Operating
Budget & Financial Guidelines
APPROVAL TO ESTABLISH NEW POSITION
APPROVAL
TO RECRUIT FOR EXISTING POSITIONS
HIRING PROCEDURES FOR EXISTING POSITIONS
APPROVAL OF SALARY CHANGES
POSITION REPLACEMENT PURPOSES - NON
BLOCK UNITS
VACANT LINES
PAYMENT OF RETIREMENT COSTS
APPROVAL OF LEAVES
RECRUITING AND MOVING
SIGNATURE REQUIREMENTS
REFERENCES
APPROVAL TO ESTABLISH NEW POSITION
To establish a
new continuing position in the Basic or
Self-Supporting budget, or to establish any new
position in
Allocated funds, the following steps need to be completed:
1. Obtain classification and determination of salary range from the Classification and Compensation unit of Employee Services.
2. Obtain approval from the appropriate Vice President or Dean to establish the new position.
3. Dean or Vice President then forwards request to the Provost or to the Executive Vice President and University Treasurer as appropriate for approval.
4. The Provost forwards faculty position requests to the President for approval and non-faculty position requests to the Executive Vice President and University Treasurer for approval.
To establish a
new position in Restricted Funds, or to establish a post doctoral fellow
position, only steps 1-3 are required.
Note: It is a requirement that all appointment
letters for externally funded positions explicitly stipulate: “This position is supported by external
funds. Continuation of this position is
contingent upon performance and continued availability of external funds. Notice of non-renewal is not required.”
Only steps 1 through 3 are required for temporary positions in the Basic and Self-Supporting budgets.
If all required
steps are successfully processed, the normal recruiting process, including contact
with the Affirmative Action Office, may begin. (See Affirmative Action Policy).
APPROVAL TO RECRUIT FOR EXISTING POSITIONS
PERMANENT REPLACEMENT PERSONNEL
1. Forward
a request to recruit permanent replacement personnel to the appropriate Vice
President or Dean. The approval of the
Provost or the Executive Vice President and University Treasurer, as
appropriate, must also be obtained to recruit permanent replacement personnel. Such requests must include justification for
filling the position.
2. If approved, the normal recruiting process, including contact with the Affirmative Action Office, may begin. (See Affirmative Action Policy).
TEMPORARY REPLACEMENT PERSONNEL
For non-block units, recruiting of line-item temporary Professionals, Salaried Staff and Hourly Staff requires the approval of the Vice President or the Provost, as appropriate.
Block
units (Colleges & Library) may proceed with recruiting of line-item
temporary personnel with the approval of the head of the major unit (usually a
Dean) and the Provost.
HIRING PROCEDURES FOR EXISTING POSITIONS
University policy to hire requires approval by appropriate supervisor and purpose administrator. Unit Administrators are encouraged to review and establish any additional signature requirements for their units that they deem appropriate. However, such additional requirements will have to be monitored within the unit for compliance. All Affirmative Action guidelines and procedures must be followed.
The President approves hiring individuals for Defined Senior Professional Positions (which includes permanent chairpersons) and faculty to be hired with tenure.
External
candidates for professional and salaried staff positions may be hired at
salaries up to the midpoint of the approved salary ranges.
1. Normally no salary increases are given for lateral transfers. Exceptions may be approved by the Vice President for Administration.
2. Internal candidates who voluntarily accept demotions may be required to have their salary reduced to the funding available on the line and to be consistent with other employees in the job with similar experience and service. The Vice President for Administration must approve such instances.
3. Reclassifications
Requests for reclassification are processed through and approved by the Classification & Compensation unit of Employee Services.
Professional Staff - Generally in the range of 5-10% of the current salary. Salary increases in excess of 10% must be approved in advance by the Vice President for Administration. These increases are to be funded from within the unit.
Salaried Staff - Receive increase listed on the salary guide issued by Employee Relations. Exceptions to this must be approved by the Vice President for Administration.
4. Promotions
Faculty- Approved by the Provost/President and the Board of Trustees. Such increases are usually funded centrally, and occur at the beginning of the appropriate period.
Professional Staff - After receiving approvals as stated in the hiring procedures, salary increases for professional staff who have been promoted will generally be in the range of 5-10% of the current salary and are funded by the units. Increases in excess of 10% must be approved in advance by the Vice President for Administration.
Salaried staff - After receiving approvals as stated in the hiring procedures, salaried staff will receive an increment as shown on the annual schedule of salary ranges as issued by Employee Services.
5. Other Increases
Approved by head of major
unit, and Vice President for Administration for Professional and Salaried
Staff, and by the Provost for Faculty. Funding to be provided
from within the unit.
6. Supplemental pay for Professional Staff
Overtime or other additional payments (including teaching) may be paid to Professional Staff, under the circumstances detailed in the Personnel Policy Manual.
For all such cases, the appropriate supervisor and purpose administrator must approve. All extra compensation for "s" contract reasons Honorarium, Overload, CE Teaching, Winter & Summer Session Teaching & Other by Defined Senior Professionals requires the approval of the Dean (not designee) and Provost.
7. Supplemental pay for Faculty
Must be approved by the
appropriate supervisor and purpose administrator. See Faculty
Handbook for
further information.
