Employee Merit is a web based system used for annual merit distribution. A tutorial and instructions are also available.
If you have questions regarding personnel data on the employee screens, contact your Records Management Analyst via e-mail or at x8677.
Owners receive merit information first and route merit to those who have been designated as editors for merit pool distributions. Final Approvers must approve all distributions and route screens to Records Management by choosing the drop down field of "HR Office" for review, audit and implementation.
Employee information is due from Final Approvers May 2014
Notification to Deans, Directors and Vice Presidents that they can release merit increases to employees is expected by June 30, 2014
1. Merit Pool Percentages
The merit pool is an amount equal to the merit pool percentage multiplied by the current year’s base salary. See the current merit pool percentages in the table below.
Personnel Category Merit Pool % Faculty Full-Time 1.00 Exempt 1.00 Non-Exempt 1.00 Chairperson 1.00 Faculty Part-Time 1.00
To be eligible for an merit increase, an employee must:
• have been hired prior to 4/1 for non-faculty
• have been hired prior to the end of the spring semester for faculty
• not have a negotiated salary
a. Merit Pools are to be distributed strictly on the basis of merit.
b. Merit Pool Percentages should not be considered the “average” merit amount. This percentage is merely a means to determine merit pool dollars.
c. Merit Pool Percentages MUST coincide with the performance appraisal’s overall rating for the employee.
d. Merit Pools for employees who have negotiated or predetermined salaries may not be distributed to other employees. If a merit increase is not part of the negotiated salary, the REMOVE EMPLOYEE FROM POOL box should be checked to reduce the pool.
e. Merit Pool funds for employees on leave without pay or on inactive status, who will not be returning as of 7/1 or 9/1 and who are not being given an increase cannot be spread among other employees. The REMOVE EMPLOYEE FROM POOL box should be checked to reduce the pool.
f. Merit Pools cannot be mixed between personnel categories.
g. If a faculty member is hired prior to the end of the current semester and will be here for the Fall Semester, they are entitled to all increases indicated by the CBA.
h. For any increase falling outside the upper and lower limits, an e-mail or memo of justification must be sent to Records Management. See limits in the table below.
Personnel Category Lower Limit % Upper Limit % Faculty Full-Time 0.00 2.00 Faculty Part-Time 0.00 2.00 Exempt 0.00 2.00 Non-Exempt 0.00 2.00 Chairperson 0.00 2.00
2. Across the Board
Per the Collective Bargaining Agreement (CBA), each continuing member of the bargaining unit shall have their salary increased by a specific percentage listed in the CBA based on last year's base salary. Across-the-board increases are calculated and pre-populated on the merit screens for all full-time faculty members. For 2014-2015, there are no across-the-board increases; therefore the across-the-board adjustment column should not be used.
3. Structural Adjutments
Structural Adjustments are a centrally determined increase designed to make salaries of employees competitive with external markets. This column is only used if a central decision is made for a group of employees and not for departmental increases. For 2014-2015, the CBA has outlined Structural Adjustments for Full-time Faculty members. See the table below for those Structural Adjustments. If the structural adjustment is not pre-populated or needs to be adjusted, a comment should be entered in the comments section of the merit screens explaining the change.
Faculty Structural Adjustment Instructor $500 Assistant Professor $1,000 Associate Professor
Those who should receive the Structural in addition to Full-Time Faculty members are:
- Chairs (including Interim & Acting)
- Center Directors (including Interim)
- Directors (Sal Plan 210)
- Associate Deans (including Interim & Acting)
- Deputy Deans (including Interim)
Promotions and reclassifications effective 7/1 or 9/1 are not normally part of the merit process. Two exceptions to this are faculty promotions approved by the Board of Trustees and career ladder promotions. These promotions should be processed on an EM JED. Faculty promotional increments can be found in the table below. Career ladder promotions may warrant an increase in base salary, depending on an employee's current salary within the new grade, and subject to review by Classification & Compensation for appropriateness within the new grade. The following Career Ladders are no longer included in the merit process:
- Cooperative Extension
Faculty Promotions to… Academic Yr Fiscal Yr Assistant Professor $4,210 $5,150 Associate Professor
(or Non-Tenure Faculty 3 Yr. Contract Renewal)
$5,600 $6,780 Professor
(or Non-Tenure Faculty first 5 Yr. Rolling Contract)
5. Faculty Other Increases
Per CBA section 12.8, other increases for faculty may be made under special situations with Provost approval. These other increases should be entered in the Other Increase column on the screens.
6. Minimum Salary Levels
If the Merit Increase plus Promotional Increment do not bring the faculty member up to the CBA minimum, an EM JED should be processed.
Faculty Academic Yr Fiscal Yr Instructor/Lecturer 47,860 57,665 Assistant Professor 69,560 84,040 Associate Professor 80,815 98,080 Professor 97,840 118,810
7. Continuing Non-Tenure Track Faculty Contract Renewals
Contract renewals for continuing non-tenure track faculty members in their first year of a three year contract or in their first five year contract should be processed on an EM JED and be based on the amounts as listed in the promotional increments table in #3 above.
8. Employee Transfers
For employees who have transferred to other departments after merit screens are created, the old department will need to discuss the merit increase with the new department. The employee will remain part of the old department merit pool.
9. Faculty Moving to Non-Faculty Positions
For any faculty who are members of the bargaining unit on the last day of the current year (6/30 or 8/31) but not on the first day of the new year (7/1 or 9/1), merit should be given based on the non-bargaining unit merit percentages. Any merit percentage greater than the faculty merit % must be processed on an EM JED. The EM JED merit percentage plus the CBA faculty merit % must not exceed the non-faculty percentage unless fewer merit dollars are given to others in the appropriate category.
10. Limited Term Researchers, Post Doctoral Researchers and Post Doctoral Fellows
Limited Term Researchers, Post Doctoral Researchers and Post Doctoral Fellows are included on the merit screens. They are not included in the Merit Pool. If they are to be continued for the new year, their salary increase, which is paid for by the department, should be made by increasing the EM Annual Rate on the merit screens.
11. Managing Compensation for Incumbent Salaries that Exceed Maximum for the Grade
12. Terminal Contracts
Employees exceeding the maximum for their grade for Employee Merit 2014-2015 will be noted on the merit screens for informational purposes. Effective July 1, 2015, base salaries will not be increased for any employee with a salary that is equal to or greater than the maximum of their salary grade until future adjustments to the salary structure result in a salary grade maximum that is greater than the current salary. Salary increases resulting from employee merit will be made in the form of an "over-the-grade maximum" payment in lieu of an increase to their base salary. These payments will be issued as supplements and will not be permanently added to an employee's base salary.
Increases resulting from the Employee Merit process will be consistent with the merit-based percentage increase, but will be paid in the regular pay cycle during the course of the year. This means that "over-the-grade maximum" payments will not be compounded on the base pay from year to year. For additional information regarding this, please review the Classification & Compensation Guidelines, section 2.6: http://www.udel.edu/hrclass/compsystem/Compensation-Guidelines.pdf
Employees on terminal contracts are not listed on the merit screens. A list of employees on terminal contracts will be provided separately with information regarding salary increases. A JED must be processed to either terminate or re-appoint these employees.
13. Adjuncts (219) and Non-UD Employees (300)
Adjuncts and Non-UD Employees are not part of the merit process. If they are to remain active for the coming year, a JED must be processed to renew their appointment. A list of adjuncts and/or non-UD employees will be provided separately with information about re-appointing them.