HUMAN RESOURCES

Effective Date: 12/19/00
Portions Updated: 10/1/05

Policy Statement 9: Salary Administration

General Pay Policy

The University uses the salary plan established by the Office of State Personnel and controlled by the State Personnel Commission for all employees who are subject to the State Personnel Act. According to the plan, a salary range is assigned to each position classification and this represents the total allowable compensation permitted for that particular class for full-time employment, regardless of the source or amount of funds available. An employee being paid for full time employment shall not receive additional compensation for additional work performed for the University except as provided under additional employment and overtime policies. (See Policy Statement 2 Pages 12 .)

The Office of State Personnel publishes the State Salary Schedule which is distributed throughout the University by the Department of Human Resources as changes occur.


State Salary Schedule

  1. Salary Grade

    A number assigned to a salary range by the Office of State Personnel that identifies the position classification title for pay purposes.

  2. Salary Range

    The minimum and maximum amount that may be paid to an employee working in a classified position. The salary range consists of a hiring rate or entry level, minimum permanent rate, mid-point, and maximum.


New Employees

  1. The hiring rate of pay for a class shall normally be paid to a qualified new employee.

  2. When a special entry rate has been authorized by the Office of State Personnel, that rate may be paid to a qualified new employee if the University has adopted the special entry rate for that particular classification.

  3. The rate of pay for a new temporary employee will normally be an hourly rate equivalent to the hiring rate of the pay grade for the job's classification. Salaries above the hiring rate for temporary employees will be administered consistent with the policy statement for permanent employees.

  4. The employee's beginning salary may be above the hiring rate or applicable special entry rate depending upon the circumstances involved. Such a request must be justified in the Comments Section of the ECU-One Form or in an attached memorandum. Generally, up to 5% above the minimum rate may be considered for each qualifying year of directly related experience or education above the minimum requirements. This may occur when:

    1. There is a tight labor market and few qualified candidates are available.

    2. All major recruitment sources have been exhausted.

    3. The candidate selected possesses exceptional qualifications above the minimum requirements.

    4. The department and division heads have considered any apparent salary inequities that might be created.

    5. Sufficient salary funds are available to pay the higher rate and sources have been identified in advance of hiring decision.

  5. A new employee hired with a trainee appointment will be paid at the trainee hiring rate unless the employee possesses sufficient additional education or experience to qualify for a higher rate. (See Trainee Progression below.)

Probationary to Permanent Appointment

  1. Upon satisfactory completion of the probationary period (See Policy Statement 2 Page 7.) when employed at the hiring rate, the employee's salary will be increased to the minimum rate of the salary range effective the first of the following month.

  2. In exceptional cases requested and documented by the Department Head and approved by the Division Vice Chancellor and the Department of Human Resources, an increase above the minimum may be justified upon successful completion of the probationary period.

  3. If the employee is hired initially at an authorized special entry rate, in exceptional cases requested by the Department Head and approved by the Vice Chancellor, the employee's salary may be increased by 5% above the special entry rate upon successful completion of the probationary period.

    Special Note: No exceptional case request should be made without full consideration taken of: 1) work unit equity, 2) the employees training and experience, and 3) other salary related considerations.

Trainee Progression

  1. During a trainee appointment (See Policy Statement 2 Page 8.) an evaluation of the employee's performance and progress on the job is to be made at specific intervals as defined prior to employment and outlined by the Office of State Personnel for the trainee progression toward the respective classification.

  2. Salary increases will be issued at the specific intervals upon recommendation by the Supervisor and Department Head. Salary adjustments may be either advanced or delayed depending upon the progress of the employee. It is the responsibility of the Supervisor and Department Head to submit an ECU-One Form to the Department of Human Resources indicating the employee's progress and recommending a salary adjustment or requesting a delay.

  3. Once the employee meets the education and experience requirements for the position classification, his/her appointment will change to permanent and the salary will be adjusted to the minimum rate of the range. This can occur only when the job performance demonstrates achievement of duties, knowledge, and skills at the level of the classification as verified by individual job audit and indicated on the ECU-One Form.


Promotion

  1. Permanent Promotion

    1. Salaries at the hiring rate shall be increased to the new hiring rate.

    2. Salaries at the minimum rate or within the range:

      (1) The salary shall be increased to the new minimum rate of the grade to which promoted or by 5% whichever is larger. Exception: If the employee's salary is above the maximum as a result of a prior reallocation down, no increase can be given but the salary may remain above the maximum.