8. Overtime for Salaried and Hourly Staff
In accordance with Federal
laws, University policy for Salaried Staff, and collective bargaining
agreement for
Hourly Staff.
9. Temporary Pay Supplements
Individuals may be given temporary pay supplements
for assuming additional responsibilities for an extended period of time, or for
temporarily assuming a position of greater responsibility, if approved by the
Vice President for Administration for Professional and Salaried Staff, and the
Dean for Faculty.
10. Miscellaneous Wage
Hourly wage should be at least equal to the
minimum rate for that classification level. (See annual
schedule of salary ranges issued by Employee Services or contact Employee Services
directly).
POSITION REPLACEMENT PURPOSES - Non-Block Units
The purpose of these purposes is to provide flexibility in hiring personnel or taking other personnel actions (i.e., promotions, reclassifications, etc).
If there is a deficit in a Recurring Position Replacement purpose at fiscal year end, it will be offset permanently by a permanent reduction of a Basic Budget purpose within the unit.
The authority to
use Recurring Position Replacement purpose may be delegated to others but the
purpose administrator will be held accountable for the outcome.
In non-block units, all vacant salary lines in the Basic Budget will be reduced to the mid-point of the salary level of the position.
When
additional funds for a promotional increase are required in a Basic Budget line
to hire an individual within the guidelines as outlined above, the funds are
taken permanently from the unit's Recurring Position Replacement purpose or
Block Budget Reserve. If an individual is hired at less than the funds
available in the line within the guidelines outlined above, the excess is
generally returned to the unit’s Recurring Position Replacement purpose
or Block Budget Reserve. (See Vacant Line Policy)
When
a faculty or professional member retires, retiree health care costs (10% of
salary) will be funded from the block operating budget allocation to the
college (for block units), or from the vacant line up to the mid-point (for
non-block units).
1. Faculty Sabbaticals and Other Faculty Leaves - Approved by the Provost upon recommendation from the Dean.
2. Professional Leaves - Approved by the Provost for professionals in academic units. All others approved by the Executive Vice President. (See Policy and Procedures Manual)
3.
Maternity and Sick Leaves - Faculty approved by the Provost, Professional and
Salaried Staff approved by head of the major unit. When there is Maternity or
Sick Leave with pay, funds may be made available by the Vice President for
Administration for temporary replacement personnel for the individual on leave.
When there is Maternity or Sick Leave without pay, funds for a temporary
replacement may be requested from the Provost [for non-block units] or
Executive Vice President, as appropriate. See above references for further
information regarding leaves for Faculty & Professional Staff.
RECRUITING
Block units are responsible for funding their own recruiting expenses, and unit heads are encouraged to establish their own signature and usage policies.
For non-block units, the amount to be centrally funded for recruiting is dependent on the level of the position for which the search is occurring, as detailed in the University Policies and Procedures. (See Recruiting and Moving Expenses Policy)
If a search is expected to exceed the amounts listed in the above policy, the Provost or Executive Vice President/Treasurer (as appropriate) should be notified in advance. If the additional expenses are approved, the additional costs will be absorbed centrally; otherwise, the amount over these limits will be absorbed by the unit.
MOVING
The University will
reimburse Faculty and Professional Staff for allowable expenses up to $2,000. (See Relocation Allowance
Policy)
PERSONNEL TRANSACTIONS
1. JEDs involving funding
or salary changes
Requires approval of
appropriate Supervisor & purpose administrator. Prior arrangements must
have been made to fully fund the transaction.
2. S Contract
Requires approval of appropriate supervisor and
purpose administrator if paying published rates for teaching or for
non-teaching under $5000. Paying other than the published rates for teaching or
other payments in excess of $5000 requires the approval of the Provost or Vice
President for Administration (as appropriate).
In addition to the requirement for the approval of
the Provost for exceptions to published rates for teaching for-credit courses, the approval of the *Chair and Dean*
will also be required. These approvals should be obtained prior to
sending the s-contract to HRSA.
If the Chair and Dean approve a non-standard rate
for a supplemental or retired faculty, their approval may be referenced on
subsequent s-contracts at the same rate – it need not be obtained from
them personally again.
SUPPORT PURPOSE CHANGES, EXPENDITURES, AND JOURNAL VOUCHERS IN THE BASIC AND SELF-SUPPORTING BUDGETS:
1. The following signatures are required, depending on the amount of the transaction:
President:
Greater than $500,000
Provost and
Executive Vice President and University Treasurer: Up to $500,000
College Deans and
Other V/Ps: Up to $250,000
All Other Purpose
Administrators: Up to $100,000
2. For all units, movement of Basic Budget funds from support to salary is considered an exception and requires prior approval of the Director of the Budget Office.
CONTRACTS OR GRANTS:
The following signatures are required prior to the review of contracts & grants by the Office of the Vice-Provost for Research:
President:
Greater than $2,000,000
Provost or Executive
Vice President and University Treasurer: Up to $2,000,000
College Deans and
Other V/Ps: Up to $1,000,000
All Other Purpose
Administrators: Up to $500,000
University Policies & Procedures
Faculty Handbook
Defined Seniors List
Salary Guide
