Merit Increase Pay Guidelines. Welcome Introduction What is the Merit Increase Pay System Purpose of the Merit Increase pay System Performance Form

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


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


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


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


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


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


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


For Example: Employee with less than12 months on

10/1/07



Rehires similar to the employees with less than 12 months

For Example:



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.


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.


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 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 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


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


Part 3 Performance Standards Example

Title Common Job Duties

Duty Area

Administrative Assistant I

Complies financial information

Enters expenditures

Monitors expenditure

Budgetary Responsibilities


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


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


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.


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.


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


Are the award percentages at the discretion of the agency? No The Merit Increase pay percentages

can not be changed


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!

Documents

Merit Increase Pay Guidelines. Welcome Introduction What is the Merit Increase Pay System Purpose of the Merit Increase pay System Performance Form