      (2) If it is determined that a salary increase of more than 5% is justified, with the exception of (3) below, the new salary rate may be determined in accordance with the following guidelines:

        (a) Up to 5% for each grade provided by the promotion if promoted to a position within the same classification series or occupational group, or

        (b) Policy for Starting Salary for New Employees above the hiring rate (See Statement 9 Page 1).

      In all cases, the amount of increase shall be determined consistent with the employee's related training and experience and the nature and magnitude of the change in jobs, and taking into consideration prior performance increases, work unit equity, and any other salary related considerations.

      (3) If an employee has been reduced to a lower salary grade through demotion, reassignment, reallocation or salary range revision, but without a corresponding reduction in salary, and within twelve months of the reduction the employee is promoted:

        (a) The employee is not entitled to a promotional increase unless the promotion is to a grade higher than the grade held prior to the reduction.

        (b) If promoted to a higher grade, the number of grades in the original reduction shall be considered to have been compensated and shall not be considered in setting the salary.

      (Example: If reassigned to a lower grade with no change in salary and promoted back to the prior level, the salary shall remain unchanged and treated as if the reassignment had not occurred. If promoted back to a level higher than before the reassignment, the salary may be established in accordance with the policy for Starting Salary for New Employees above the hiring rate (See Statement 9 Page 1), or if the salary is established in accordance with 1. b. (2) (a), the difference in the grade before the reassignment and the new higher grade will be the basis for determining the promotional increase.)

    3. If an employee is promoted from a class for which there is no special entry rate into a class which has a special entry rate, the employee's salary may be increased by the amount of the promotional increase plus the dollar difference between the hiring rate and the special entry rate authorization.

    4. If the desired amount of increase is not given on the effective date of the promotion, an additional increase(s), up to the full allowable amount, may be given at a later date(s) on a current basis. Additional increases are limited to two occurrences after the initial promotional increase and must be awarded within twenty-four months of the original effective date of the action. If a subsequent promotion, reallocation up or down, demotion or reassignment occurs, this cancels the authorization to grant additional increases as a result of the previous promotion.

      If increases are to be given at later dates, a notation must be entered on the ECU-One Form stating the reason the increase is being delayed and showing the dollar amount of the allowable increase, the amount given, and the balance that may be given later. The ECU-One Form submitted later must state "Promotional Increase" in the Comments Section, which will denote that this is a delayed increase.

      It will be the responsibility of the department to insure that delayed increase requests are submitted to the Department of Human Resources within the specified twenty-four month period.

    5. For promotion to another position, the employee must possess at least the minimum education and experience requirements, or equivalent, as set forth in the class specifications.

  2. Temporary or Acting Promotion

    It is the policy of East Carolina University that Temporary or Acting Promotions will be allowed as requested by department management for durations of no less than three months and no more than twelve months. Such requests shall be made on the ECU-One Form and must include written justification regarding the circumstances of the request. These actions will also require an updated application on the affected employee.

    When an employee is placed in an "acting" capacity one of the following may occur:

    1. The employee may be placed in the higher level position (if vacant) with an understanding that he/she will return to the former position and salary when the position is filled.

    2. A salary adjustment may be given in the present position with the understanding that the salary will be decreased when the "acting" capacity terminates. The department must indicate in the Comments Section of the ECU-One Form the position number and classification for which the employee is serving in an "acting" capacity and the expected duration of the "acting" capacity.

      The provisions for salary increases for permanent promotions shall apply.

      The amount of promotional salary increase shall be determined by the degree of assumption of the higher level duties.


Demotion/Reassignment

  1. A demotion or reassignment is a change in status to a position assigned a lower salary grade. If the change results from a disciplinary action, the action is considered a demotion. If the change results from a mutual agreement between the employee and employer (e.g., choice of the employee; organizational needs, such as reorganization or reduction in force; or other mutually agreed upon arrangement), the action is considered a reassignment.

  2. When the employee's current salary falls within the range of the lower class, it may remain the same or be reduced to any salary in the lower range. Exception: when an employee is promoted or reallocated upward and subsequently demoted, reassigned, or reallocated downward to any lower class within one year, the following shall apply:

    1. If to the same grade level before the promotion or reallocation, the salary shall revert to the salary being paid before the promotion or reallocation plus any increases that would have been given had that promotion not occurred.

