7.01 – Staff Compensation

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Scope: NMSU System

Source: ARP Chapter 7 | HR - Compensation and Changes in Status

Rule Administrator:

Last Updated: 01/30/2012

Related

Cross-Reference:

ARP 7.10 - Area/Shift Differentials

ARP 7.20 - Staff Overtime Pay or Comp Time

ARP 7.52 - Staff Reclassification

ARP 8.45 – LOA – Family and Medical

ARP 9.10 - Staff Internal Promotion Process

ARP 10.10 - Staff Disciplinary Action/Involuntary Termination

ARP 10.20 - Staff Grievances/ Disciplinary Appeals

See 2013 CBA Article 14, Sections 1 and 2 and Article 17, Sections 2 and 3



Revision History:

2017 Recompilation, formerly Rule 8.15
01/30/2012 Amendment approved by Board of Regents
10/22/2007 Amendment approved by Board of Regents

PART 1: SALARY SCHEDULE


  1. Exempt Employees: Entry salary for exempt employees is determined in accordance with the exempt salary schedule by direct negotiation between the employee and the supervisor with prior approval of the appropriate dean, director, vice president, or executive vice president and provost and the Office of Human Resource Services.
  2. Nonexempt Employees: New employees are normally hired at entry level of the appropriate grade. With justification and prior approval appropriate dean, director, vice president, or executive vice president and provost and the Office of Human Resource Services, certain applicants may be hired at 5 percent or 10 percent above the entry level dependent upon experience. Employees hired above entry level are not eligible for an end of probation increase. Adjustments may be made to the in-hire rate for positions or in areas that require a higher rate to be set competitive with the local market. (See ARP 7.10 Part 2 Area Differential) The salaries of all employees occupying nonexempt positions are based on the grade as set by the current salary schedule and the university job classification specification. No employee shall be paid less than the minimum for his or her grade in the salary schedule. Classification specifications are standardized descriptions of the characteristics, duties, and minimum qualifications for a group of positions. The qualifications statement in each classification specification establishes minimum requirements that are to be met by an individual before being considered for appointment or promotion. Combinations of education and experience are specified in the classification specification. Other combinations, if deemed equivalent by the Office of Human Resource Services, may qualify an individual for appointment or promotion. Employees may be required by their supervisor to perform duties outside the general skill level of their classification specification on a temporary basis. A supervisor who determines that the standard classification specification does not accurately describe a position should initiate reclassification action (See ARP 7.52 Staff Reclassification).
  3. Temporary Nonexempt Employees: A temporary employee is normally hired at the entry level of the appropriate grade and remains at the in-hire rate unless the salary schedule changes. If the salary-scale changes, the salary is adjusted in accordance with the new scale. If the salary scale does not change, the employee may be awarded the appropriate base adjustment. Temporary employees are paid on an hourly basis. The E-Hire Form must specify a termination date that does not exceed 12 months. Temporary employees are not eligible for insurance coverage, benefits or holiday pay. The Notice of Employee Separation Form, employment  application/resume, and I-9 Form accompany the appointing E-Hire Form, attached to the transmittal form.
  4. Temporary Exempt Employees: Compensation is in accordance with the exempt salary schedule and may be negotiated between supervisor and employee with prior approval of the Office of Human Resource Services and/or the executive vice president and provost. The supervisor makes salary recommendations at the time the position is requested. (See ARP 7.20 Staff Overtime Pay or Compensatory Time) Exempt temporary employees are not eligible for insurance coverages, benefits or holiday pay. The appointing E-Hire Form must specify a termination date not to exceed 12 months and should contain a brief explanation of the work to be performed and salary calculation. The Notice of Employee Separation Form, resume and I-9 Form should accompany the E-Hire Form, attached to the transmittal form.

