifications
in
excess
of
stated
minimum
requirements,
b.
the
person
is
advised
that
such
action
narrows
the
range
between
base
and
maximum,
and
c.
justification
for
the
higher
rate
is
documented
in
the
personnel
file
of
the
employee.
No
employee
will
be
paid
less
than
any
federal
or
state
mandated
minimum
wage.
- Work
Weeks
and
Hourly
Rates
for
Non-exempt
Employees
Workweeks
vary
because
departments
have
different
staffing
needs,
such
as
24-hour,
seven
days
per
week
coverage.
In
view
of
this,
hourly
rates
are
quoted
on
non-exempt
positions
to
make
accurate
comparisons
possible.
The
scheduled
hours
and
the
workweek
must
be
specified
on
the
Online
Employment
Requisition.
- Overlap
by
Replacements
In
some
positions
it
is
necessary
or
desirable
to
have
some
overlap
between
the
new
employee
and
the
employee
leaving
a
position.
The
maximum
overlap
is
one
week
for
non-exempt,
and
two
weeks
for
exempt
employees.
Necessary
funds
must
be
available
to
pay
both
employees.
- Position
Classification
Titles
Position
titles
are
assigned
in
consultation
with
the
Compensation
Office
of
Human
Resources.
Position
titles
are
to
be
used
on
the
Online
Employment
Requisition,
Electronic
Personnel
Action
Form,
Telephone
Directory,
and
all
other
official
documents
of
the
University.
If
a
title
presently
assigned
to
a
position
is
not
appropriate,
it
should
be
changed
with
consultation
between
the
department
and
the
Compensation
Office.
- Progression
Within
Pay
Grades
Annual
salary
increases
may
be
granted
at
the
beginning
of
each
fiscal
year.
Any
pay
increases
outside
of
this
timetable
to
address
pay
equity
issues
or
to
recognize
substantive
changes
in
a
position's
responsibilities
that
have
not
resulted
in
the
reclassification
of
the
position
must
have
justification
in
writing,
must
be
within
budgetary
limitations,
and
have
approval
of
the
appropriate
vice
president
or
the
Provost.
- Performance
Evaluation
Performance
management
courses
are
offered
through
the
Office
of
Training
and
Human
Resource
Planning.
Evaluation
forms
are
available
from
the
Human
Resources
Offices
located
on
the
Health
Sciences
Center
campus
and
the
Frost
Campus.
Employees
should
be
evaluated
at
the
conclusion
of
the
probationary
period
and
annually
thereafter
in
preparation
for
the
annual
salary
adjustment.
These
evaluations
should
be
used
as
a
basis
for
raises,
promotions,
and
for
remedial
action
where
indicated.
- Promotion
A
promotion
is
the
reassignment
of
an
employee
to
a
position
which
is
assigned
to
a
pay
grade
one
or
more
grades
higher
than
that
which
is
currently
occupied.
If
an
employee
is
promoted,
a
salary
increase
should
be
recommended
to
take
effect
at
the
beginning
of
the
earliest
possible
pay
period.
The
salary
of
a
person
who
is
promoted
must
be
raised
to
at
least
the
minimum
rate
of
the
new
grade.
If
the
current
salary
of
the
promoted
employee
falls
within
the
pay
grade
of
the
new
position,
a
salary
increase
is
encouraged,
but
not
required.
Any
salary
increase
for
a
promoted
employee
which
exceeds
the
midpoint
of
the
new
pay
grade
must
have
written
justification
and
must
be
reviewed
in
advance
by
the
Compensation
Manager.
Promoted
employees
are
not
eligible
for
a
salary
increase
at
the
conclusion
of
the
probationary
period.
Hourly-paid
employees
selected
for
promotion
from
another
department
within
the
University,
will
be
required
to
provide
two
(2)
weeks'
notice
to
the
current
supervisor
before
moving
to
the
new
position.
Salaried
employees
must
give
one
(1)
month's
notice.
The
supervisors
involved
may
wish
to
negotiate
a
shorter
notice
period
or
in
rare
cases,
a
longer
notice
period,
agreeable
to
all
parties,
to
accommodate
special
operational
requirements.
- Lateral
Transfers
A
lateral
transfer
is
a
move
from
one
position
to
another
assigned
to
the
same
pay
grade.
Salaries
will
neither
increase
nor
decrease
for
lateral
transfers
unless
the
duties
and
responsibilities
of
the
position
into
which
the
employee
is
transferring
are
significantly
different
from
the
position
being
vacated.
