Request Compensation Change

Overview

This tip sheet provides steps for initiating a Request a Compensation Change for an existing employee outside of the annual merit increase (AMI) process for scenarios such as adjustments for market or equity. 

The transactions applies to employees who are compensated through Salary or Hourly plans. These are: Full-Time Faculty, Administrative/Professionals, Professional Researchers, Staff and Hourly-paid Students. This tip sheet is not applicable for employee categories that are paid via activity pay (i.e. Adjuncts, Post Doc Fellows, Student-related positions) and Additional Compensation jobs.

ROLES & APPROVAL CHAIN

The transaction is initiated by the HR Analyst. For specific employee categories the transaction routes to the Compensation Partner. It then routes to HR Partner and then the Finance Executive for final review and approval. 

Steps

  1. Navigate to the employee record.
  2. Click the Actions ellipse > Compensation > Request Compensation Change.
  3. In the Effective Date field, enter in the start date of the job or click the calendar icon to select a date.
  4. If the employee has more than one position or job a field will display where you can select the correct position or job.
  5. Click OK to continue.
  6. The Request Compensation Change page displays. Enter in the Reason. A list of definitions of reasons appears at the top of the transaction’s page. For questions on which reason to select, contact PeopleLink.
  7. Guidelines: You do not need to edit this section. This is populated if the employee job category has salary guidelines or a specific grade or band.
  8. In the Salary or Hourly section, click the pencil icon to make adjustments to the employee’s compensation. Only one section, Salary or Hourly, should be completed. Do not complete both sections for an employee.
  9. Edit one of the following fields:
    • Amount
    • Amount Change
    • % Change field
  10. By changing one field, the others will calculate and update automatically. Click the check box icon to save the changes.
  11. Select the arrow next to the Additional Details if the Employee is Fixed Term and paid via Salary. You will see the following fields:
    1. Expected End Date – Leave this field blank
    2. Actual End Date – This will populate with the End Date for the position or job. 
  12. Merit and Bonus sections will default based on the position. Note: These are applicable to specific employee categories. Adjust this as needed.
  13. Click Submit.
    • You will receive an hard stop alert if the proposed compensation is below:
      • contract rate minimum for BUE Staff and BUE Students.
      • FLSA guidelines for Administrative/Professionals and Professional Researchers
      • minimum student hourly rates
    • You will receive a soft alert if the proposed compensation is outside of the suggested pay range for Administrative/Professionals.
  14. If the employee category is: Administrative/Professional, Staff, or Casual the transaction routes to the Compensation Partner for review. 
  15. The transaction then routes to the HR Partner and then the Finance Executive for review and approval. If you are an approver, review the How to approve a transaction tip sheet.

Last updated in August 2020.