    2. If to a level higher than held before the promotion or reallocation occurred, the salary shall revert to a salary that is permitted by the Promotion or Reallocation Policies, as though the previous promotion or reallocation had not occurred.

    3. If to a level lower than held before the promotion or reallocation occurred, the salary shall be set in accordance with (a.) above but not to exceed the maximum.

  3. If the employee's current salary is above the maximum of the range for the lower class, the salary shall be reduced at least to the maximum of the lower range.

  4. If a demotion or reassignment is made to a position within the same classification series or occupational group, the employee automatically qualifies. However, if a demotion or reassignment is made to a different classification series or occupational group, the employee must meet the minimum education and experience requirements, or their equivalent, as set forth in the class specification.

  5. Demotions or reassignments shall be made effective on the date the employee assumes the duties of the new position or on the first day of the pay period nearest to that date.


Lateral Transfer

A lateral transfer is the movement of an employee from one position to another position within the same salary grade. The annual salary rate will remain unchanged.


Reinstatement Following Break in Service

  1. Reinstatement is the reemployment of a former permanent employee who had a break in service within the past five years. A break in service occurs when an employee is in a non-pay status for more than thirty-one calendar days because of resignation, dismissal, retirement, or reduction in force. Periods of leave without pay do not constitute a break in service.

  2. Although the employee is eligible for reinstatement to permanent status, the department head may choose to offer reemployment with a probationary appointment. The employee will meet all requirements of the probationary period the same as for original appointments.

  3. When an employee is reinstated within one year from the separation date to the same classification level, the new salary is determined by adjusting the previous salary of that individual by any legislative increase or other general adjustment in level which has occurred since the separation. If reinstated to a higher or lower classification level, the adjusted previous salary becomes the basis for determining the new starting salary in accordance with the policies on promotion or demotion as is appropriate. A salary lower than allowed above may be paid; however a higher salary may not be paid unless it is justified by intervening employment.

  4. When an employee is reinstated after one year from the separation date, the new salary may be determined as above or as a new appointment and justified accordingly when required.


Reallocation

Reallocation is the assignment of a position to a different job classification, documented through data collection and analysis according to customary professional procedure and approved by the Office of State Personnel. Reallocations are effective on the first day of the pay period.

  1. When an employee's position is assigned to a higher salary grade as a result of reallocation, subject to the division's prior determination of funds availability and satisfactory employee performance, salary increases, not to exceed the maximum of the range, may be given in accordance with the following:

    1. Salaries at the hiring rate shall be increased to the hiring rate for the new salary range.

    2. Salaries at the minimum rate shall be increased to the minimum rate for the new salary range and may be increased further in accordance with (c.) below.

    3. Salaries within the range: If it is determined that a salary increase is justified, with the exception of (3) below, the salary shall be established as follows:

      (1) Up to 5% for each grade provided by the reallocation, if reallocated to a position within the same classification series or occupational group.

      (2) In accordance with the policy for Starting Salaries for New Employees above the hiring rate (See statement 9, page 1.)

      In all cases, the amount of increase shall be determined consistent with the employee's related training and experience and the nature and magnitude of the change in jobs, and take into consideration prior performance increases, work unit equity, and any other salary related considerations.

      (3) If an employee has been reduced to a lower salary grade through demotion, reassignment, reallocation or salary range revision, but without a corresponding reduction in salary, and within twelve months of the reduction the employee is reallocated:

        (a) The employee is not entitled to a reallocation increase unless the reallocation is to a grade higher than the grade held prior to the reduction.

        (b) If reallocated to a higher grade, the number of grades in the original reduction shall be considered to have been compensated and shall not be considered in setting the salary.

      (Example: If reassigned to a lower grade with no change in salary and reallocated back to the prior level, the salary shall remain unchanged and treated as if the reassignment had not occurred; or if reallocated back to a level higher than before the reassignment, the difference in the grade before the reassignment and the new higher grade will be the basis for determining the reallocation increase.)

    4. Salary increases within the range are optional and, if recommended, should be given on the effective date of the reallocation. If the desired amount of increase is not given on the effective date because of unavailable funds, equity considerations or performance, the increase(s), up to the full allowable amount, may be given at a later date(s) on a current basis. Total increases are limited to three occurrences and must be awarded within twenty-four months of the original effective date of the action. If a subsequent promotion, reallocation up or down, demotion or reassignment occurs, this cancels the authorization to grant additional increases as a result of the previous reallocation.

