FY15 UAB Medicine Compensation Guidelines

UAB Medicine Compensation Guidelines for FY 15
Published June 2014

These guidelines apply to faculty and staff (regardless of payroll) in UAB Health System, UAB Hospital, University of Alabama Health Services Foundation, UAB School of Medicine, UAB Callahan Eye Hospital and Ophthalmology Services Foundation.

As we continue to assess how to best invest limited institutional resources, it is imperative that we implement and promote faculty and staff compensation practices that effectively support our most important asset, our people. To assist our academic, clinical and administrative units with these decisions, the following Compensation Guidelines are provided for the FY15 budget year.

There will be no university wide merit pool program for fiscal year 2015 due to the lack of incremental funding for UAB this year. In addition, as a result of the financial challenges faced across the clinical enterprise there will be no merit pool available for increases for UAB Medicine.

  • Faculty Promotion/Tenure
    • Faculty promotions may be funded if endorsed by the Dean of the School of Medicine (SOM).
    • All faculty promotions will be effective 10/1/2014.
  • Pay Ranges
    • UAB General Pay Range Structure will not be adjusted for FY15.
    • Faculty Ranges will not change for FY15.
    • Pay Ranges for entities within UAB Medicine will not be adjusted for FY 15.
  • Market, Internal Equity, and other Adjustments
    • Market adjustments for all UAB Medicine entities will be proposed by Human Resources, coordinated between entities and approved by the UAB Medicine Compensation Committee.
    • Market adjustments will not be applied to individual employees who are on disciplinary probation or those who have less than satisfactory performance documented on performance evaluations.  Plans for internal equity adjustments must be individually approved and that process begins by submitting the request to Human Resources.  Requests must be approved by the appropriate Senior Vice President, Executive Vice President or the Senior Associate Dean of Administration and Finance for the SOM.
    • Lump Sum Payments
      • One-time lump sum payments will be allowed in order to recognize faculty and staff for exceptional performance.
      • The payments may not be used as across-the-board increases.
      • The payments must be funded at department level.
      • Eligible faculty and staff must meet the following criteria:
        • Most recent performance review (within last 12 months) must reflect higher than satisfactory performance and must be documented and on file.
        • Employee is not in probationary period.
        • For faculty and staff paid from sponsored projects, lump sum payments must be spread out and paid in equal installments over 6-12 months.  Further instruction will be provided regarding how to process these payments.
        • Plans for lump sum payments for faculty must be submitted to Human Resources for review prior to SOM Dean and Provost/Vice President for Finance and Administration (VPFAA) approval. Submissions are due 8/1/2014 with effective date of 10/1/14.
        • Plans for lump sum payments for staff must be submitted to Human Resources for review and approval by the appropriate Senior Vice President, Executive Vice President or the Senior Associate Dean of Administration and Finance for the SOM.
  • Incentive Plans
    • New staff incentive plan proposals must be submitted to Human Resources by 9/1/14 to be considered for implementation in FY15.
  • Faculty Compensation Plans
    • Plans must be submitted to UAHSF General Counsel by September 1, 2014 for implementation in FY15.
  • Lateral Transfers
    • Salary adjustments for lateral transfers will not be considered unless internal equity issues exist.
  • New Hires
    • New hires may proceed in accordance with established policies provided funding is available.
  • New Positions/Position Reclassifications
    • New positions/reclassifications may be requested under established Human Resources procedures.  These will be reviewed to determine the appropriate job title and pay grade for the position.  These requests require approval from the appropriate Vice President or the Senior Associate Dean of Administration and Finance for the School of Medicine. Please note: once a position has been reviewed for reclassification, it is not eligible for review again for a minimum of 12 months.
  • Retention Salary Adjustments
    • Retention salary adjustments are reviewed on a case-by-case basis.  Initial review and approval begins with Human Resources with final approval from the UAB Health System Chief Operating Officer or the Dean of the School of Medicine.
  • Salary Adjustments
    • Salary adjustments for probationary employees may proceed in accordance with established Human Resources policies provided funding is available.
  • Supplemental Duties – Additional Pay
    • Requests for additional compensation for supplemental duties must be approved by the UAB Health System Chief Operating Officer or the Dean of the School of Medicine prior to submission for Human Resources review.  
  • Equity adjustments, lateral transfers and retention adjustments in the SOM will continue to require additional approval from the Office of the Provost.  

FY15 UAB Compensation Guidelines

UAB Compensation Guidelines
FY15
Published June 2014

As we continue to assess how to best invest limited institutional resources, it is imperative that we implement and promote faculty and staff compensation practices that effectively support our most important asset, our people. To assist our academic and administrative units with these decisions, the following Compensation Guidelines are provided for the FY15 budget year.

Due to the lack of incremental funding for UAB in FY15, there will be no university wide merit pool program this year. To recognize those faculty and staff who have exhibited extraordinary performance during past year, we are providing option of a one-time lump sum payment to those Schools/units that have identified resources and put forth a distribution plan that focuses on recognizing only unique performance excellence and meets other guidelines set below. All payout plans associated with this program will require prior approval from the Provost or Vice President for Financial Affairs and Administration.  

