Merit Increase Pay Guidelines

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Merit Increase Pay Guidelines
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Welcome

• Introduction
• What is the Merit Increase Pay System
• Purpose of the Merit Increase pay System
• Performance Form
• New Form

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Welcome

• Performance Evaluation
• Duty Area
• Standards
• Results
• Comments
• Scoring
• Frequently Asked Questions
• Other OHR Issues

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Merit Increase Pay System

• Act 289 of 2007 the Office of Personnel
  Management developed this system to reward
  employees
• Purpose is to reward Individual Employee
  Performance
• Replaces the CLIP program
• Salary Increase not a Bonus
• All Classified Employee must have a review

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Merit Increase Pay System

• Eligibility
• Must have continuous state employment in a
  classified regular position for 12 months
  excludes temporary status
• The 12 months can be a combination of UAMS and
  another state agency or institution

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Merit Increase Pay System

• October 1, 2007 will be the date used in
  determining the performance evaluation and merit
  increase cycle
• So any classified regular employee who was hired
  on October 1, 2006 or before will receive a merit
  increase
• These same employees review dates will change to
  October 1 and remain that date for future reviews
  and increases

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Merit Increase Pay System

• Employees hired on or after October 2, 2006 will
  keep their date of hire as their review and merit
  increase date
• OHR will be creating a new indicator to help
  track this on the 0041 Date Specifications
  however, departments must continue to use the
  Date Monitoring screen to track Annual Reviews

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Merit Increase Pay System

• If you have already evaluated the employee for
  Fiscal Year 2007 (for example CLIP) you do not
  have to evaluate the employee again
• If you have not evaluated the employee an
  evaluation must be completed by September 1, 2007

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Merit Increase Pay System

• Why September 1?
• On all reviews, a 30-day appeal period must be
  offered
• For future reviews if the review date is April 4,
  the review must be given to the employee by March
  4. Likewise all Oct 1 reviews will need to be
  given by Sept 1

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Merit Increase Pay System

• For Example
• Employee with 12 months or more on 10/1/07
• Hire Date 3/24/03
• Review Given to employee by 9/1/07
• FY 2008 Review/Merit Increase Date 10/1/07
• Review Given to employee by 9/1/08
• FY 2009 Review/Merit Increase Date 10/1/08

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Merit Increase Pay System

• For Example
• Employee with less than12 months on 10/1/07
• Hire Date 12/15/06
• Review Given to employee by 11/15/07
• FY 2008 Review/Merit Increase Date 12/15/07
• Review Given to employee by 11/15/08
• FY 2009 Review/Merit Increase Date 12/15/08

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Merit Increase Pay System

• Rehires similar to the employees with less than
  12 months
• For Example
• Hire Date 3/24/07
• Review Given to employee by 2/24/08
• FY 2008 Review/Merit Increase Date 3/24/08
• Review Given to employee by 2/24/09
• FY 2009 Review/Merit Increase Date 3/24/09

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Merit Increase Pay System

• For Transfers, Promotions and Demotions within
  the Classified area -currently has no changes to
  their dates
• Starting in July 1, 2008 a six month delay will
  be put in place for the first year. We will
  discuss this change - this time next year.

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Merit Increase Pay System

• Employees on extended leave such as military
  leave, extended military leave, catastrophic
  leave, or leave without pay must have accumulated
  six months of actual work experience in order to
  be eligible
• If the six months is after the review date use
  the extension date for current year, then the
  employee review and merit date will revert back
  to October 1st or the latest hire date, whichever
  is applicable.

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Merit Increase Pay System

• For Example
• Hire Date 3/24/03
• Placed on Cat Leave 2/1/07
• Returns from LOA 8/1/07
• Since 10/1/06 has worked in the month of Oct,
  Nov, Dec, Jan, Aug, Sept
• Review Given to employee by 10/1/07
• FY 2008 Review/Merit Increase Date 11/1/07
• Review Given to employee by 9/1/08
• FY 2009 Review/Merit Increase Date 10/1/08

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Merit Increase Pay System

• Merit Increase will be added to the employees
  base salary
• If the merit increase amount exceeds the LIM
• The merit increase or the portion that it exceeds
  the LIM will be paid in a lump sum on the
  employees next check