      If increases are to be given at later dates, a notation must be entered on the ECU-One Form stating the reason the increase is being delayed and showing the dollar amount of the allowable increase, the amount given, and the balance that may be given later. The ECU-One Form submitted at a later date must state "Reallocation Increase" in the Comments Section, which will denote that this is a delayed salary increase.

      It will be the responsibility of the department to insure that delayed increase requests are submitted to the Department of Human Resources within the specified twenty-four month period.

  2. When an employee's position is assigned to a lower salary grade, one of the following options will apply:

    1. When reduction in level of the position results from management's removal of duties and responsibilities from the employee because of change in demonstrated motivation, capability, acceptance of responsibility, or lack of performance, the effect is the same as a demotion and the salary must be reduced at least to the maximum as required by the policy on demotion.

    2. When reduction in level of the position results from position redesign because of management decisions on program changes, reorganization, or other management needs not associated with the employee's demonstrated motivation, capability, acceptance of responsibility or lack of performance, the salary of the employee may remain above the new maximum. No further increases, other than legislative increases, may be granted as long as the salary remains above the maximum.

  3. When a position is reallocated to a job classification at the same grade level, the employee's salary shall remain unchanged.


In-Range Salary Adjustments

It is the policy of East Carolina University, subject to the availability of funds, to permit in-range salary adjustments for employees in permanent positions to: (1) recognize permanent and significant job changes; (2) resolve bona fide inequitable salary relationships; and/or (3) respond to unique labor market conditions. An in-range salary adjustment is defined as an increase in an employee's salary within the current salary range for the position grade. Increases for in-range salary adjustments are limited to a maximum of 10% within a 12-month period and shall not create salary inequities.

Definitions

  1. Job Change

    Permanent and/or temporary changes of a significant nature, in duties and responsibilities which are at a higher level, but are not substantial enough to justify a higher salary grade through reclassification. These exceptional situations must be fully documented by position descriptions and workplans. The review process for considering a job change for an in-range salary adjustment is directly related to the reclassification process. Therefore, a position will be considered for reclassification first and if determined to be correctly classified, may be considered for an in-range salary adjustment if, in the opinion of the analyst, the job change is so substantial that the employee's compensation level is not reasonable.

  2. Equity

    Equity adjustments are appropriate to establish equitable salary relationships among employees performing the same and/or similar type and level of work in related work units. Education, skills, related work experience, length of service, and performance are considerations in determinig inequitable situations. While a work unit is typically the organizational work unit or department, employees across the organization may be considered for purposes of equity analysis when the salaries and work performed of employees are closely related to each other.

    While most adjustments occur among employees in the same or related clssifications in the same work unit, it may be appropriate to consider salary relationships among employees at different classification levels in a class series or occupational group or among employees in employee/supervisor relationships.

    Equity adjustments are used to more evenly distribute salaries of employees with essentially the same background and performance level.
    1. Employees in the same or similar classification are relatively equal when considering the equity factors (education, skill, related work experience, length of service and performance level) but whose salaries differ by more than 10%; and,
    2. Situations where employees have approximately equal salaries but whose salaries should differ by more than 10% when the equity factors are considered; or,
    3. Situations where employees are more than 10% below their appropriate salary based on consideration of all the equity factors in relation to other employees.

    Employees with the most significant salary differences should receive review and, if determined appropriate, salary adjustments first unless the performance level of the employee is an issue.

  3. Labor Market

    Demonstrated turnover due to market or other conditions that may affect retention. To qualify for labor market consideration, the position's duties must be key to the accomplishment of East Carolina University's mission. The knowledge, skills and abilities required of an incumbent must be shown to be clearly identified as difficult to recruit, or the occupational group is acknowledged by the Office of State Personnel as having a critical labor market shortage.

Procedures

  1. The department head should, in consultation with the unit head or Vice Chancellor, identify situations to recognize permanent significant job change, resolve bona fide inequitable salary relationships, and/or respond to unique labor market conditions based on the above definitions.

  2. The department head may call the Director of Classification and Compensation or the Personnel Analyst representing his or her division to discuss the situation and the best approach to use in dealing with it. This will allow the Classification and Compensation unit to recommend the most appropriate approach to the position review. For example, should the position be submitted for reclassification or in-range; and, if in-range, should the request be based on job change, labor market or equity?

