Transcript Merit Presentation to Area Leads-06/21/12

MERIT PROCESS
Area Lead Presentation
June 21, 2012
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AGENDA – MERIT PROCESS
 Merit Policy Overview
 Rowdy Space Refresher
 Templates, Instructions, Forms
Merit Forms:
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Signature Delegation of Authority
Method of Distribution
Eligible Employee Award Letter
 Questions and Answers
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Overview
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Refer to Merit Policy – Guidelines & Instructions dated 05/24/2012
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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.
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Based on most recent performance evaluation
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Each division may have a different internal process as long as ‘rules’ outlined in policy are met.
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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.
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All other funding sources will pay for the merit of employees that have transferred into a nonE&G funded position due to an internal recruitment. Refer to Merit Policy for additional
information.
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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).
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MERIT PROCESS TIMELINE 2012
May 24
Merit Policy approved
Jun 21
Information Session with Area Leads
Jun 22
Templates available to Area Leads; Area Leads distribute templates,
each division determines/communicates internal process
Jul 24
Templates due to Budget Office
Aug 6
Templates delivered to HR by Budget Office
Aug 23
Board 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
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Employee Eligibility
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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.
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Merit Allocation Pools
 Allocation pool based on:
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Annual salary rate of eligible employees as of May 31,
2012
3% for all eligible university employees
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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.
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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:
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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.
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Merit Award Process / Rules
 HR provided general award guidelines
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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.
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Source of Funds for Merit
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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
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Budget Planning & Development Website
http://www.utsa.edu/financialaffairs/budget/
Budget Office Contacts:
Anita Polendo ext. 6615
Sharmin Momen ext. 4345
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