Corresponding policy: PPSM 30

I. OBJECTIVES

The principal objective of these procedures is to establish a salary program that is externally competitive and provides equal or equivalent salary ranges for employees performing similar jobs.

II. RESPONSIBILITIES

1. It is the responsibility of CHR to administer salary programs:
   1. Review and approve salary structures and job titles for all positions covered by these policies; respond to, and adjudicate, concerns and inquiries regarding classification standards, benefits, salary rates, or ranges for classes. Refer to UC-PPSM 70.A (Complaint Resolution).
   2. Review and formulate equitable solutions to issues related to equal pay or salary discrimination, and monitor the progress of the campus in dealing with such issues.
   3. Develop guidelines to insure standard application of pay policies.
   4. Review and recommend and/or approve exceptions to salary policy and procedure limitations where appropriate.
2. It is the responsibility of the Organization Head (or designee) to:
   1. Establish appointment rates for new hires and rehires in accordance within the limits set forth in the policy.
   2. Develop merit increase recommendations in accordance with published merit guidelines.
   3. Determine salary adjustments upon reclassification, promotion and demotion and stipend amounts in accordance with the limits set forth in the policy and procedures.
   4. Determine equity increase adjustments in accordance with the limits set forth in the procedures.

III. MERIT INCREASES

Specific guidelines and procedures are announced each year by CHR.

1. Employees in merit-based pay plans will be eligible for merit consideration based on the following:
   1. Must be appointed by April 1 to a career position or to a limited position with no ending date; and
   2. Must be below the salary range maximum.
2. Employees in step-based pay plans will be eligible for merit consideration on either a January or July Review date based on the following criteria:
   1. In a career position; no later than the July 1 prior to the October merit date; and
   2. first review date following completion of nine months or more of qualifying service since the most recent date of hire or date of appointment in the present class, date of merit increase granted or the original date of eligibility for merit increase withheld; and
   3. Below salary range maximum.

IV. PROMOTIONAL INCREASES

1. Salary Adjustment upon Promotion or Upward Reclassification

   The Organization Head or designee may approve salary increases upon promotion or upward reclassification not to exceed 15 percent of current salary unless a larger increase is necessary to bring the salary to the minimum of the new salary range. Resultant salary shall also conform to the conditions stated in UC-PPSM 30 (Salary), Sections A and I.

   Individual requests for exception to grant increases in excess of 15 percent upon promotion or upward reclassification must be submitted for consideration for review and approval by CHR.

2. Salary Adjustment Upon Lateral Transfer or Lateral Reclassification

   Salary increases upon lateral transfer and lateral reclassification are normally not granted. However, the Organization Head or designee may approve salary increases upon lateral transfer and reclassification not to exceed 15 percent of current salary. Resultant salary shall conform to the conditions stated in UC-PPSM 30 (Salary), Sections A and I.

   Individual requests for exception to grant increases in excess of 15 percent upon lateral transfer and reclassification must be submitted for consideration for review and approved by CHR.

V. SALARY ADJUSTMENTS UPON DEMOTION OR DOWNWARD RECLASSIFICATION

The Organization Head or designee may approve salary adjustments upon demotion to a salary rate within the salary range of the new class.

Upon downward reclassification, an employee's salary is normally decreased. However, under special circumstances, the employee's current salary rate may be retained even though the salary is above the maximum of the salary range of the new classification.

Individual requests for exception to retain employee salaries above the maximum must be submitted for consideration for review and approved by CHR.

Employees whose salaries are above the maximum of the salary range shall not be granted salary increases until such increases are appropriate within the salary range.

VI. EQUITY INCREASES

The Organization Head or designee may approve equity increases not to exceed 15 percent to remedy a salary inequity caused by any of the following reasons:

1. increased duties in a position insufficient to warrant upward reclassification;
2. staff retention;
3. changing market conditions; and
4. internal equity within the unit, department, College, or School.

Individual requests for exception to grant equity increases in excess of 15 percent must be submitted for consideration for review and approved by CHR.

Resultant salary shall also conform to the conditions stated in UC-PPSM 30 (Salary), Sections A and I.

VII. ANNUAL INCREASES

Individual requests for increases that exceed 25 percent must be endorsed by the appropriate Organization Head prior to being sent to CHR for consideration for review and approval.