  3. If it is determined that the situation should be considered for in-range, the department should complete the In-Range Salary Request Form. The explanation on the request should contain:

    1. Job Change

      (1) Summary of job changes;

      (2) Whether the change is permanent or temporary (and estimated ending date if temporary);

      (3) Reason for the job changes (i.e. new programs, loss of staff, etc.);

      (4) Justification for percent increase requested (1 - 10%); and

      (5) A current position description (PD102-R or PD-OSS-93).

    2. Equity

      (1) Summary of conditions creating the salary differential addressing the definition given above;

      (2) The employees to whom a comparison is being made in the unit in the same classification or closely related classes causing the inequity;

      (3) The known education level of the employees identified (application on file may not include all formal education if received after the original employment);

      (4) Justification for percent increase requested (1 - 10%); and

      (5) Confirmation that this adjustment will not create other inequities within the department or unit.

    3. Labor Market

      (1) Summary of recruitment/retention conditions that support this request (i.e. turnover, difficulty in recruiting; or enhancing retention of a specific employee);

      (2) Is this position key to accomplishing the mission of the department and are the skills and abilities difficult to recruit?

      (3) Other conditions supporting this request, such as achievement of additional qualification, such as degree, certification, licensure, etc. that make an employee more valuable in the marketplace;

      (4) Have other human resources policies/actions (such as reallocation, salary range revision, special entry rate) been considered and were not feasible?

      (5) Salary, from the market data (salary surveys, etc.) necessary to resolve this situation (the Classification and Compensation unit of Human Resources can serve as a resource in gathering salary survey and labor market data.);

      (6) Percent increase needed to add to current salary to reach the salary that market data indicates (1 - 10%); and

      (7) Other management considerations.

  4. The request should be forwarded to the appropriate Vice Chancellor (Division Office) for endorsement. The Vice Chancellor is responsible for determining overall priorities for his or her division considering all salary administration policies (new appointment, promotion, reallocation, salary range revision and special entry rate), determining availability of funding and for assuring that the In-Range Salary Adjustment Policy is implemented in a fair and consistent manner within the division. The Vice Chancellor will be asked to prioritize the in-range requests on a monthly basis along with the requests for reclassification. Requests for in-range salary adjustments based on equity are limited to10% (rounded to next whole FTE) of the total FTEs established for SPA positions per division (but no less that 1 FTE regardless of division size).

  5. The Vice Chancellor's Office must identify the source of funds and should forward the in-range requests (like reclassification requests) to the Budget Office to ensure that funds are available. The Budget Office is responsible for reviewing any related budget transfer required to implement a proposed in-range salary adjustment and ensuring that it complies with sound fiscal management practice. Funding for in-range salary adjustments will be restricted to the following:

    1. Funding will be permitted from permanent salary funds that are available within the 1210 or 1110 object codes. These funds (salary reserve dollars) are created when vacant positions are filled for less than the budgeted amount. Also, permanent salary funds can be created by abolishing a portion or a whole FTE position, in either a SPA - 1210 or EPA Non-Teaching - 1110 line.

      Note: EPA Teaching Salary lines (1310) are restricted to that object code and can be used to support teaching salaries only. Likewise, one-time recurring lapsed salary dollars created when positions are left vacant cannot be used to support permanent salary increases.

    2. All in-range salary adjustments must be provided from funds available within the budget code and funding sources where the position is currently funded. Budget code funding for positions cannot be changed just to accommodate in-range salary adjustments.

      Due to overall scarcity of operating funds, current operating funds (current services, supplies, fixed charges, capital outlay) may not be used to fund in-range salary adjustments with the exception of special situations or circumstances that have prior written approval of the Chancellor. It will be the responsibility of the Vice Chancellor's Office to present such instances to the Chancellor's designee for his written approval before completing the necessary steps in this process beyond the divisional level. Exceptions will be considered where it can be demonstrated that a managerial action has been implemented which creates permanent excess operating funds.

  6. The Budget Office will forward requests for in-range salary adjustments back to the Vice Chancellor's Office noting approval or disapproval.
  7. The Director, Classification and Compensation or the appropriate Personnel Analyst will review the request; notify the Vice Chancellor's Office verbally of the results of the review; and, where appropriate, process the in-range salary adjustment notifying the employee/department/division in writing of the results of the review and the effective date of the salary adjustment.
Other than an allegation that decisions were based on discrimination, decisions made relative to the In-range Salary Adjustment Policy are not grievable.