 

PART 2: WAGE INCREASES FOR NONEXEMPT EMPLOYEES


Nonexempt employees shall receive a 5% wage increase effective on July 1, 2007; an additional 5% wage increase effective on July 1, 2008; and an additional 5% wage increase effective July 1, 2009. Except as otherwise provided by legislative appropriation, wage increases shall be administered each year as follows:

  1. All eligible employees whose base salary is less than $30,000 prior to the increase shall receive a full 5% wage increase.
  2. For eligible employees whose base salary is $30,000 or more prior to the increase, a percentage of the wage increase – 90% in 2007, 70% in 2008, and 70% in 2009 – shall be added to each eligible employee’s salary as a cost of living base adjustment. Organizational units shall be allocated a block of funds for the remaining percentage of the wage increase – 10% in 2007, 30% in 2008, and 30% in 2009 – for performance adjustments to such eligible employees, to be distributed at the unit’s discretion as justified by performance evaluation ratings.
  3. The following employees shall not be eligible for any wage increase:
    1. employees hired after the preceding March 31.
  4. The following employees shall not be eligible for a performance adjustment:
    1. employees hired after the preceding January 1;
    2. employees on Long Term Disability (LTD) or Leave Without Pay (LWOP) status for six (6) months or more during the preceding review period;
    3. employees with a “needs improvement” or “unsatisfactory” overall performance rating on the preceding performance evaluation.
  5. All wage increases are contingent upon the specific appropriation of funds by the Legislature for such increases, which shall be implemented if the specific appropriations are granted.

 

PART 3: SALARY ADJUSTMENTS FOR EXEMPT EMPLOYEES


Salary adjustments and period of assignment will be approved on an individual basis by the Office of Human Resource Services and the executive vice president and provost. Adjustments will be in accordance with the promotion Rule outlined below.

 

PART 4: TEMPORARY ASSIGNMENT TO A POSITION OF ANOTHER LEVEL


  1. Higher classification: An employee who is temporarily assigned to a higher position for a period in excess of 1 calendar month may be assigned a salary in the higher grade in accordance with the rules for promotion (See ARP 9.10 – Staff Internal Promotion Process) from the first day of the assignment. To be assigned to the grade, the employee must meet minimum qualifications for the position. If there are no qualified employees, the duties will be reassigned to other employees.
  2. Lower or lateral classification: The employee will not receive any adjustment in pay.
  3. Temporary assignments: Temporary assignments will not normally exceed 1 calendar year.

 

PART 5: RATE OF PAY ON DEMOTION (VOLUNTARY OR INVOLUNTARY)


  1. Nonexempt Employees: When a nonexempt employee is demoted or accepts a position at a lower grade level, a salary rate will be received in the lower salary range that is 5 percent above the entrance level; or the following percentage decrease, whichever is less of a reduction:
    1. 5 percent if the demotion is one grade.
    2. 8 percent if two or three grades.
    3. 15 percent if four grades.
    4. 5 percent per grade thereafter.
  2. Exempt Employees: Recommendations for exempt salary rates should be submitted to the Office of Human Resource Services for approval by the executive vice president and provost.

 

PART 6: RATE OF PAY ON VOLUNTARY LATERAL TRANSFER TO THE SAME GRADE


Whenever an employee makes a lateral transfer, there is normally no change in salary.

 

PART 7: RATE OF PAY FOR PROMOTION, EQUITY OR BASE ADJUSTMENT


  1. Nonexempt Employees (Non-probationary): The new base salary for nonexempt employees on a promotion will be:
    1. 5 percent if promotion is one grade.
    2. 8 percent if two or three grades.
    3. 15 percent if four or more grades.
    4. 5 percent above entry level of new grade, whichever is greater.
  2. Exempt Employees: Exempt employees may receive an internal promotion, equity or base adjustment salary increase of from 0 to 15 percent or to entry of the new salary level with prior approval of the executive vice president and provost. Internal promotions should not normally exceed a two-level increase. Equity adjustments may be considered dependent upon availability of funding for exempt employees. Internal and external market comparisons are reviewed when considering equity adjustment requests.
  3. Nonexempt to Exempt: A nonexempt employee being internally promoted to an exempt position may receive a salary increase of from 0 to 15 percent or to entry of the new salary level with prior approval of the Office of Human Resource Services and the executive vice president and provost.

