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What is a Job Audit?
A request by the Office of Compensation Management (OCM) to conduct an audit of a position often raises concern or creates anxiety for the employee and, perhaps, even with the supervisor. The goal in this webpage is to provide the employee and supervisor with basic information about the job audit so that the process may be productive for everyone. Conducting an on-site audit of the position is one of the best ways to insure that the OCM has the facts about the position. It is also one way for the employee and the supervisor to be involved in the classification process.

Position classification at the University of Virginia is a management initiated process. After the OCM has received a request for review of a position from management, it may be determined that further information is needed. This information may be gathered by written or verbal communication with the supervisor. A compensation analyst from OCM may also conduct a job audit to get more information on the actual day-to-day duties of a position. OCM will not audit all positions, only the ones where there is some clarification needed from the written Employee Work Profile.

WHAT IS A JOB AUDIT?

An audit is an informal procedure in which a classification analyst meets with the employee and their supervisor to discuss the position’s current responsibilities. A classification audit is a tool used by compensation analysts to gather information about a position Compensation analysts determine the proper role title, working title, and pay band of positions by comparing actual responsibilities to criteria in published classification standards. They are also charged with determining where a position fits in the hierarchy of jobs at UVA.

Job audits are generally conducted with the following objectives:
  • To clarify/verify the duties/reporting relationships on the employee work profile
  • To see first hand the work process and the department operation
  • To allow the employee and supervisor the opportunity to expand on the duties and responsibilities of the position
WHEN ARE JOB AUDITS DONE?

Job audits are done in a wide variety of situations in which compensation analysts need detailed information about the jobs to make classification determinations. They are often done to help the classification analyst assess significant changes in positions. Some audits may be scheduled in connection with occupation-wide reviews that are prompted by the issuance of new classification guidelines. Sometimes the resolution of various types of concerns and disagreements warrants job audits. The OCM determines when a classification audit is necessary.

HOW IS A JOB AUDIT CONDUCTED?

The compensation analyst will schedule a job audit. A list of preparatory questions will be sent to both the supervisor and the employee. However, the audit won't always be confined to those questions. The employee and the supervisor will have plenty of opportunity to give their views on whatever aspects of the job they feel are important.

Classification audits typically include the following steps:
  • A compensation analyst from the OCM will arrange the date and time of the audit directly with the employee's supervisor.
  • The audit is usually conducted at the employee's work station.
  • The compensation analyst will interview the supervisor first and then the employee. The audit will take about one hour.
  • The employee and supervisor will be asked to explain the duties and responsibilities with particular emphasis on any new duties which have been assigned since the position was last reviewed.
  • Although the employee is involved in the audit, the notification of any decisions on the final classification of the position will be made to the supervisor. The analyst will not discuss possible or probable results of the audit at the onsite visit. The supervisor will be notified of the decision in writing.
WHAT SHOULD THE EMPLOYEE DO TO PREPARE FOR A JOB AUDIT?

  • Review the most recent employee work profile for the position.
  • Be prepared to describe the processes used in the completing the work.
  • Have available examples of the work product or procedure manuals used in the position.
  • Be prepared to explain any recent changes to the position or any since the last review.
  • Make notes of important items you want to convey to the compensation analyst.

ADDITIONAL TIPS FOR EMPLOYEES BEING AUDITED

Remember that the compensation analyst is visiting to learn as much as possible about the job. No one is better equipped than the employee to provide that information.

Even though the compensation analyst has prepared for the audit, he/she will likely be unfamiliar with some terminology, processes, or concepts that you use every day. Being prepared to explain such matters will be very helpful and greatly appreciated.

JOB AUDIT RESULTS

Classification determinations require extensive analysis and audit decisions are made within the established OCM time tables for completion. When a decision is reached, the results will be communicated through supervisory channels.

Potential outcomes of a job audit or any classification analysis are:
  • Determination that the position is classified correctly and that the current role and pay band are appropriate. Changes in job duties, even if significant, do not automatically require a change in pay band.
  • Determination that the job duties of the position are best allocated to a higher role and pay band.
  • Determination that the job duties of the position are best allocated laterally to a different role but in the same pay band.
  • Determination that a position is functioning at a pay band below its current classification.