[Revised October 1, 2005]


Salary Range Revision

In the event it is determined by the Office of State Personnel that State salaries are not properly aligned with the public or private sector of the economy, the salary grade for a particular job class may be revised up or down. This action is referred to as a salary range revision to provide current and competitive salary rates for the recruitment and retention of employees.

  1. When a classification is assigned to a higher grade as a result of changes in the labor market subject to the availability of funds and satisfactory employee performance, salary increases, not to exceed the maximum of the range, may be given in accordance with the following:

    1. Salaries at the hiring rate will be increased to the new hiring rate.

    2. Salaries at the minimum rate will be increased to the minimum rate of the new range, and may be increased further in accordance with c. below.

    3. Salaries within the range do not have to be increased, but if funds are available and where appropriate, individual salary increases of any amount may be considered, but the total cannot exceed the dollar amount provided by the difference in the minimum salaries of the old range and the new range. Salary equity within the work unit must be maintained and other management needs must be given consideration when making such requests.

      However, if an employee has been reduced to a lower salary grade through demotion, reassignment, reallocation or salary range revision, but without a corresponding reduction in salary, and the employee's position is later assigned to a higher grade as a result of salary range revision, the number of grades in the original reduction shall be considered to have been compensated and shall not be considered in the above salary setting procedure.

      If the reduction in grade occurred as much as twenty-four months previously, a salary increase may be considered within the provisions of this policy. The need to maintain equity of salaries within the work unit must be a major consideration.

    4. When a range revision occurs but the entry rate remains the same because of a previously existing special entry rate, no additional salary increases are allowed if the employee received the increase authorized by the special entry rate.

    5. Salary increases within the range are optional and, if recommended, should be given on the effective date of the salary range revision. If the desired amount of increase is not given on the effective date because of unavailable funds, equity considerations or performance, the increases(s), up to the full allowable amount, may be given at a later date(s) on a current basis. Total increases are limited to three occurrences and must be awarded within twenty-four months of the original effective date of the action. If a subsequent promotion, reallocation up or down, demotion or reassignment occurs, this cancels the authorization to grant additional increases as a result of the previous salary range revision.

      If increases are to be given at later dates, a notation must be made on the ECU-One Form stating the reason the increase is being delayed and showing the dollar amount of the allowable increase, the amount given, and the balance that may be given later. The ECU-One Form submitted at a later date must state "Salary Range Revision Increase" in the Comments Section, which will denote that this is a delayed salary increase.

  2. When a classification is assigned to a lower grade as a result of a salary range revision, the employee's salary may remain unchanged as long as the employee continues to occupy the same position or is in the same classification.


Special Entry Rates

When critical recruitment or employee retention problems are officially recognized by the Department of Human Resources, but salary range revisions are not necessary, feasible or practical (i.e., when range minimums are not competitive, but maximums are adequate), the Office of State Personnel may authorize a higher Special Entry Rate. Departments experiencing recruitment and retention difficulties may request through the Division Vice Chancellor to adopt Special Entry Rates for specific classifications. This request would then be forwarded to the Department of Human Resources for review and approval. When Special Entry Rates are approved for special classifications, salary increases, not to exceed the maximum of the range may be given in accordance with the following:

  1. Salaries below the approved Special Entry Rate shall be increased to the Special Entry Rate and may be increased up to the dollar amount authorized above the hiring rate.

  2. Salaries at or above the Special Entry Rate may be increased by the dollar amount authorized above the hiring rate. If funds are not available, but become available at a later time, increases may be given on a current basis. Total increases are limited to three occurrences and must be awarded within twenty-four months of the original effective date of the action. If a subsequent reallocation up or down, promotion, demotion or reassignment occurs, this cancels the authorization to grant additional increases as a result of the previous Special Entry Rate authorization.

  3. If a higher Special Entry Rate is authorized for a class that already has a Special Entry Rate, the employee may receive an increase up to the dollar amount difference between the two Special Entry Rates.

  4. Salary increases shall not be given to employees whose performance or personal conduct is not at a satisfactory level.

  5. In order to avoid inequities, it is important for Departments and Divisions to study all salaries of employees occupying positions within the classification, considering relevant training and experience, prior to recommending salary increases.


