COVID-19 Information and Updates

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I. Review Process for Compensation Actions FY2020

In accordance with UC Personnel Policies for Staff Members (PPSM) 30: Compensation and UCLA Procedure 30 – Salary related to compensation actions, the authority to approve salary actions such as equity adjustments, retention proposals, increases upon reclassification, and stipends up to 15% is delegated to Vice Chancellors and Deans within their respective areas of responsibility. These actions must be consistent with policy requirements and limitations, and may not be used as a replacement for merit. During the current salary freeze, the approval authority granted to the Vice Chancellors and Deans may not be re-delegated to other individuals in the organization. Additional Information is available on the Campus Human Resources compensation webpage.

Approval from the Vice Chancellor/Dean is required for the HRPCN to process client department’s salary action and stipend requests.

How Do I Communicate That Approval Has Been Granted/Received?

At this time, an HRPOC Individual Salary Action Authorization Form must be completed and submitted before any compensation action is processed.

Please complete the approval form below. The form has been configured to allow one preparer and one approver. For example, the department representative fills out the form (preparer) and the Department Head (AVC/Executive Director) approves the form, acknowledging that they have received the Organization Head (Vice Chancellor/Dean approval). The preparer may also designate an individual in the department to receive a copy of the completed document.

Any salary actions that are an exception to policy will require approval from CHR Compensation and should also be submitted via PeopleAdmin for review. Departments should consult with HRPC-North if they are unsure whether a request is an exception to policy. HRPC-North will also review all Individual Salary Action Forms and contact the department if a request is an exception and if it requires additional approval.

DocuSign version:

PDF version: Download, complete and send as follows:

What Do I Do After Sending The Approval Form To The HRPC-North

Prepare and submit a PAF to HRPC-North for processing. For any exceptions to policy, also submit the email approval notice from CHR Compensation. Lastly, any increases to base salary require an accompanying notification letter to the employee that should include the following information and should also be sent to HRPC-North:

  • Effective date of the increase
  • New resulting salary (hourly rate for non-exempt employees, or annual rate for exempt employees)

Please consult with HRPC-North regarding any questions about the notification letter.

II. Overview of Compensation Actions

Below is a list of compensation actions, definitions and guidelines per the University’s policies. Consult with the HRPCN regarding compensation or employment actions not listed.

Base Salary Increases

  • Increases must be within the existing salary range of the classification.
  • Increases (reclassification, equity, promotional increases or merit) in a rolling 12 month period may not exceed 15%
  • Total annual increases calculated over a single fiscal year may not exceed 25%
  • Retroactivity requires justification and approval by Campus Human Resources
  • Consult with the HRPCN prior to initiating a transaction involving salary increases in order to ensure policy compliance

Promotion / Demotion

A promotion or demotion most often occurs when an existing employee successfully applies to fill an open position of a higher or lower salary level. Refer to the salary increase section above for additional guidelines.

Administrative Stipend

Employees may be paid an administrative stipend for a temporary increase in responsibility as required by departmental needs. Qualifying assignments typically involve duties at a higher grade or classification or a complex project that requires a higher level of analysis and independence.

  • Stipends may not exceed a period of 12 months
  • Stipend amounts may not exceed 15% of an employee’s base salary nor exceed the amount that an employee would receive if the duties were to become permanent
  • Stipends are paid at a fixed bi-weekly or monthly rate
  • Stipend requests for staff represented by a collective bargaining agreement must be submitted via PeopleAdmin
  • Stipends may not be requested retroactively
  • Any exceptions must be approved by the AVC of Campus Human Resources

Reclassification

Positions are classified based upon the duties and responsibilities assigned and exercised. As job duties and responsibilities change, the position may warrant reclassification. Requests for reclassification are reviewed when permanent and substantial changes in job duties occur. Common examples include:

  • Changes in the scope, nature, variety, and complexity of work performed
  • Changes in supervision received
  • Changes in supervision exercised

Work volume and job performance DO NOT justify reclassification. Reclassified positions typically retain the majority (50% or more) of their prior job duties and also assume additional duties. Classification review may result in a higher, same or lower classification change.

When preparing a reclassification request, consider the following questions:

  • What major changes in duties and responsibilities have occurred?
  • What skills and knowledge are required to perform assigned duties?
  • What is the relationship of this position to others in the unit?
  • What primary areas of responsibility are assigned to the position now?
  • How does the position compare to similar positions elsewhere?
  • Is this a supervisory position?
  • With what degree of independence does this position operate?
  • What guidelines are used in the performance of duties?
  • What level of innovation is required?

Additional Employment

Additional employment occurs when a part-time employee is hired to an additional job in a different position or department. The combined percentage between all jobs may not exceed 100%. Contact the HRPCN before initiating or agreeing to additional employment for career employees.

Dual Status

Dual employment occurs when a full‐time employee is hired to perform additional work in a different position or department. The home department must agree to the terms of dual employment and approval must be obtained from Campus Human Resources. Contact the HRPCN prior to initiating the dual status process.

Direct Deposit

Employees are strongly encouraged to sign up for direct deposit. There are many benefits to signing up for direct deposit:

CONVENIENCE

  • Your pay is automatically deposited into your bank account and is available immediately on payday.
    • Employees without direct deposit will have their paper checks mailed to their primary address on pay day via U.S. Postal Service.
  • There’s no paper check to replace in the event your paycheck is lost, stolen or expired.
  • You pay no extra fees to receive your money via Direct Deposit and you eliminate costly check cashing fees.

PROTECTION OF PRIVACY

  • Your online earnings statements is available on UCPath, a secure, password-protected UC employee website.
  • Your Direct Deposit is protected by federal consumer protections and banking regulations

SUSTAINABILITY AND COST SAVINGS

  • Direct deposit and online delivery of the earnings statement reduce paper waste and are in line with the University’s initiative to Go Green (for more information, go to www.sustain.ucla.edu).
  • UCLA produces over 10,000 paper checks every month and would save money on printing and paper costs.

 

To sign up for direct deposit, follow these easy steps:

  1. Go to the University of California UCPath Portal website:
    https://ucpath.universityofcalifornia.edu/
  2. Log in to the website
  3. From the Dashboard menu, navigate to:
    • Employee Action > Income and Taxes > Direct Deposit
  4. Answer the security question to verify your identity.
  5. From the Direct Deposit menu, click the “Add Account” button
  6. Enter the following information:
    • Your bank account information
    • Account Type
    • Deposit Type
    • Deposit Amount or Percentage
    • Deposit Order (Example: 1 = First Account Processed)
  7. Review information for accuracy
  8. Click the “Return To Direct Deposit” button
  9. Read and click the authorization check box to allow UC to process your direct deposit.
  10. Click the “Save” button to confirm the change

 

Download this setup guide screenshots and future reference.

Understanding Your Pay Statement

UCPath Portal Pay Checks

Electronic paycheck records paid through UCPath (starting September 2018 and onward) will be available through the UCPath Portal. For more information on how to read and understand your paycheck through UCPath, please go to Your UCPath Paycheck.

You may also read the UCPath Portal flyer on viewing your paycheck statements online.

At Your Service Online Pay Statements (Pre-UCPath Payments)

Due to the transition to UCPath, At Your Service Online (AYSO) will now be a “read-only” employee service for pulling up historical information, such as previous Direct Deposit statements. For more information on how to read and understand your AYSO direct deposits, please go to Understanding Your Direct Deposit Statement.

COVID-19: New protocols for hiring and compensation actions now in effect