VIII. ADMINISTRATIVE STIPENDS FOR TEMPORARY ASSIGNMENTS

The Organization Head or designee may approve stipends for employees in temporary assignments for an amount not to exceed 15 percent of base salary and for a period of time not to exceed 12 months.

Individual requests for exception to stipend amounts that exceed 15 percent of base salary and for a period of time that exceeds 12 months (including extensions) must be submitted for consideration for review and approved by CHR.

Stipend amounts are fixed monthly or bi-weekly amounts that generally remain constant during the temporary term of the stipend.

Stipends may be paid from the same or different account or fund from which the employee is normally paid.

Note: The use of temporary reclassifications and promotions has been eliminated.

IX. DUAL EMPLOYMENT

UC-PPSM 30 (Salary), Section L, "Restrictions," provides that an employee who is appointed at 100% time shall not receive additional compensation for any work which is related to the employee's appointment, except for overtime earned by non-exempt employees, payments for teaching regularly scheduled University Extension courses, and administrative stipends.

However, full-time employees may receive an additional appointment for work in another department or in a different class in the same department provided that:

1. it is impractical to employ another person;
2. the additional appointment will not exceed a total of twelve calendar months;
3. the time worked on the additional appointment will not be detrimental to the employee's performance; and
4. the employee's full-time Organization Head or designee agrees to the arrangement.

Part-time appointments that total more than 100% may also be permitted.

Appointments that exceed 100% time under the conditions listed above are known as "Dual Employment."

Individual requests for dual employment must be submitted in writing to CHR for consideration for review and approval by CHR. The request should contain a brief description of the duties to be performed, the hours of work, the percent of time, and the title and pay rate. The dual employment agreement requires the mutual endorsement of both the Organization Head or designee temporarily needing the employee's services and the Organization Head or designee having jurisdiction over the employee's regular full-time position, and the approval of CHR.

Any extensions must be endorsed by both Organization Heads or designees and be approved by CHR.

1. Payment of Dual Employment for Exempt Employees

   Dual employment is permitted for employees whose full-time positions are exempt as long as the additional appointment is established and paid at the same (fixed) percent of time every pay period for the duration of the dual employment. Dual employment is not permitted for exempt employees if the employee will be required to report hours worked for purposes of pay or if payment for the dual employment is expected to vary based on the number of hours worked.

   If an employee works full time in a class that is exempt from premium overtime, including any academic position, and works additional hours in another class that is non-exempt, no premium overtime will be paid as long as the time spent performing non-exempt duties in both positions totals less than 20%, in which case the time spent in the non-exempt position will be compensated at the straight time rate of that position.

2. Payment of Dual Employment for Non-Exempt Employees

   If an employee works full time in a non-exempt class and works overtime in a class that is exempt from premium overtime, including any academic position, the overtime shall be compensated at the premium rate.

3. Financial Liability for Premium Overtime Paid to Employees on Dual Employment

   Both the department in which a non-exempt employee works full-time and the department requesting dual employment may be responsible for paying premium overtime depending on when the employee works over 40 hours in a work week. If a non-exempt employee works 40 hours in Department A, Monday through Friday, and eight (8) hours in Department B on Saturday, Department B is responsible for all the premium overtime. If, however, the same employee works eight (8) hours each day, Monday through Friday, in Department A and also works two (2) hours each evening, Monday through Friday, in Department B, both departments must pay premium overtime for all the hours worked on Friday.

X. HOURS OF WORK

1. Exempt Employees

   Exempt employees regularly receive a predetermined salary each pay period, and the amount is not subject to reduction because of variations in the hours they work. In addition, exempt employees are not eligible to receive any compensation for straight overtime, premium overtime, compensatory time, call-back, on-call, shift differential, or extra compensation for holiday work. Use of vacation and sick leave will be recorded in one-day increments. Absences of less than a day will not be charged against accrued leave time. When an employee has exhausted all available accrued vacation and sick leave, salary will not be reduced ("docked") for absences of less than a full day. Work schedules may fluctuate and vary based on operational need, but exempt employees are not required to record their work time for purposes of receiving their established salary.

