Montana University System

Procedures

Salary Increases Under Exceptional Circumstances

For

Contract Administrators and Professionals

 

I.       Retention and Internal Equity

 

A.      Purpose

 

1.       To retain an employee with unique knowledge, skills, or abilities that are critical or vital to the achievement of the University's mission or strategic goals when the employee's resignation would have a significant adverse impact on the accomplishment of critical and time-sensitive projects or when such employee has received a more lucrative job offer or otherwise presents compelling evidence of his/her marketability; or

 

2.       To an employee performing similar work under similar working conditions requiring a comparable level of knowledge, skill, or ability in order to resolve inequities created when it was necessary to pay another employee a higher salary for recruitment or retention purposes.

 

The fact that a Retention or Equity salary increase is granted to one or more employees on the same or another campus may not be used as sole justification for additional Retention or Equity salary requests.

 

B.      Types and Amounts

 

1.       Retention increases may be permanent or temporary base adjustments or a one-time or periodic bonus that is not added to an employee's base. Equity increases will be permanent base-building increases, unless adequate justification is provided for a temporary or one-time award.

 

2.       The amount of Retention or Equity Pay is determined pursuant to approval criteria. Factors to consider when determining appropriate amounts include but are not limited to:

a)       the employee's job-related qualifications (experience, knowledge, skills, abilities, and performance);

b)       relevant salary survey data;

c)       recruitment and turnover data;

d)       existing salary relationships within the campus, work unit and Montana University System;

e)       the effect that the salary adjustment will have on the morale, productivity and overall operation of the campus and the work unit; and

f)         budget availability and funding source.

 

C.      Approval and Reporting

 

Retention or Equity salary requests for employees must be submitted in writing to the appropriate campus CEO. If approved by the CEO, the request will be submitted to the Commissioner of Higher Education.  The written request must include justification that explains in detail the purpose and amount of the proposed salary increase.  Each of the above-listed factors shall be addressed.  The source and availability of the funds to be used shall also be identified.

 

The salary increase shall be added to the Board of Regents Staff Consent Agenda items only after the Commissioner of Higher Education has approved the proposal.

 

II.      Promotion

 

A.      Purpose

 

An employee may be considered for a promotional salary increase to recognize newly assigned responsibilities and duties.  Whenever possible, approval for promotional salary increases should be obtained prior to assigning increased responsibilities.

Promotional salary increases are inappropriate simply for an increase in workload that does not include a higher level of responsibility, decision-making authority, and/or increased complexity of work performed thereby expanding the scope of the current position.

 

B.      Amount and Type

 

1.       The amount of salary increase shall be determined in accordance with the following factors:

a)       Salary paid to similar positions on the campus and within Montana University System;

b)       Relevant salary survey data for similar positions;

c)       Budget availability;

d)       Specific comparison between new and previously assigned duties and responsibilities;

e)       Explanation of who/what position was previously responsible for the expanded duties; and

f)         Overall increase in level of knowledge, skills, and abilities required to perform the duties of the position.

2.       Promotional salary increases shall be permanent or temporary base salary adjustments.

 

C.      Approval and Reporting

 

Promotional salary increase requests for employees must be submitted in writing to the appropriate campus CEO. If approved by the CEO, the request will be submitted to the Commissioner of Higher Education.  The written request must include justification that explains in detail the purpose and amount of the proposed salary increase.  Each of the above-listed factors shall be addressed.  The source and availability of the funds to be used shall also be identified.

 

The salary increase shall be added to the Board of Regents Staff Consent Agenda items only after the Commissioner of Higher Education has approved the proposal.