5.25 - P&S Staff - Compensation Plan


To outline the compensation structure and process for non-temporary Professional and Scientific (P&S) staff. This policy does not apply to contract appointments in intercollegiate athletics.

Policy Statement

The university’s P&S compensation plan has been established to positively contribute to the recruitment and retention of P&S staff and support a fair and equitable pay mechanism. The compensation plan is administered by Human Resource Services (HRS) under the direction of the Senior Vice President for Finance and Operations in accordance with federal and state public policy and law and university and Board of Regents policies.

A. Compensation Plan Administration

  1. Pay Structure
    A pay grade structure has been established for P&S positions. P&S staff are compensated within the pay range of the pay grade to which the position is assigned (refer to policy 5.26 for the classifying positions). Pay grade ranges permit prior training and experience to be considered at the time of hire; as well as, allow for performance to be reflected during their employment.
    Each pay grade is divided into thirds with the first third typically utilized for early career employees becoming proficient in their jobs. The fully proficient and/or mid-career staff member consistently meeting performance expectations is typically compensated within the middle third of the pay grade range. The upper third of each pay grade is typically utilized for highly skilled and consistently high performing staff who have substantial time in the position. The upper third of each grade is rarely used for new hires.
  2. Pay Adjustments
    The P&S compensation plan operates in conjunction with the performance appraisal program to reward demonstrated performance as well as the development of skills and experience. P&S non-temporary staff employed prior to April 1 who receive a “successful performance” or above overall performance rating are eligible to receive, at a minimum, the across-the-board portion of the university-designated increase, unless an exception has been approved by the HRS Director or designee. For those employed less than a full year, the salary increase may be pro-rated based upon the partial year of service. 
    Base pay increments for individuals nearing the maximum of their pay grade are restricted to the amount which provides for a base rate of pay that does not exceed the pay grade maximum.
  3. Pay Grade Maintenance
    Pay grade ranges are reviewed annually by HRS and may be adjusted in consideration of factors such as market conditions and the university-designated pay increase. The P&S Council shall be notified of pay grade range revisions for which Board Office approval is being sought. Notification will be provided to P&S staff following the finalization of such pay grade range revisions.

B. Entrance Rate of Pay

The pay for P&S staff members joining the university normally will be established within the first third of the pay grade in which the position is classified. Only when a candidate brings to a position outstanding or extensive prior training and experience related directly to the position, or market conditions so dictate, should an entrance rate of pay be granted above the first third of the position pay grade range. Such an exception requires the recommendation of the employing department head/director, dean (where applicable) and the approval of the division head, upon consultation with the HRS Director or designee.

C. Compensation with Promotion

P&S staff promotions to positions assigned to a higher pay grade may justify larger pay increases than are normally granted for improved performance within a pay grade. The exact amount of such increases are determined, in part, by the market difference and/or number of grades involved in the promotion. In the event the pay of a P&S staff member being promoted is below the minimum for the new pay grade, the staff member's pay will be advanced to at least the minimum of the appropriate pay grade. The pay allowance, if any, beyond the appropriate pay grade minimum with promotion will be determined, in part, by the staff member's prior training and experience related directly to the new position assignment, the extent of pay grade movement which occurs, and pay held by other comparable P&S staff serving in positions in the same pay grade. Ideally, the promotional pay allowance should not cause the compensation level for the promoted staff member to exceed the first third of the pay range, thus allowing for recognition of experience and qualifications, yet permitting advancement to occur as satisfactory performance in the new position is evidenced. Resource constraints existing at the time of a promotion may cause the pay allowance to be at a level less than deemed appropriate, in which case a further pay review is scheduled prior to the conclusion of the university's fiscal year.

If, at the time of promotion, the pay of the P&S staff member is within the middle or upper third of the pay range for the new position, a promotional pay allowance, if any, will be determined on the basis of the staff member's prior training and experience related directly to the new position assignment, the salaries of other staff with comparable university service assigned to positions within the same pay grade, availability of funds, and like matters.

D. Compensation with Transfer

The P&S staff member who is transferred from one position to another in the same pay grade normally will receive no pay adjustment. The pay of the staff member who experiences a transfer involving a change from a position in one pay grade to another pay grade is adjusted in accordance with regulations regarding promotion or demotion.

E. Compensation with Interim Appointment

The P&S staff member who is assigned to or accepts another position on an interim basis is compensated at the minimum of the position pay grade for the duration of such services. If the staff member is already compensated at a pay level equal to or above the minimum for the pay grade to which the interim position has been classified, an added pay allowance, if any, will be determined on the basis of the relationship between former and new position assignments, prior training and experience directly related to position duties and like matters. If the position in which a P&S staff member serves an interim appointment is in a pay grade lower than that in which regular service occurs, the staff member will continue to be compensated at their regular rate of pay during the period of such assignment.

F. Compensation with Position Reclassification

If a position is reclassified to a higher pay grade, the "Compensation with Promotion" provision will be applied.

If a position is reclassified to a lower pay grade, the "Compensation with Demotion" provision will be applicable.

G. Compensation with Demotion

Upon the recommendation of the department head and the approval of the appropriate division head, the compensation level for a P&S staff member who is demoted will be established within the new position pay grade at a level that does not exceed the rate at which the staff member was compensated prior to the demotion action.

H. Compensation with Part-time Service

Pay for part-time service within a P&S position is provided proportionately equivalent to the pay rate for full-time service.

I. Compensation for Additional Work

Under certain circumstances, a P&S employee can receive compensation in addition to regular salary for additional work performed outside of regular service responsibilities. (See Special Compensation and Summer Appointments policy 4.41

P&S Council, approved October 11, 2018
Human Resource Services, approved October 17, 2018
University Council, approved November 12, 2018
President and Executive Management Team, approved December 10, 2018 
[Last reviewed and/or updated: 5/2023, 12/2018]