1 MERIT PROCESS Area Lead Presentation June 21, 2012

2 AGENDA – MERIT PROCESS  Merit Policy Overview  Rowdy Space Refresher  Templates, Instructions, Forms Merit Forms: Signature Delegation of Authority Method of Distribution Eligible Employee Award Letter  Questions and Answers

3 Overview  Refer to Merit Policy – Guidelines & Instructions dated 05/24/2012 Permanent Merit (1/3) One time Merit (2/3) Employee Eligibility Merit Allocation Pools Merit Percentage Awards  Merit is a salary adjustment/payout to recognize an employee’s contributions in achieving established goals & objectives. Based on most recent performance evaluation  Each division may have a different internal process as long as ‘rules’ outlined in policy are met.  For Educational & General (E&G) Funded positions, funding to cover merit awards will be allocated from central budget sources and will cover employees transferred into E&G accounts.  All other funding sources will pay for the merit of employees that have transferred into a non- E&G funded position due to an internal recruitment. Refer to Merit Policy for additional information.  New salary resulting from a reclassification / job change will be increased by the flat dollar amount of the award. Merit award follows the employee and is funded based on type of funding source (E&G versus Non- E&G, as noted above).

4 May 24Merit Policy approved Jun 21Information Session with Area Leads Jun 22 Templates available to Area Leads; Area Leads distribute templates, each division determines/communicates internal process Jul 24Templates due to Budget Office Aug 6Templates delivered to HR by Budget Office Aug 23Board of Regents ‘ approval of UTSA Budget & Merit program Aug 24–Sep 7 Departments begin entry of awards into HRMS modify documents due to HR Sep 7 Aug 24-Sep 14 Budget Office transfers funds to E&G accounts; Areas transfer funds to Non-E&G accounts as necessary Oct Employee receives permanent merit effective September 1, 2012 in October paycheck MERIT PROCESS TIMELINE 2012

5 Employee Eligibility  Hired on or before February 28, 2012  Benefits eligible - appointment 50% or greater  Must be employed as of the merit effective date September 1, 2012 to receive the base salary adjustment, and be employed on December 1, 2012 to receive the one time lump sum award  Student titled positions are ineligible  Classified and Administrative & Professional (A&P) staff must have a current performance evaluation on file at Human Resources.  Faculty specific requirements established by the Provost.

6 Merit Allocation Pools  Allocation pool based on: Annual salary rate of eligible employees as of May 31, % for all eligible university employees  1/3 of award permanent  2/3 of award one time lump sum No additional allocation for salary changes that occur after May 31, 2012.

7 Merit Allocation Pools  Employees are separated by Faculty, Classified & A&P, then grouped by division, college or department.  Pool reallocations may be made by a division executive and / or as necessary to regroup all managers that report to a particular VP, Dean or AVP: Faculty allocations must be used only for faculty positions. A&P allocations can be re-distributed to Classified, but not vice-versa. Overall pool amount by fund may not be exceeded. No exceptions. All fund groups have the pool amount calculated the same.

8 Merit Award Process / Rules  HR provided general award guidelines Methods must be approved by HR prior to submission of templates to Budget Office.  No min or max % is specified but the total allocation to each area may not be exceeded or supplemented with departmental funds.

9 Source of Funds for Merit Education & General (E&G) Accounts (14-xxxx-xx) are funded from central budgeted sources. Non-E&G funded positions that receive merit are covered from the fund source of the appointment on the date merit is paid. Grants & Contracts (26-accounts) will be awarded merit pay if the grant or contract allows such to be funded. Exceptions must be approved in advance by VPBA.  Transfers will be processed by Budget Office for E&G merit awards (14 accounts)  Non-E&G merit awards will require funding to be available in the accounts

10 Budget Planning & Development Website Budget Office Contacts: Anita Polendo ext Sharmin Momen ext. 4345