MEMORANDUM

Academic Division schools and departments should start to prepare requests for the coming quarterly process of reviewing in-band salary adjustments for classified employees.  All Pay Action Request Forms (available at http://www.hrs.virginia.edu/forms/PARform.pdf) must be completed, approved by the appropriate vice president, and received in University Human Resources by Friday, October 1, 2004. The effective date of approved in-band adjustments will be Saturday, October 25, 2004. Pay actions approved with an October 25 effective date will be reflected in employee paychecks on November 16 for semi-monthly paid employees, and December 1, 2004 for monthly paid employees. Approved in-band adjustments for bi-weekly wage employees will be effective for the pay period beginning October 27, 2004, and the increase will be reflected in employee paychecks on November 19, 2004.  Schools and departments may request that an in-band salary adjustment be added to employee’s base pay or approved as a one-time lump sum payment, if permanent salaried dollars are not available.

University Review and Approval Process

An institutional review and approval process for requesting in-band salary adjustments occurs on a quarterly basis with a predetermined effective date as noted in the attached schedule. Vice Presidents have final approval authority on in-band salary adjustments.  Each vice president must review and approve his or her area’s proposed adjustments before sending them to UHR.  UHR representatives review all adjustments and present their findings to obtain final institutional approval.  Managers should not inform employees of proposed adjustments until institutional approvals are granted.  UHR will notify schools and departments during the week of November 1, 2004, whether proposed adjustments have received final institutional approval.  Funding of in-band salary adjustments must come from existing school and department budgets.

Please contact your assigned compensation expert if you have questions:

·         Dave Ripley, Director of Compensation Management (924-4373; dwr@virginia.edu);

·         Jonette Aughenbaugh, Assistant Director-Compensation Management (924-4747; jla9u@virginia.edu); or

·         Angelee Godbold, Assistant Director-Classification Management (924-7154; ag8h@virginia.edu).
 

Attachment

Schedule of Quarterly

Classified In-Band Adjustment Cycles

Quarterly effective dates of in-band adjustment cycles for fiscal year 2004-05 are:  July 25, 2004; October 25, 2004; January 25, 2005, and April 25, 2005.