Salary increases and/or adjustment moneys are dependent on the University’s allocation from the Board of Regents through the State of Georgia legislative appropriations process.

A classified employee (classified employees are defined as benefit eligible employees who are not identified as faculty) must complete his/her six month provisional period before being eligible for promotion, demotion or lateral transfer. In order to be entitled to receive a merit increase, classified employees must be employed a minimum of three months prior to the preparation of the fiscal year budget.

There are typically five types of salary increases and salary adjustments:

1. Merit

The University recognizes and rewards individual performance by awarding merit increases.  A merit increase is a performance-based salary increase.  The funds available for merit increases vary from year to year depending upon budgetary constraints set by state legislators, the University System of Georgia, and identified marketplace and economic conditions.  The University System of Georgia develops merit increase guidelines which establish ranges for individual merit increases based on performance criteria.  Individual departments and supervisors designate how merit increases will be awarded to employees.

2. Market Adjustments

A form of salary increase based on criteria other than merit. This adjustment could be to establish equity within a unit or vice presidential area or an adjustment based on market conditions. The institution does not receive any additional funding for these adjustments and must do internal shifting of moneys whenever these types of salary increases are awarded.

3. Promotions

A promotion is an authorized reasignment 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.

The salary increase for unadvertised promotions should be at least the minimum of the pay grade assigned to the position,  The salary should not exceed the midpoint of the pay grade assigned to the new position.

A promotion is a shift of an employee from one job title or position to another having more responsible duties or involving more skill and generally associated with a higher minimum rate of pay.  An employee who receives a promotion (either by taking on a new job or by reclassifying the employee's current job to a higher salary grade) should receive a salary increase to at least the new pay range minimum when the promotion becomes effective.  Promotions above 10% or the minimum of the new pay range will require justification and OHR approval.  Please note, any additional monies are dependent on the departmental budget.

When an employee is promoted due to applying for an advertised position the employee may receive any amount up to:

a. the minimum of the pay plan
b. the difference between the two pay plan minimums added to his/her current salary/or
c. with HR approval up to the midpoint of the pay plan
d. with Vice President of Division of Business & Finance approval, any amount above the midpoint of the pay plan.

When an employee is promoted due to reclassification the employee receives up to:

a. the minimum of the pay plan
b. the difference between the two pay plan minimums added to his/her current salary/or
c. with HR approval up to 10% above the minimum of the pay plan; requests exceedingt 10% may require USG approval.

The hiring manager must prepare written justification and submit to the divisional Human Resource Business Partner. Criteria for additional money should be based on an employee’s exceptional experience and/or education.

4. Demotions or Lateral Transfers

Demotion

A demotion is when an employee is selected to fill a vacant position with a lower pay grade. Whenever this occurs, Human Resources will determine, in consultation with the hiring manager, a rate of pay at any point from the minimum rate of the new job classification’s pay grade up to the present salary of the employee, provided that the present salary does not exceed the maximum amount authorized for the new job classification.

Whenever an employee is demoted he or she cannot receive a pay increase. The salary rate may also depend on departmental funding and is linked to the vacant position, not the employee's current rate of pay.

Lateral Transfer

A lateral transfer is defined as a movement from one position to another at the same pay grade.  A lateral transfer should not result in a change in salary since the assignments are in the same pay grade with the same salary range.  There are, however, certain rare situations that may justify salary adjustments, which must be requested in writing and approved in advance by the Office of Human Resources.

A lateral transfer is when an employee moves from one position to another position that is on the same pay grade regardless of the title of the new position.

When an employee is moved to a lateral position due to either applying for an advertised position or via the reclassification process the employee may:

a. transfer at his current rate, provided it does not exceed the maximum of the pay grade
b. with HR approval, receive up to the midpoint of the pay plan
c. with Chief Human Resource Officer and Chief Business Officer approval, receive any amount above the midpoint of the pay plan.

The hiring manager must prepare written justification and submit to Human Resources. Criteria for additional money should be based on an employee’s exceptional experience and/or education.

5. Supplemental Pay and Temporary Salary Increases

UWG authorizes supplemental compensationon a case by case basis. All employees are expected to fill in for their co-workers during vacations and other short-term absences.  However, there are times an employee is asked to perform duties outside of their normal scope of responsibility or to absorb work previosuly performed by an employee who has resigned or is on an extended leave of absence.  The supervisor should determine if additional temporary compensation is warranted.  If these duties are ongoing, it may be necessary to provide a temporary supplement to the employee.

The supplement does not become part of the employee's base compensation, and it ceases when the temporary assignment is over.  Supplemental pay generally should not continue for more than twelve (12) months.  The amount of temporary compensation or supplemental pay should typically be up to 10% of the employee's current base salary.  The supplemental pay is subject to approval by the Office of Human Resources and Chief Business Officer.

Requests for supplemental pay must be submitted via internal Supplemental Pay forms available at: https://www.westga.edu/hr/forms/php, under the Payroll tab, heading "Supplemental Pay."

If a position has changed over time or if substantive duties have been assumed that are beyond the scope of what is generally considered for the position, the supervisor in collaboration with the incumbent, should complete a Postion Review Form (PRF).  The PRF should be submitted to the Office of Human Resources for review.