Examples of Salary Administration Guides

Salary Administration Guidelines serve as a tool developed by Compensation and HR teams that provides for a consistent and transparent compensation framework. The guide’s primary purpose is to outline the approach to managing compensation within the organization. By providing clear guidelines on pay structures, pay scales, and salary adjustments, the guide ensures that the compensation function operates fairly and equitably across all employee levels. Additionally, the salary administration guideline serves as a valuable reference for both managers and employees, fostering trust and understanding of the company’s compensation philosophy, promoting employee satisfaction, and supporting the organization’s talent retention and recruitment effort.

Although the majority of the examples found below are public sector Organizations, there is a significant overlap in the relevant policies and guidelines spanning both public and private sectors. Private sector organizations may also consider variable pay programs and long-term incentive plans, in addition to those listed below.

University of Arizona

Staff Compensation Administration Guidelines

1. Introduction
2. Program Governance
3. Collaboration is Key
4. Compensation Program Overview
5. Compensation Administration
   • New Hires
   • Promotions
   • Demotions
   • Transfer or Lateral Moves
   • Merit Increases
   • In-Range Pay Adjustments
   • Other Pay Adjustments
   • Retention Offer
   • Exception Requests
   • Effective Date of Pay Changes
6. Position Mapping
   • Remapping an Existing Position
   • Temporary Changes to Duties
7. Additional Items
   • Working Title
   • Classified Staff
   • Part-time Employees
8. Additional Compensation
   • Supplemental Compensation
   • Other Components of Pay
9. Compensation Guidelines by Transaction Type
10. Glossary

University of Calgary

Salary Management Guidelines for Management and Professional Staff

1. Introduction
2. Compensation Philosophy and Guiding Principles
3. • Compensation Philosophy Statement
3. Market Definition and Positioning
4. Competitive Market Assessment
5. Career Framework
6. Career Development
7. Job Classification
8. • Job Evaluation
   • Job Review
8. Salary Structure
9. Targeted Salary Position
10. Annual Salary Increases
11. • Salary Increase Budget
    • Salary Increase Guidelines
11. Other Salary Decisions
12. • New Hire Starting Salaries
    • Promotions
    • Lateral Moves
    • Movement to a Lower Career Band or Career Level
    • Secondments
    • Temporary Assignments
    • Market Adjustments
    • Red Circle Rates
12. Ongoing Program Maintenance
13. Glossary
14. Contact Information

University of Central Florida

Salary Administration Guidelines

1. Introduction
2. UCF Compensation Philosophy
3. Common Compensation Terms and Definitions
4. Program Governance
5. Administrative Guidelines
6. • Individual Pay Positioning
   • Starting Salaries – New Hires
   • Promotions
   • Demotions
   • Lateral Movements
   • Interim Appointments
   • Salary as a Result of Job Changes
   • Permanent Changes to a Job
   • Temporary Changes to Job Duties
   • Salary Adjustments
   • Performance Adjustments
   • Parity Adjustment
   • Compression
   • Equity Adjustments
   • Market Adjustments
   • Counteroffers
   • Other Pay
   • Bonus and Lump Sum Payments
   • Requests Outside of Guidelines
6. Career Path Guidelines
7. Applicable Laws and Regulations

DePaul University

Staff Compensation Program Salary Administration Guidelines

1. Introduction
2. Our Compensation Philosophy
3. Compensation Basics – Effective Compensation Programs
4. • Basic Principles
   • Typical Program Components
4. DePaul University’s Staff Compensation Program Overview
5. • Goals
   • Governance
   • DePaul’s Program Components
5. Salary Program Management and Administration
6. • Job Descriptions
   • Managing Salaries within the Grade
   • Starting Salaries
   • Merit Reviews
   • Significant Changes to a Job
   • Skill Achievement
   • Promotions
   • Transfer/Lateral Moves
   • Demotions
   • Off-Cycle Salary Reviews
   • Compensation for Part-Time Staff
   • Staff Recognition Award Program…
   • Non-Cash Rewards
6. Job Titles
7. Program Maintenance
8. • Market and Equity Reviews
8. Legal Considerations
9. • Fair Labor Standards Act
9. Glossary of Terms

UW – Madison

Salary Administration Guidelines

1. Introduction
2. Key Terms
3. Program Governance
4. Managing Salaries within the Grade
5. Administrative Guidelines

West Virginia Higher Education Policy Commission West Virginia Council for Community and Technical College Education

Salary Administration Guidelines

1. Compensation Philosophy
2. • Compensation Planning
2. Nondiscrimination Policy
3. Program Roles and Responsibilities
4. • West Virginia Higher Education Policy Commission/ West Virginia Council for Community and Technical College Education Division of Human Resources
   • Institutional Human Resources
   • Supervisors
   • Employees
4. Program Implementation
5. Program Basics
6. • Working Titles
   • Process for Determining Starting Salaries:
   • Examples of Documentation – Starting Salaries in the Third and Fourth Quartile of a Salary Range
   • Managing Pay within a Grade Tool
   • Changes to Job Content
   • Additional Duties and Responsibilities Permanently Added to a Current Job
   • Additional Duties due to Reorganization or Department-Wide Requests for Salary Increases
   • Temporary Assignments
6. Salary Adjustment Guidance for Additional Duties
7. • Managing Pay for Expanded Responsibilities
   • Position Reclassification
   • Promotion
   • Demotions
   • Lateral Transfers:
7. Annual Salary Increase
8. Other Salary Increases
9. • Market Adjustments
   • Critical Retention Adjustments:
   • Internal Equity Adjustments:
   • Recognition Pay
   • Counter Offer
   • Performance Adjustments or Merit Pay
9. Updating the Salary Schedule
10. Definitions