For October 1, 2014

  • Faculty Promotion/Tenure
    • Faculty promotions may be funded if endorsed by appropriate College/School/Library Dean.
    • All faculty promotions will be effective 10/1/2014.
  • Pay Ranges
    • UAB General Pay Range Structure will not be adjusted for FY15.
    • Faculty Ranges will not change for FY15.
  •  Market, Internal Equity, and other Adjustments
    • All College/Schools/Units may fund market adjustments and/or internal equity adjustments where appropriate and when current satisfactory performance review is on file.
    • Plans for market and internal equity adjustments must be submitted via Compensation Request Form (CRF) for Human Resources (HR) review prior to Provost/Vice President for Finance and Administration (VPFAA) approval. Submissions are due 8/1/2014 with effective date of 10/1/14.
      • Market adjustments address pay differences as compared to markets external to UAB.  Since range midpoints generally reflect market averages, salaries considered below market are only those between pay range minimum and pay range midpoint.
      • Equity adjustments address pay differences as compared with others internal to UAB. Requests for equity adjustments should consider all like employees in a School/Unit (i.e. similar titles, grades, etc.).
      • Base salary increases for employees who are above range maximums will not be considered. 
      • Base salary increases for employees who are between pay range midpoints and maximums will be considered in limited cases where there are recruitment and/or retention issues and employees have extensive related experience.
      • Across-the-board base salary or one-time increases for all College/School/Unit employees will not be considered. 
  • Exceptional Performance Payment (EPP) Program 
    • The Exceptional Performance Payment program is a new program designed to recognize faculty and staff for exceptional performance with a lump sum payment.
    • EPPs may not be used as across-the-board lump sum payments. 
    • EPPs must be funded at department level and approved by appropriate VP/Dean.
    • Eligible faculty and staff must meet the following criteria:
      • Most recent performance review (within last 12 months) must reflect higher than satisfactory performance and must be documented and on file.
      • Employee is not in probationary period.
      • For those faculty and staff paid from sponsored projects, EPP payments must be spread out and paid in equal installments over 6-12 months.  Further instruction will be provided regarding how to process these payments.
    • Plans for EPPs must be submitted via Compensation Request Form (CRF) for Human Resources (HR) review prior to Provost/Vice President for Finance and Administration (VPFAA) approval. Submissions are due 8/1/2014 with effective date of 10/1/14.

For October 1, 2014 and Beyond

  • Incentive Plans
    • Previously-established compensation incentive plans must be submitted via CRF for recertification as required by existing UAB incentive program guidelines by 9/1/2014.  
    • New incentive plan proposals must be submitted via CRF by 9/1/2014 to be considered for implementation in FY15. 
    • Please refer to UAB incentive plan guidelines for further information or contact your HR Consultant or HR Compensation. 
  • Lateral Transfers
    • Salary adjustments for lateral transfers will not be considered unless internal equity issues exist.  In those cases, increases should be submitted/reviewed by HR with support/approval by applicable College/School/Department, VP, Dean, or Library Dean.  HRM will review and submit to appropriate UAB senior administrator (Provost/VPFAA) for final approval.
  • New Hires
    • New hires may proceed in accordance with established UAB and departmental policies provided funding is available. New Hires do not require HRM approval if within a pay range. Internal equity must be considered when determining new hire pay rates. 
  • New Positions/Position Reclassifications
    • New positions/reclassifications may be requested under established HR procedures via CRF.  These will be reviewed by HR Compensation to determine appropriate job title and pay grade for position.  These requests require approval from applicable College/School/Department, VP, Dean or Library Dean. Please note: once a position has been reviewed for reclassification, it is not eligible for review again for a minimum of 12 months. 
  • Retention Salary Adjustments
    • Retention salary adjustments will be reviewed on a case-by-case basis.  Initial review and approval is required from College/School/Department, VP, Dean, or Library Dean.  Once approval is obtained, departments should submit request and approval to HR if  request if greater than 10%.  HR will review and submit to appropriate UAB senior administrator (Provost/VPFAA) for final approval. 
  • Salary Adjustments
    • Salary Adjustments for probationary, job rate and established step rate programs (including graduate assistantships/stipend increases, resident progression and student salary adjustments) may proceed in accordance with established UAB and departmental policies provided funding is available.  These adjustments must be funded by College/School/Department and approved by appropriate VP, Dean or Library Dean.
  • Supplemental Duties – Additional Pay
    • Requests for additional compensation for supplemental duties must be approved by College/School/Unit VP, Dean, or Library Dean prior to submission via CRF for HR review.  Please note: additional/supplemental duties should be temporary in nature (less than six months).
Following is a summary of review and approval process for FY15 compensation actions:

VP/Dean/Library Dean Approval only. Requires no review by HR:
a.     Graduate assistantship with annual stipend increase
b.    New hire with proposed salary within pay grade
c.     Probationary increase of 10% or less
d.    Resident progression increase
e.     Staff promotion of 15% or less or to range minimum
f.     Student salary adjustment

VP/Dean/Library Dean Approval after initial review/approval by HR:
a.     Probationary increase greater than 10%
b.    Reclassifications
c.     Requests for new positions
d.    Staff promotions greater than 15%, if higher than range minimum
e.     Supplemental duties additional pay

UAB senior administrator (Provost/VPFAA) approval after full HR review/approval and endorsement by appropriate VP/Dean/Director:
a.     Faculty tenure/promotions
b.    Incentive Plans – new or previously approved
c.     Lateral transfers with increase
d.    Equity/Market Adjustment/Exceptional Performance Payment Plan (with justification)
e.     Exceptional Performance Payment (EPP) Program payments
f.     Retention salary adjustments greater than 10%

Any questions or concerns regarding these guidelines should be directed to your HR Consultant or HR Compensation.