HRM Compensation Questions

Q: How is Compensation different from Payroll? A: The Compensation staff studies and recommends the pay level assigned to UTD positions based on the duties and responsibilities of those positions. The Payroll staff calculates and issues payroll checks based on hours worked, deductions and taxes. Q: When are University employees paid? A: Full-time, salaried university employees are paid once per month; hourly employees are paid twice per month. Q: What is a Pay Grade? A: A Pay Grade is a designation attached to many classified job titles that share the same salary range; for example both a Secretary III and a Locksmith are positions in Pay Grade 7, as well as other positions. Administrative and Professional positions do not have established Pay Grades. Q: What is a Salary Range? A: A salary range is a range of pay, determined by HR Compensation, for each classified position. There is a minimum rate, a 1/3 point, 2/3 point and a maximum rate. Typically employees are hired or promoted into the first third of the range, and as they grow in their position, they progress to higher salaries within the salary range. Q: How do I find out what my salary range is? A: The Classified Pay Plan lists all classified position titles showing the Pay Grade and the Salary Range for each established job. Q: What is a Job Code? A: Each job title assigned by HR has a corresponding code that is required in much of the HR paperwork that is completed by departments. Also known as Title Code, or Job Class code, Job Code is the correct terminology. Q: Where are the job codes and job titles listed for University positions? A: Under Compensation on the HR website, then select the information you are specifically looking for, Faculty Titles, Administrative & Professional or Classified. Q: How do I know what salary to offer a new hire or a promotion. A: The annual Budget Policy communicates the amount and percentages determined for increases for the fiscal year. This information is in Section Four titled Position Changes. Q: How do I know when a position should be reclassified? A: Compare the Essential Functions of the position when it was created, with what those functions are now. If the Essential Functions of the position have significantly changed: how the job is characterized, the kind of decisions made, and the supervision exercised, for a predominant percentage of the time, then it may be time to review the position. If only the volume of work has changed, but the essential functions have not changed, reclassification is usually not indicated. Re-classifications are based on the functions of the position changing, not the qualifications or performance of an incumbent, or based on the longevity of the incumbent. Q: How do I get my position reviewed for reclassification? A: If the essential functions and responsibilities of a position have markedly changed they must be supported by a Job Audit conducted by Human Resources (HR) Compensation. A Position Description Form needs to be completed by you and/or your supervisor, be approved up through the respective Vice President and then be submitted to HR Compensation. HR Compensation will communicate the results of the audit to your supervisor. Q: How do I get promoted? A: Once you have completed six months in your current position, you may apply for other positions at UT Dallas, including positions with higher Pay Grades by visiting: UT Dallas Jobs. A promotion is where an existing employee is selected as the most qualified candidate for an existing vacant position in a higher Pay Grade. Q: What is a Merit Increase? A: A merit increase is a performance-based salary increase granted to an employee whose performance and productivity is consistently above that normally expected and required. The current performance appraisal for the employee must be on file in Human Resources (HR). Merit increases may be granted only if the employee has been employed for at least six continuous months before the effective date of the increase, and the effective date is at least six months after the employee’s last promotion, transfer, or merit salary increase. A Merit increase should not be confused with a Cost of Living increase. Q: Do we get Merit Increases every year? A: Generally, merit increases for A&P, Classified, Regular Wage and Faculty employees are granted to eligible employees as a part of the approved annual university merit pay plan, and implemented during the annual operating budget planning process. Please refer to the Budget Policy for details. Q: Where do I find the Job Description for my position? A: Job descriptions for most Classified Positions are located within the Classified Pay Plan by selecting the title link to bring up the job description. If there is not a description or you are looking for an Administrative & Professional description, please contact HR Compensation. Q: What if my Job Description isn’t accurate? A: Job descriptions are meant to be a broad overview of the tasks typically performed and may cover several positions within the same title. If your duties are not covered by your job description, please see your supervisor to complete a Position Description form for Classified or A&P Positions to update your job description, then submit to HR Compensation. Q: I am establishing a new position and cannot find a job description that describes what I want this position to do, how do I handle this? A: The Job Audit process establishes titles and compensation for new staff positions. It is initiated by completing a Position Description Form for Classified or Administrative & Professional Staff . Upon submitting to HR Compensation, an existing job title will be found or a new job title created for the position. Q: Where can I find help with writing Position Descriptions? A: The Position Analysis Guide and Position Description Form for Classified Staff and and the Position Analysis Guide and Position Description Form for Administrative and Professional Staff both begin as a guide to walk you through the process with specific questions to help you define the position as you complete the form. If you need further assistance please contact HR Compensation. Q: What is the difference between Exempt and Non-Exempt? A: Exempt and non-exempt status are determined by the Fair Labor Standards Act (FLSA) PDF. This law regulates which positions are non-exempt (from the overtime provisions) and required to receive compensatory time or overtime wages for hours worked in excess of forty (40) hours per week. Per the law, hours worked over forty (40) are compensated at time and one half. Q: What is Compensatory (Comp) Time? A: Federal Compensatory time is in lieu of overtime for hours worked over forty (40). You may be eligible for State Compensatory time if you are non exempt and work no more than 40 hours in a workweek but your work time and paid leave or holidays total more than 40 hours. You will receive state comp time for hours that exceed 40 in the workweek at the rate of one hour of state comp time for each one hour of paid time in excess of 40 in that workweek. Q: How do I know if a position is exempt or non-exempt? A: The Classified Pay Plan lists the FLSA status of each job title. Administrative and Professional positions and Faculty positions are exempt. The FLSA status for new positions is reviewed as part of the Job Audit, or a Job Audit can be requested to review the FLSA status.