FAQ for Employees
To view the FAQ in PDF, please click on this link.
What is a merit pay increase?
Merit pay increase is also known as pay for performance. It is a way to reward employees for their strong performance.
How is merit pay increase different from general pay increase?
General pay increase is an across-the-board pay increase for all eligible employees regardless of performance. Merit pay increase is based on performance. The percentage will vary, depending on the rating received on the performance evaluation.
What is a performance evaluation?
It is a formal annual review of your performance. The evaluation period covers October 1 through September 30. Your supervisor is required to provide you with a performance evaluation after the end of each fiscal year.
Although the formal review is held once a year, it is an interactive process that continues throughout the year.
When is the performance evaluation due?
All performance evaluations must be completed within 30 days of the evaluation date. The evaluation date for all staff employees (exempt and non-exempt) is October 1.
What happens if my evaluation is not yet completed by the due date?
If your evaluation is not received by Human Resources Services by October 31, the senior administrator will be informed. If it is not completed within an additional 15 days, the administrative officer will be informed. Please do not hesitate to reach out to your supervisor to see when the evaluation meeting could be scheduled.
If you are due for a merit pay increase and your evaluation was received late by Human Resources Services, you will receive your pay increase retroactive to October 1.
How should I prepare for my upcoming performance evaluation?
Your supervisor will request that you to send a self-assessment evaluation (a list of goals and accomplishments) prior to preparing your performance evaluation. This is a great opportunity to allow you to contribute to the performance discussion. Your self-assessment can help you reflect on your performance over the past year and to document your accomplishments and their impact on your department. It is also an opportunity to address your resource and development needs and set goals for the next fiscal year.
When you describe your work and accomplishments, be specific about how it supported the overall goals of the department, unit and division. It is also important to review your job description to ensure it reflects your current responsibilities.
What type of performance rating can be given to employees?
Employees can receive distinguished, commendable, competent, needs improvement, or unsatisfactory. Please view this link for more information on each rating.
What if I disagree with my performance evaluation rating?
You may write a letter of appeal to your supervisor, with a copy to the unit or senior administrator, and Human Resources Services within ten days of receiving the evaluation. Your supervisor will meet with you to discuss the appeal to make it an interactive process. Your supervisor will then notify you of the final decision (after discussions with the senior administrator and Human Resources Services). If your rating remains unchanged, your appeal letter will be attached to your performance evaluation.
What if I transferred to a new department during the middle of the performance period?
Your current supervisor will contact your former supervisor to provide input on your performance.
What if my supervisor left during the middle of the performance period?
Your new supervisor will seek input from the previous supervisor. They may also review documentation in the files. If your previous supervisor no longer works at the University, your new supervisor will contact the previous supervisor’s direct supervisor to see if any input can be provided.
I just started one month ago. Am I eligible for a merit pay increase?
Employees must complete their probationary period in order to receive a merit pay increase.
How will the amount of merit pay increase be determined?
It will depend on the rating you received on your performance evaluation. If you receive a needs improvement rating or unsatisfactory rating, you are not eligible for a merit increase. If you receive other ratings, then you will be eligible for a merit pay increase. However, there are some important notes:
1) Salaries for competent performers cannot exceed the midpoint. The link to the salary pay schedule can be found here.
2) Commendable and distinguished performers can progress to the maximum of the range.
3) Commendable performers will not be rewarded as high as distinguished performers.
The President announces the average merit pay increase. For the FY 2018 performance period, the President announced an average of two percent. This means that the merit increases by division should not exceed an average of two percent. The administrative officer (such as Provost and Vice-President) will work with the senior administrators and Human Resources Services to ensure that the average of merit pay increases across the division equals to two percent.
What is the maximum allowable merit increase?
It depends on the average merit increase. For the FY 2018 performance period, the maximum allowable merit pay increase is four percent.
What if I am already at the maximum salary in my range?
You cannot go over the maximum salary in the pay range. If you receive a commendable or distinguished rating, your supervisor may provide you with an one-time bonus instead.
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