Determining appropriate compensation for an incumbent in an administrative and professional (A&P) position is left largely to the discretion of the administrative superior of that position. Salary administration for A&P positions is not subject to the same constraints as those for classified positions, but The University of Texas Health Science Center at Houston (UTHSC-H) will periodically disseminate guidelines for these types of positions. These guidelines are typically disseminated as part of the budget instructions when budget requests are being prepared. Appropriate compensation levels and ranges are determined by the administrative superior of these positions based on his or her subjective assessment of the position, the variety of activities required to successfully fill the position, the relevant marketplace for incumbents of such positions, and a variety of other subjective variables.
The UTHSC-H has established a Management Administrative and Professional Pay Plan that provides guidance for administering salaries for non-academic Management A&P positions that is maintained by Human Resources (HR). HR participates in salary surveys to remain aware of national salary trends. Using this data, HR establishes salary ranges. Salary actions will be reviewed by HR to ensure compliance with equal opportunity criteria.
The total compensation to be offered to an individual assuming an A&P position will be specified in his or her appointment letter upon initial appointment. Many academic A&P positions may encompass duties other than administrative duties (e.g., teaching, research, clinical service). In negotiating terms of employment with the academic A&P employee, the administrative superior will discuss and document the relative proportions of duties and will note the dollar amount of compensation that is associated with the administrative aspects of the position. The dollar amount of compensation that is associated with the administrative aspects of the position will be in addition to the negotiated rate of compensation associated with the teaching, research, or clinical service aspects of the position. This additional compensation will be stated in both the institutional operating budget and his or her annual appointment letter.
Retaining the administrative portion of total compensation will depend on continued incumbency in the specific A&P position and may be proportionally reduced upon a change in percent time appointment or administrative duties, or discontinued should the incumbent change jobs within the institution. In those situations in which the duties for the A&P employee are proportioned among administrative duties and teaching, research, or clinical service activities, salary increases will be awarded proportionally as long as the conditions of the original appointment are in effect.
Requests for salary increases for A&P employees are normally submitted as part of departmental and/or operating unit budget requests and may be approved as such to take effect at the beginning of each fiscal year. (Also refer to 3.05 Performance Appraisal.) Requests for salary increases outside this process are made to the president through the head of the affected organizational unit and are subject to budgetary constraints as well as approval by UT System administration.
Promotions or reclassification from one A&P position to another may also be requested and accomplished through the operational budget process. Requests for such actions outside this process should be made to the president through the head of the affected operating unit. They are subject to salary constraints as well as approval by UT System administration when necessary.
It is also the intention of the UTHSC-H to provide for merit awards (regular and lump sum) during the course of the fiscal year to recognize truly extraordinary job performance and productivity that are well above and beyond that normally expected. The actual salary percentage associated with a merit award will be determined by UTHSC-H management each time such awards become available; however, merit awards should not exceed ten percent of base salary. Requests for exceptions should be directed to the Vice President, Human Resources.
A lump sum merit is a one-time award, not added to base pay, that can be awarded to an employee for meritorious job performance. Meritorious job performance is defined as either consistently high level of job performance over a sustained period of time; or successful completion of an assigned project that had a significant positive impact on the department or the university. Documentation must be provided and a copy maintained in the employee's personnel file within the department concerning the specific nature of this activity and its impact.
The criteria that follow apply to either type of merit award; all criteria must be met in order for such actions to be processed:
Example: A manager wishes to award an outstanding employee with an 8 percent merit award, however the employee's base pay is at $57,000 and the salary range maximum is $60,000. The full 8 percent merit award or $4,560 would push the employee's pay over the salary range maximum. The employee can be awarded a regular merit award of 5.263 percent added to base pay bringing the employee's base pay to the range maximum of $60,000 and the additional 2.6 percent or $1,560 is awarded as a lump sum merit.
A temporary administrative pay supplement may be given to an A&P employee under certain circumstances. An administrative pay supplement is defined as a temporary pay supplement paid at the discretion of the designated budgetary official for specific situations when an employee assumes substantial, additional responsibilities on an interim basis for an extended period of time, generally not to exceed one year. The temporary pay supplement is discontinued when the employee is no longer responsible for the additional responsibilities. See Administrative Pay Supplement Guidelines for administration of this supplement.
As a guideline, salary adjustments should not be greater than 10 percent of the A&P employee's current salary. Should it be found that a salary adjustment greater than 10 percent be required, HR Compensation should be consulted.
Updated 06/05