207 Establishing and Administering Salaries
It is the University's policy to establish and administer salaries in line with its compensation objectives.
Each salary grade has an established salary range. These ranges define the minimum and maximum salaries to be paid for a job, but also allow sufficient latitude for an individual to progress through the salary range as a result of merit increases. Salary ranges are reviewed annually, and may be adjusted periodically to respond to economic and market conditions.
Staff members are paid at least the minimum of the appropriate salary range, but not more than the maximum of the salary range except in special approved circumstances.
Staff members whose salaries are at or above the maximum of their assigned salary ranges are not eligible for regular merit increases. They are, however, eligible to receive half of their recommended merit increase as a base building increase and the remaining half as a non-base building increase. The salary adjustment will be based on performance and the guidelines issued by Human Resources for merit increases. Exceptions to this policy must be requested in writing and approved by the Vice President for Finance and Administration and the Provost of the University.
The salaries of new employees are set based on the classification of the position, the salaries paid in the market, and the applicant's education, skills, and previous related experience. When an individual meets the minimum qualifications of the position, the salary is normally set at the minimum of the salary range. However, if an individual has directly related prior job experience, or if the market warrants, the salary may be established above the minimum. Starting salaries are not normally set above the midpoint of the salary range. Exceptions to this policy must be approved by the Manager of Compensation and Classification.
The University recognizes and rewards individual performance by awarding merit increases. The funds available for merit increases vary from year to year depending upon budgetary considerations, salaries paid in the identified marketplace and economic conditions. The University develops merit increase guidelines which establish ranges for individual merit increases based on performance criteria.
Merit increases are usually awarded on an annual basis and are normally effective on July 1. Merit increases are recommended by supervisors to Salary Coordinators and Human Resources based on the supervisor's evaluation of performance and other salary considerations. Merit increases are not subject to the grievance procedure.
A promotion is an authorized reassignment from one position to another position in a higher salary grade. Upon promotion, an employee is eligible for a salary increase. Promotion increases are determined on an individual-case basis within guidelines that range from 7 to 15 percent or the minimum of the new salary grade, whichever is greater.
Factors generally considered when determining a promotion increase are previous experience or education which might now be relevant, the salary range of the new position, internal salary relationships, and length of service. Promotion increases outside of the guidelines occur only in exceptional circumstances and must be approved by the Director of Personnel Services for the Central/Science campus, the Director of Human Resources for the School of Medicine, or the Director of Library Personnel Services for the Library. In no case shall the new salary exceed the maximum of the new salary grade. Promotion increases are not subject to the grievance procedure.
Xref: OPM 411
When a position is reclassified upward into a higher salary grade as a result of a job audit, the incumbent may be eligible for a salary adjustment depending upon the position of salary within the new range. Such increases normally should not exceed 7 percent of current salary or the minimum of the new salary grade, whichever is greater. In no case shall the new salary exceed the maximum of the new salary grade. Reclassification adjustments are not subject to the grievance procedure.
A lateral transfer is a change in job assignment within the same salary grade. Because the assignments are in the same salary grade, the same salary range applies. Lateral transfers do not result in a change in salary. There are, however, certain rare situations that may justify salary adjustments, which must be requested in writing and approved in advance by the Manager of Compensation and Classification.
Xref: OPM 411
A demotion is a reassignment from one position to another position in a lower salary grade.
Involuntary demotions may occur if work is eliminated, abolished or reorganized, or if a staff member is unable to perform the work satisfactorily and is involuntarily reassigned. The salary for an individual who is involuntarily reassigned to a position in a lower salary grade will be established by the Manager of Compensation and Classification for the Central/Science Campus, the Senior Compensation Representative in the School of Medicine, or the Director of Library Personnel Services. In no case will the salary exceed the maximum of the new grade.
The salary for an individual, who, for personal reasons, chooses to take a vacant position in a lower salary grade, will be based on previous related experience and internal equity considerations and determined by the Manager of Compensation and Classification, the Senior Compensation Representative in the School of Medicine, or the Director of Library Personnel Services.
Xref: OPM 411
Certain rare and exceptional circumstances may occur from time to time that warrant special salary adjustments. Such adjustments are not part of the normal compensation plan for staff. Requests for special salary adjustments must be made in writing to the appropriate Compensation Representative and require the approval of the Manager of Compensation and Classification.
Additional compensation is appropriate when an individual is assigned, in writing, a major component of a job at a higher salary grade and is held accountable for the full scope of the job on a temporary basis in the absence of another member of the organization. All employees are expected to fill in for vacations and other short-term absences; however, when the temporary assignment exceeds 30 calendar days, additional temporary compensation is warranted. The amount of compensation will typically range between 7 to 15 percent of the employee's current base salary. Requests for additional compensation must be made in advance and in writing to the Compensation and Classification Sections of Human Resources or Library Personnel Services.
Xref: OPM 414 and 417
A former Yale employee who is rehired as a regular employee is not automatically reinstated for privileges and benefits unless returning from layoff. Rehired employees must qualify for privileges and benefits as new hires except that in certain circumstances past service may be counted for pension purposes, for the scholarship plan, and for vacation bonuses.
If a person is rehired into a different job classification, regardless of the length of time since the previous termination, the new starting salary is determined in the same manner as it would be for a new hire.
An employee who has been laid off and who is recalled while on layoff status for the same position in the same department, will receive the previous salary or the minimum of the salary grade, whichever is greater, with full privileges and benefits.
If an employee on layoff status is offered and accepts a voluntary transfer to a different position, the salary will be determined in the same manner as it would be for a new hire.
Xref: PPP 107.4