Longevity Pay

All permanent employees who are subject to the State Personnel Act, working at least 20 hours per week, and who have served at least ten years with the State of North Carolina will automatically receive longevity pay each year on their Longevity Anniversary Date which is determined by the total years of permanent State service. Longevity pay will amount to a percentage of the employee's annual rate of pay based upon the length of Total State Service. The longevity pay rate is 1.50 percent for those with 10 but less than 15 years, 2.25 percent for those with 15 but less than 20 years, 3.25 percent for those with 20 but less than 25 years, and 4.5 percent for those with 25 or more years of service. This type of pay is not considered a part of the annual base salary for classification and pay purposes, nor is it to be recorded in personnel records as a part of the annual base salary.

An employee who is otherwise eligible for longevity pay and who terminates employment before the date on which the next annual payment is due may receive a prorated amount earned toward the next payment.

Longevity pay must be included in the regular rate when computing overtime pay under the Federal Wage and Hour Policy. To determine the amount of longevity payment for overtime, the following procedure will be followed: At the end of each calendar year, the Department of Human Resources and Payroll Department will determine the sum amount of overtime paid during the year and will adjust for payment any additional amount that is due based upon longevity paid to the employee. For example: The employee is paid $400 in overtime pay for the calendar year ending December 31. Assuming that the employee received longevity pay at a 4.5% rate ($400 x 4.5%), the additional amount of overtime payment would amount to $18.


Holiday Premium Pay

  1. Employees who are subject to the State Personnel Act and who are required by the University to work on a state holiday shall be given, in addition to regular salary, premium pay equal to one-half of regular straight time pay determined on an hourly basis.

  2. In addition, permanent employees will receive equal time off at a later date on an hour for hour basis for each hour worked on the holiday.

  3. Employees will not work on any of the designated holidays except when services are essential for operation of the University. The department head must have acquired approval from their respective Vice Chancellor for an employee to work on a holiday. Holiday premium pay is in addition to any overtime pay due.

  4. If and when a work shift does not coincide with the holiday, the time when the shift begins closest to midnight will set the hour limits of the day for purpose of computing premium pay. For example, if shifts change at 11:00 p.m., the holiday period will begin at 11:00 p.m. the night before and end at 11:00 p.m. on the night of the holiday.

  5. It is important to note that the State policy limits each paid holiday to eight hours per workday. This means that if any employee should work more than eight hours on any designated holiday, payment of holiday premium pay cannot exceed the eight hour limit.

  6. It is the intent of this policy to include temporary employees, with the exception that temporary employees do not receive equal time off for time worked on the holiday.


Shift Premium Pay

  1. Additional compensation will be paid to employees who perform jobs on an evening or night shift subject to the following restrictions:

    1. Employed in a non-medically related job that does not exceed Salary Grade 69. However, persons employed in data processing jobs will be exempt from the Salary Grade maximum.

    2. Employed in a medically related job that does not exceed Salary Grade 75. However, there is an exception for those in the occupational areas of nursing, anesthetist, physician extender and pharmacist who are exempt from the salary grade maximum.

  2. Employees who occupy positions which are scheduled on a regular, recurring basis to work on shifts in which more than half of the working hours occur between 4:00 p.m. and 8:00 a.m. are eligible for shift premium pay.

  3. Employees who are required to substitute for an absent employee in which more than half of the working hours occur between 4:00 p.m. and 8:00 a.m. are eligible for shift premium pay. Temporary assignment of a position and/or an employee to an evening or night duty does not make the employee eligible for shift premium pay.

  4. The shift premium pay for any one shift shall apply to all hours worked by an eligible employee although all hours worked during that shift may not fall within the stated time period. Shift premium pay cannot be paid for non-work hours such as vacation leave, holidays, sick leave, jury duty, and military leave. However, shift premium pay is due in addition to holiday premium pay when both are applicable. When shift premium pay is due and overtime is worked, it will be combined with the regular hourly rate of pay for compensation of overtime pay.

  5. All eligible employees shall receive shift premium pay at the rate of ten percent (10%) of the regular hourly salary rate. It is important to note that shift premium pay must be included in the calculation of the regular hourly rate of pay for the purpose of computing overtime.


