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U.Va. Human Resources
Memorandum: New Process: In-Band Salary Adjustments (IBA)
DATE: August 17, 2006
TO: Vice Presidents, Deans, Department Heads, and Other Administrative Officers
FROM: Rod Kelly
Director, Office of Compensation Management
SUBJECT: New Process: In-Band Salary Adjustments (IBA)
(Quarterly cycle with IBA effective date of October 25, 2006)

Effective the second quarterly cycle of FY 2006-07, the In-Band Adjustment (IBA) process will change. The new IBA process is designed to enhance administrative consistency and pay equity throughout the University. IBA cycles will remain on a quarterly schedule (attached).

The primary change, at the school and department level, is that deans and department heads will be asked to send completed IBA requests directly to the University Human Resources' (UHR) Office of Compensation Management, instead of sending the requests to their respective Vice Presidents as they have done in the past. The Office of Compensation Management will review the IBAs, develop recommendations to indicate whether it supports the requests, and submit the IBA requests and recommendations to the appropriate Vice Presidents for final review and approval.

To better protect our employees' personal information, University Human Resources is pleased to announce that the Pay Action Request Form has been revised to provide a space to record the Integrated System employee ID numbers instead of social security numbers. This change is part of our continuing efforts to limit the use of employees' social security numbers and other personal information where possible.

UHR and managers from the University community have partnered to streamline the forms and to provide resources for developing appropriate pay action requests.  These are available on the UHR website -- http://www.hrs.virginia.edu/compensation.html -- and include:


Scope

The new IBA process for classified employees and university staff applies to the following agencies:
  • Academic Division schools and departments (Agency 207)
  • UVa’s College at Wise (Agency 246)
  • Southwest Virginia Higher Education Center (Agency 948)


SECOND QUARTERLY SCHEDULE

FY2006-07 Second Cycle of Quarterly In-Band Adjustments (Effective date of 10-25-06)
09/15/06 All proposed in-band salary adjustments due to UHR
10/02/06 In-band adjustments are forwarded from UHR to respective Vice President offices
10/16/06 In-band adjustments are returned to UHR from respective Vice President offices
10/25/06 Effective date of second quarterly in-band salary adjustments
11/10/06 Approved adjustments keyed by UHR into UVA HRMS
11/16/06 Semi-monthly employees receive approved adjustments in paycheck
11/17/06 Bi-weekly wage employees receive approved adjustments in paycheck
12/01/06 Semi-monthly paid monthly employees receive approved adjustments in paycheck

UNIVERSITY IBA APPROVAL PROCESS

Vice Presidents have final approval authority on IBA salary adjustments.

Funding of IBA salary adjustments must come from existing school and department budgets. While it is recommended that IBA adjustments be added to the employee’s base pay, should permanent salaried dollars not be available, a school or department may request, in lieu of the base pay adjustment, a one-time lump sum payment.

Managers are not to inform employees of proposed adjustments until final institutional approvals are granted.

UHR will notify the appropriate Vice Presidents of final institutional approval during the week of October 23, 2006. The Offices of the Vice Presidents will notify their schools and departments of final approvals being received.


IBA Process Contacts

Any Office of Compensation Management staff member, listed below alphabetically by first name, can be contacted regarding questions and comments related to the new IBA process:
    • Angelee Godbold, Assistant Director-Classification (924-7154; ag8h@virginia.edu)
    • Beth Finke, Senior Compensation Analyst (243-2204; bap9b@virginia.edu)
    • Cayce Fournier, Senior Compensation Analyst (243-2206; clf2q@virginia.edu)
    • Jonette Aughenbaugh, Assistant Director-Compensation & Rewards (924-4747; jla9u@virginia.edu)
    • Pat Daniele, Senior Compensation Analyst (924-4366; pmd8p@virginia.edu)
    • Rod Kelly, Director, Office of Compensation Management (cell: 566-5867; office: 924-4687; rodkelly@virginia.edu)


    Attachment

    FY2006-07 Second Cycle of Quarterly In-Band Adjustments (Effective date of 10-25-06)
    09/15/06 All proposed in-band salary adjustments due to UHR
    10/02/06 In-band adjustments are forwarded from UHR to respective Vice President offices
    10/16/06 In-band adjustments are returned to UHR from respective Vice President offices
    10/25/06 Effective date of second quarterly in-band salary adjustments
    11/10/06 Approved adjustments keyed by UHR into UVA HRMS
    11/16/06 Semi-monthly employees receive approved adjustments in paycheck
    11/17/06 Bi-weekly wage employees receive approved adjustments in paycheck
    12/01/06 Semi-monthly paid monthly employees receive approved adjustments in paycheck

    FY2006-07 Third Cycle of Quarterly In-Band Adjustments (Effective date of 01-25-07)
    12/15/06 All proposed in-band salary adjustments due to UHR
    01/02/07 In-band adjustments are forwarded from UHR to respective Vice President offices
    01/15/07 In-band adjustments are returned to UHR from respective Vice President offices
    01/25/07 Effective date of third quarterly in-band salary adjustments
    02/12/07 Approved adjustments keyed by UHR into UVA HRMS
    02/16/07 Semi-monthly employees receive approved adjustments in paycheck
    02/23/07 Bi-weekly wage employees receive approved adjustments in paycheck
    03/01/07 Semi-monthly paid monthly employees receive approved adjustments in paycheck

    FY2006-07 Fourth Cycle of Quarterly In-Band Adjustments (Effective date of 04-25-07)
    03/16/07 All proposed in-band salary adjustments due to UHR
    04/02/07 In-band adjustments are forwarded from UHR to respective Vice President offices
    04/16/07 In-band adjustments are returned to UHR from respective Vice President offices
    04/25/07 Effective date of fourth quarterly in-band salary adjustments
    05/10/07 Approved adjustments keyed by UHR into UVA HRMS
    05/16/07 Semi-monthly employees receive approved adjustments in paycheck
    05/18/07 Bi-weekly wage employees receive approved adjustments in paycheck
    06/01/07 Semi-monthly paid monthly employees receive approved adjustments in paycheck