If
substantial
differences
are
identified
between
the
two
positions,
as
a
result
of
consultation
between
the
department(s)
and
the
Compensation
Office,
a
salary
increase
or
decrease
may
be
warranted.
In
the
absence
of
substantive
differences,
performance
will
be
evaluated
and
any
salary
adjustment
will
be
granted
in
conjunction
with
the
new
fiscal
year
budget.
An
employee
may
transfer
or
be
asked
to
transfer
for
a
variety
of
reasons,
including:
a.
being
better
suited
to
another
position,
b.
lack
of
funding
for
current
position,
c.
having
a
chance
to
gain
broader
experience,
or
d.
preparing
for
possible
promotion
at
a
later
date.
- Reclassification
of
a
Position
If
the
duties
of
a
position
have
substantially
changed
since
it
was
established
or
last
reviewed
for
classification,
the
supervisor
should
request
a
classification
review.
A
position
may
be
reclassified
upward
or
downward,
depending
on
the
duties
as
they
are
described.
If
a
position
is
reclassified
to
a
pay
grade
higher
than
that
to
which
it
is
currently
assigned,
an
employee
occupying
the
position
may
be
eligible
for
a
salary
increase.
The
salary
of
the
employee
must
be
raised
to
at
least
the
minimum
of
the
new
range.
Similarly,
a
salary
decrease
may
accompany
the
reclassification
of
a
position
to
a
pay
grade
lower
than
that
to
which
the
position
is
currently
assigned.
Salary
adjustments,
based
upon
the
upward
reclassification
of
a
position,
are
subject
to
the
restrictions
of
the
approved
departmental
budget.
If
funds
are
not
available
within
the
departmental
budget
to
adjust
the
salary
to
the
minimum
of
the
new
pay
grade,
and
cannot
be
made
available
by
the
Dean
or
Vice
President,
a
decision
must
be
made
to
revise
the
position
(remove
those
duties
or
requirements
that
necessitated
the
upgrade).
In
extreme
cases
when
the
new
duties
are
essential,
a
department
or
school
may
be
required
to
eliminate
another
position
to
accommodate
salary
needs
of
the
upgraded
position.
Decisions
to
increase
or
decrease
salaries
for
a
position
reclassification
are
made
in
conjunction
with
the
Compensation
Office
of
Human
Resources
and
the
appropriate
Vice
President
or
Dean.
- Effective
Dates
of
Annual
Salary
Increases
and
Other
Raises
Annual
salary
adjustments
are
considered
in
preparation
of
budgets
each
fiscal
year.
Approved
annual
increases
for
most
employees
are
effective
on
July
1.
Salary
increases
requiring
retroactive
pay
must
be
signed
by
the
appropriate
Vice
President
or
the
Provost
and
must
be
accompanied
by
correspondence
which
documents
the
reason
for
the
delay.
Salary
increases
for
promotions
are
effective
the
day
the
promotion
takes
place.
Salary
adjustments
resulting
from
reclassifications
will
be
effective
no
earlier
than
the
date
of
approval
of
the
classification
recommendation
by
the
appropriate
Vice
President,
the
Provost,
or
authorized
designee.
- Changes
to
Lower
Rated
Positions
or
Reclassification
Downward
An
employee
may
occasionally
transfer
or
be
reassigned
to
a
lower
rated
position,
or
the
position
he
or
she
occupies
may
be
reclassified
downward.
The
pay
rate
for
the
employee
is
based
on
the
pay
range
of
the
new
position.
Any
change
to
the
employee's
rate
of
pay
will
be
determined
in
conjunction
with
the
Compensation
Office.
- Acquiring
New
Skills
and
Knowledge
An
employee
may
acquire
new
skills
and
knowledge,
both
on
and
off
the
job.
This
does
not
however,
call
for
an
immediate
pay
increase.
Such
accomplishments
are
generally
recognized
at
the
time
of
performance
evaluation
and
annual
salary
increase
recommendations.
- FLSA
-
Exempt/Non-Exempt
Status
The
compensation
Office
of
Human
Resources
will
have
sole
responsibility
to
determine
the
exempt
or
non-exempt
status
of
staff
positions.
The
office
will
assign
FLSA
status
to
each
new
and
reclassified
position
and
will
conduct
periodic
reviews
of
existing
positions.
FLSA
regulations
do
not
permit
employees
to
have
an
exempt
and
non-exempt
position
concurrently.
- Special
Circumstances
Cases
not
covered
by
these
procedures
and
guidelines
are
to
be
referred
to
the
Compensation
Office
of
Human
Resources.
Any
exception
to
this
policy
must
have
the
approval
of
the
Vice
President
for
Human
Resources.
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