Overtime Pay

All employees who are classified as non-exempt under the Federal Fair Labor Standards Act (FLSA) shall receive compensatory time off or overtime pay at the rate of time and one-half for all time actually worked in excess of 40 hours per calendar week. It is University policy to give compensatory time off in lieu of pay when it can be arranged subject to the provisions of the federal law. The compensatory time off must be taken within 12 months from the date the overtime is performed. If this cannot be arranged, the employee must be paid. Overtime worked shall be recorded and compensated in units of one-tenth of an hour. It is the responsibility of the department head to determine whether the employee will be given compensatory time off or paid for the overtime. If it is determined that the employee is to be paid for the overtime, the Department Head must acquire approval in advance from their respective Vice Chancellor before the employee proceeds to work the overtime.


Emergency Call-Back Pay

  1. All permanent SPA employees who are classified in the technical, clinical and sub-professional classes that on occasion require that they be called back for work outside of normal work hours because of an emergency may receive additional compensation known as emergency call-back pay. However, the Department Head must make arrangements in advance with the Department of Human Resources that would allow payment of emergency call-back pay to employees when it is anticipated that there may be a future need for emergency services. The emergency call-back pay policy will not apply to employees who are exempt from the Federal Fair Labor Standards Act.

  2. Emergency call-back pay may be defined as straight-time pay paid for emergency services performed outside of regularly scheduled hours. Time on call-back will begin when the employee is notified to leave his or her place of residence for travel to the work site and will end when the emergency work is completed. If the employee does not depart immediately to report for emergency call-back, the Department Head shall determine a reasonable amount of time for travel that should be considered as compensable. It is a State policy that the employee be guaranteed a minimum two hours pay where there is an emergency call-back. For example, if a Plumber was called back to take care of an emergency and it required only 1-1/2 hours for repairs to be made, the University would pay for 2 hours (1-1/2 actual work time plus 1/2 hour paid non-work time). In the event it required 2 hours or longer for emergency repairs to be completed, the employee would be paid for the actual time worked.

  3. An emergency is an occurrence where the employee's services are immediately required that were not previously planned or scheduled. If an emergency should occur near or at the end or beginning of a scheduled work period and it is necessary that the employee remain on the job beyond the normal quitting time, this is not an emergency call-back. However, the employee should be given credit for actual time worked as a part of the total hours worked during the workweek.

  4. If an employee is due to receive emergency call-back pay and is eligible to receive shift or holiday premium pay, he/she shall also receive the premium pay that would be in addition to the emergency call-back pay.

  5. Actual work time performed during an emergency call-back will become a part of the total hours worked for overtime purposes. This means that if an employee should work more than 40 hours during a workweek because of an emergency call-back, overtime pay at the rate of one and one-half time will override emergency call-back pay for actual hours worked. At the same time, the employee will be guaranteed a minimum two hours pay at straight time for non-work hours allowed under the emergency call-back pay policy. For example, if an employee is called back to perform emergency repairs that require 1-1/2 hours to complete and when this is in addition to 40 hours worked during that same workweek, it would be paid as follows:

    1. Straight-time pay for 40 hours (regular salary),

    2. Overtime pay at the rate of time and one-half for 1-1/2 hours, and

    3. Emergency call-back pay for 1/2 hour at straight time (guaranteed minimum 2 hours pay).

    In the event there is an emergency call-back that requires two hours or longer and when this is in addition to the regular 40 hour workweek, the employee would receive overtime pay in lieu of emergency call-back pay.


Legislative Salary Increase

The N.C. General Assembly may consider and grant a legislative salary increase for State employees usually effective on July 1; however, the amount and type of increase may vary from year to year.


Deadlines for Salary and/or Personnel Changes

  1. The Payroll Department will provide a monthly schedule of payrolls to each University Division for informational purposes. This schedule will also include deadlines for Personnel Actions to be submitted to the Department of Human Resources.

  2. All employee transmittal documents (ECU-One Form) must arrive in the Department of Human Resources by the month's published deadlines. All benefits forms and/or changes must be completed by permanent employees at the Department of Human Resources on or prior to the payroll cut-off date.

  3. Temporary employees will be paid on the semi-monthly payroll. The same deadlines must be met for temporary employees as for permanent employees.

  4. Any unit having an employee whose pay check must be adjusted because of overdrawn leave, absences from work, or early termination of employment, must notify the Payroll Department with a carbon copy going to the Department of Human Resources by the payroll deadline.

  5. Administrative division heads should notify all new EPA employees that they are required to report to the Department of Human Resources to complete benefit and tax forms prior to being placed on payroll.