 

PART 8: RATE OF PAY ON RECLASSIFICATION (NON-PROBATIONARY)


  1. Nonexempt Employees:
    1. The new base salary on reclassification to a higher grade will be:
      1. 5 percent, if one to three grades;
      2. 10 percent, if four or more grades;
      3. up to 15 percent, if from nonexempt to exempt; or
      4. 5 percent above entry level of new grade, whichever is greater.
    2. A nonexempt employee reclassified to an exempt position may receive a salary increase of from 0 to 15 percent or entry of the exempt level with approval of the Office of Human Resource Services and the executive vice president and provost. Reclassification to the same grade level will not affect the salary. An adjustment in classification by the Office of Human Resource Services which results in change of grade or elimination of title may or may not result in a salary change. Decisions regarding such changes will be made on a case-by-case basis.
  2. Exempt Employees: Exempt employees may receive a salary increase of 0 to 15 percent or to entry
    of the new salary level with prior approval of the executive vice president and provost. Reclassifications will not normally exceed two levels.

 

PART 9: END OF PROBATION SALARY ADJUSTMENT (NONEXEMPT REGULAR EMPLOYEES ONLY)


Upon satisfactory completion of the initial probationary period, a new nonexempt employee may receive a 5 percent salary increase. Employees hired above the entry level will not receive an increase. Supervisors complete a Personnel Action Form and performance evaluation to implement the change from probationary to regular status. The salary increase will be effective 6 months following the employee’s employment date or upon completion of the probationary period.

 

PART 10: RETROACTIVE PAY ADJUSTMENT


Retroactive payment may be made back to the day of the calendar month in which the general pay adjustment was approved. Example: an employee was granted a pay adjustment effective April 26 but, due to an error, the proper amount was not paid. The error was discovered on June 15. The retroactive adjustment may be made back to April 26, the date the adjustment was approved. Salary adjustments may not pass beyond fiscal year dates without specific approval of the assistant vice president for human resource services. If an employee is overpaid due to an administrative error, the employee will be responsible for reimbursing the university the total overpayment.

 

PART 11: MEAL PERIODS – REST BREAKS


A normal work day shall consist of 8 hours of work with a minimum of one-half hour and a maximum of 1 hour of non-work time granted for a meal period. Periods of less than 1 hour meal time and specific eating on the job arrangements must be approved by the department head or director. A 15-minute break period is allowed during each 4-hour work period. Non usage of break periods may not be used to make up time spent away from work. Break times cannot be accumulated.

 

PART 12: THREE-YEAR LONGEVITY INCREASE


Nonexempt employees who satisfactorily complete their initial 3 consecutive years of service will be awarded a 5 percent increase effective on the employee’s anniversary date. Temporary or occasional employees are not eligible for the 3-year service award. Prior service with a break in employment in excess of 5 working days is not credited toward the 3 years of service. Leave without pay will not be included as service time.

 

PART 13: SERVICE INCREASE


Regular nonexempt employees may be awarded a service increase upon satisfactory completion of 10, 15, 20, 25 and 30 years of regular consecutive service. The increase will be effective on the first day of the month after the anniversary date (i.e.; if the anniversary date is January 13, the award will be effective February 1). The increase will be $750 after 10 years; $850 after 15 years; $1,000 after 20 years; $1,300 after 25 years; and $1,500 after 30 years to be prorated for less than full time employees). The increase may not be retroactive and will be subject to satisfactory performance as documented on the performance evaluation form.

 

PART 14: DAILY MAXIMUM HOURS OF EMPLOYMENT


No employees, other than fire fighters, law enforcement officers, dispatchers, or farm or ranch hands, whose duties require them to work longer hours, or employees primarily in a standby position shall normally be required to work more than 16 hours in any 24-hour period, except in emergency or special situations.

 

PART 15: DEDUCTIONS FROM PAY


Improper deductions from an employee’s pay are prohibited. Full day suspensions without pay are allowed for exempt employees. Suspensions must be related to conduct. Supervisors must obtain prior approval from the appropriate dean or vice president/vice provost and the assistant vice president for human resource services. An exempt employee’s pay can be docked for a voluntary day off if leave is unavailable to cover the time. Refer to FMLA ARP 8.45 LOA – Family and Medical for allowable partial day docking. (See ARP 10.10 Staff Disciplinary Action/Involuntary Termination and ARP 10.20 Staff Grievances/Disciplinary Appeals)