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Merit Increase Pay System

• Merit Increase Matrix

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Performance Form

• New Form
• Currently on the OHR website
• If you already have a an evaluation in place for
  your particular area - use this form as a an
  overview, summary or roll-up

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Performance Form

• Part 1 Employee Information
• Employee Name
• SAP Number

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Performance Form

• Part 1 Employee Information
• Position Title Number
• Department Name

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Performance Form

• Part 1 Employee Information
• Rating Period
• From To dates that you are review this employee
  for (last 12 months)

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Performance Form

• Part 2 Supervisors Information
• Supervisors Name
• Phone Number
• Position Title

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Performance Form

• Part 3 Performance Standards

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Performance Evaluation

• Part 3 Performance Standards
• Duty Area A collection of tasks that together
  form an essential element of the job
• List Job Duties
• Group the common duties
• Develop a overall name for the common duties

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Performance Evaluation

• Part 3 Performance Standards
• Example

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Performance Evaluation

• Part 3 Performance Standards
• Standard A statement used to measure employee
  performance
• It may be a quantity or quality of output
  produced, a model of operation or a degree of
  progress toward a goal
• Develop criterion to measure employee performance
• Include what is to be done
• Include level of performance employee is expected
  to achieve

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Performance Evaluation

• Part 3 Performance Standards
• Example

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Performance Evaluation

• Part 3 Performance Standards
• Results The outcome of the performance based on
  the standard of the job
• Example
• Ms. Smith has completed monthly reports and
  filling within established timeframes with less
  than five errors. She has satisfactorily met
  this standard.

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Performance Evaluation

• Part 3 Performance Standards
• Comments concerning the result of a specific
  standard or expectation
• Employee
• Supervisor
• Example
• Ms. Smith could benefit more in her financial
  reporting skills by attending an advanced
  training for SAP reporting.

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Performance Evaluation

• Once the Evaluation is completed
• Enter the information into SAP using the 90-Day
  Eval-Annual Eval transition
• You can also use the F9 note to Insert the
  review for future reference
• Enter the Salary increase
• Send form to OHR-Records to be placed into the
  employees permanent records

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Scoring

• The overall rating category is determined at the
  discretion of the department
• Based on the relative importance of each standard
  
• Employees with Any Written Disciplinary Action in
  the last 12 months will not be eligible for an
  increase
• An unsatisfactory rating in any standard can not
  receive an Exceeds Standard or Above Average
  overall rating

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Scoring
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Frequently Asked Questions

• Who is responsible for entering the Merit
  Increase?
• The department using the following SAP PA40
  transactions
• 90-Day Eval - Annual Eval
• Salary Increase
• Remember the F9 note

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Frequently Asked Questions

• Are the award percentages at the discretion of
  the agency?
• No The Merit Increase pay percentages can not be
  changed

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Frequently Asked Questions

• What date do I used as the effect date in SAP
• The first full payroll period after the review
  date

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Other OHR Issues

• Applicants Interviews
• ZHRAPP
• ZHRPAR
• ZHRHIRE
• Posting a Position Minimum Requirements
• Delimiting Vacancy Assignments

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Other OHR Issues

• Applicants Interviews
• Please remember that you MUST enter into SAP who
  you have interviewed
• Using PB30
• Select the Vacancy Assignment
• Select the Position number
• Click on the Pencil to change
• Change the To date to the date of the interview
• Change the Vac Assign Stat to 4 - Rejected
• Change the Status Reason to 31 Interviewed Not
  Selected

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Other OHR Issues

• Applicants Interviews

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Other OHR Issues

• Questions
• ZHRAPP
• ZHRPAR
• ZHRHIRE

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Other OHR Issues

• Posting a Position Minimum Requirements
• New Options
• Use of Experience with Education OR just
  Education
• Use of Yes or No for Skills/Qualifications OR
  Years of Experience for the Skills/Qualifications
• Work with a recruiter for you best options if you
  have any questions

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Other OHR Issues

• Delimiting Vacancy Assignments
• Once a Post is closed and a person has been
  requested to be hired
• RCC will Delimit all other applicants that have
  not been changed by the department as previously
  discussed

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Questions???
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Thanks for Coming!