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Developing & Maintaining A Sound Base Pay Program

By Ronald C. Phillips and Jeffrey M. Robinson

Synopsis Introduction Base Pay Program Objectives Establish Fairness Insure Competitive Pay Directs Work Activity Controls Payroll Costs Compliance With Laws & Regulations Is Efficient Components Of A Wage Structure Job Families & Pay Grades Minimum Wage Midpoint Maximum Wage How To Develop A Wage Structure

Step 1 Identification Of Jobs and Job Content Step 2 Documenting The Principal Features Of The Job Step 3 Building A Job Hierarchy Step 4 Establishing Job Worth Step 5 Assigning Pay & Pay Ranges

Establishing Midpoint Determining Maximums And Minimums Calculating Spreads Spread Overlaps Smoothing Pay Grades

Shaping A Misshapen Structure When, How And For What Is Compensation Given Timing And Frequency Of Pay Adjustments Pay Periods Basis For Starting Pay And Granting Increases Starting Pay Cost Of Living Increases Blanket Increases Longevity Increases Merit Increases Promotions

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Demotions Maintaining The New Wage Structure Maintenance Tips Holding The Base Pay Program Accountable Variable Pay Tables Table 1 Sample Pay Structure Table 2 Market Value Ranking Table 3 Job Content Ranking Table 4 Pay Grade Overlaps Table 5 Smoothing Pay Grade Midpoints Table 6 Sample Merit Increase Guidelines Appendix Sample Job Description Sample Job Content Questionnaire Sample Supervisors Verification Questionnaire Sample Wage Survey Data Sample Performance Appraisal Form

Federal Laws and Regulations

About The Authors Jeffrey M. Robinson is President of PAS, Inc. (Saline, Michigan), a survey research company and consulting firm specializing in construction compensation information. Mr. Robinson is a noted speaker, writer and consultant on wage and benefit trends and a member of the CFMA, AGC, ABC, and the American Compensation Association Ronald C. Phillips is Executive Vice President of PAS, Inc. Mr. Phillips consults and writes extensively on contractor organization, compensation, and employee development. He is co-founder and Director Emeritus of the Construction Innovation Forum (The Nova Awards) and is the Editor in Chief of Contractor Compensation Quarterly.

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Developing & Maintaining a Sound Base Pay Program

Introduction A construction companys compensation program should be designed to achieve three overall objectives. The program should assist in the attraction and hiring of the most qualified professionals available in the disciplines of engineering, construction technology, construction management, and business administration. Second, the compensation program should direct employee efforts toward achieving the companys strategic objectives, such as business development, profitability, safety and work quality. Third the compensation program should insure the development and retention of a qualified workforce. A compensation program that is capable of achieving these overall objectives is typically composed of three distinct parts. One part is employee benefits, such as health insurance, life insurance, and retirement. These, of course, are part of an employees compensation package and must be balanced with direct pay. The other two parts of the compensation program involve cash distributions. They are base pay and variable pay. Base pay is the pay that appears in the employees paycheck each pay period and to which all riders, such as FICA, Medicare, Workmans Compensation, etc. are attached. Variable pay, on the other hand, is cash compensation that varies in both its amount and timing. The most common type of variable pay is an annual cash bonus distribution. It is called variable pay because unlike base pay which is constant from pay period to pay period variable pay changes. Frequently the variation in amounts paid is associated with the achievement of company goals, divisional goals, or project goals, such as sales and profit targets. Base pay, of course, is the core program to which benefits and variable pay must be coordinated. Base pay or salary is usually a key factor in attracting and maintaining a skilled work force. As such, a base pay program must be carefully constructed and maintained so that employees perceive their paychecks as equitable relative to other employees within the firm and relative to the paychecks of employees in similar jobs across the industry. If employees view their base pay as inconsistent relative to effort and responsibility or they believe it to be less than market value, they quickly become disenchanted with their work situations and seek employment elsewhere. Hence, it is important that contractors develop and maintain a sensible, consistent and competitive base pay structure. This chapter is not a textbook on the ins and outs of compensation. Rather its purpose is to assist contractors in developing and maintaining a useful base pay program. To accomplish this purpose, the chapter explains in practical terms: what a base pay program is intended to do; the basic elements of the program; steps to take in developing the base pay structure; and finally ways to keep the program up-to-date. There is also a brief section on the use of variable pay as a supplement to the base pay program along with practical examples and tools for building and administering the base pay program.

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Base Pay Program Objectives A well constructed and managed base pay program achieves the following objectives that are an important part in attracting and retaining qualified construction professionals.

The program establishes fairness in pay among job positions The program insures competitive pay rates The program helps direct work activity toward company objectives The program helps to control payroll cost The program complies with laws & regulations The program is effective and efficient

Each of these objectives must be understood from the perspective of employees and company management because the base pay program must satisfy the needs of both.

Establish Fairness A key outcome of a sound base pay program is that employees and managers experience the company as treating them fairly. In terms of pay, exactly what does this mean? From an employees perspective, he or she is being treated fairly when the company makes an effort to be consistent in the way it hires, promotes and pays its employees within the company. Compensation professionals refer to this element of the base pay as internal equity. A company establishes internal equity by doing whatever is necessary to treat its employees with dignity and consistency. In terms of base pay, this means the pay is adequate and consistent relative to skill levels, degree of effort, scope of responsibility, and the general conditions under which the work is performed. For example, a Superintendent works crews around the clock under difficult or hazardous conditions. That Superintendent and his crews will compare their treatment to the treatment of Superintendents and crews that work straight shifts under safer and less trying conditions. Does the company reward the employees in both circumstances the same or are allowances made for the differences in effort and working conditions? Company practices in such matters influence how employees judge the companys fairness. Hiring practices pose yet another test of company fairness. What if a company finds that in order to hire qualified candidates, starting pay must be above that of employees with the same qualifications and job responsibility? Management may view this as a business necessity. Employees, on the other hand, will likely view this practice as unfair. The fact is both are correct. It is a business necessity because supply and demand has escalated market rates. Qualified candidates cost more to hire. Current employees are also correct. The new starting pay proves that they are being paid less than fair market value. In summary, one objective of every good base pay program is to develop and maintain pay schedules such that jobs of similar skills, responsibility, effort and working conditions are compensated equally. The result is that employees view the company as having consistent and fair compensation practices.

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Insure Competitive Pay To reiterate, employees compare pay to other jobs within the company and with jobs in other contractors. Compensation professionals refer to this cross-organization comparison as external equity. In other words, the company must pay the market rate. When an employee thinks that Joe Smith down the street at Bridgestone Contractors is getting five thousand dollars more a year doing the same job, the employee more than likely will conclude that something is not right. Either Joe Smith is being paid too much (a likely conclusion of management) or the employee is underpaid (a likely employee conclusion). Especially in good economic times such antidotal stories both true and rumored, abound. Fortunately, a jobs value is not based upon one, two or even a half-dozen instances of how other contractors pay. Market value is established through the evaluation of what hundreds of contractors pay for comparable qualifications and work. Luckily this information is readily available through journals, trade publications and professional associations. Consequently, most construction professionals have a pretty realistic measure of their current value in the employment market. Furthermore, most professionals within the construction industry know that compensation is a balance of base pay, bonus, and benefits. The fact that one company pays a higher base does not necessarily mean the company pays a higher rate of total compensation. When dealing with the issue of external equity, an impor