2. Non-Exempt Employees

   Non-exempt employees are required to account for time worked as well as the use of sick, vacation, compensatory, and other leave time to the nearest one-quarter hour. When an employee has exhausted all available accrued vacation leave, sick leave, and compensatory time, salary will be reduced ("docked") in proportion to any absences from scheduled work time. They are compensated for qualified overtime hours at the premium (time and one-half) rate. Refer to UC-PPSM 32 (Overtime).

   1. Meal Periods: Refer to UC-PPSM 31 (Hours of Work), Section B.1.
   2. Rest Periods: A rest period shall not be added to a meal period or taken at the beginning or end of a work period except that the department head may approve adding rest periods to meal periods when circumstances require such action. Time not used for rest periods shall not be accumulated for use on another day. Rest periods are scheduled by the supervisor and rest period privileges may be withdrawn by the supervisor if such privileges are abused.
   3. Activities Before or After the Work Schedule: The Department Head may establish internal work rules to define the maximum amount of time employees may spend in changing clothes or performing other activities covered by UC-PPSM 31 (Hours of Work), B.3.
   4. Travel Time: University travel during the employee’s normal working hours, including scheduled days off, shall be considered time worked. Travel outside normal working hours is not time worked, except as follows:
      1. An employee who normally finishes work on campus at 5 p.m. is working on a job at an alternate site until 8:30 p.m. The employee is required to return to the campus after completing the assignment and arrives at the campus at 9 p.m. All of the time, including time spent in travel between the alternate job site and the campus, shall be counted as hours worked. On the other hand, if the employee goes directly from the alternate job site to home, the travel shall not be considered as hours of work, unless the alternate work site is outside the normal commuting areas of the campus.
      2. An employee who normally starts work at 8 a.m. is required to report to work on campus at 7 a.m. for instructions, tools, etc., before proceeding to an alternate work site. The time spent traveling to the alternate work site shall be considered as hours of work. On the other hand, if the employee goes directly from home to the alternate work site, the travel time shall not be considered as hours of work, unless the alternate work site is outside the normal commuting area of the campus.
      3. An employee who normally starts work at 8 a.m. is required to travel by airplane to another campus. The employee’s scheduled departure time is 7 a.m. The time spent traveling from home to the airport shall not be time worked. Hours of work begin with the scheduled departure of the plane. The employee returns by airplane, lands at 9 p.m. on the same day (or a subsequent day), and returns directly home. Hours of work end at the time of arrival at the airport.
      4. An employee who normally works until 5 p.m. departs from the home city on a 4 p.m. flight which arrives at the alternate work site at 6 p.m., where the employee remains overnight. The time between 4 p.m. and 5 p.m. shall be time worked; the time between 5 p.m. and 6 p.m. shall not be time worked.
      5. An employee who normally works until 5 p.m. departs from the home city on a 6 p.m. flight which arrives at the alternate work site at 8 p.m., where the employee remains overnight. The travel time shall not be considered time worked.
   5. On-Call for Non-Exempt Employees: Payment for on-call time shall be in accordance with the provisions of UC-PPSM 31(Hours of Work), Section B.6. Department heads wishing to establish on-call rates for classes where such rates do not currently exist, or to modify existing on-call rates, shall submit a written request to Campus Human Resources (CHR). On-call rates will be established by CHR by title code based upon prevailing pay practices and will be published in UCLA’s Non-Academic Title and Pay Plan.

3. Standard & Alternate Workweeks

   The standard workweek is from 12:01 a.m. Monday to 12 a.m. the following Sunday. When circumstances require such action, alternate workweeks of any other 7 consecutive 24 hour periods may be approved by the Organization Head or designee following consultation with CHR regarding Fair Labor Standards Act (FLSA) and notice requirements.

4. Work Schedules

   Work schedules are established and approved by the Department Head or designee following consultation with CHR regarding FLSA and notice requirements.

XI. OVERTIME AND OVER SCHEDULE (NON-EXEMPT EMPLOYEES ONLY)

As soon as possible after the need for overtime is determined, the Department Head or designee shall notify the employee that overtime must be worked. Upon request, an employee is expected to work overtime. However, in assigning overtime the Department Head or designee will take into account employee preference for overtime assignments.

1. Compensation for Overtime

   For overtime which is compensable at the premium rate, the method of compensation (either compensatory time off or pay) shall be at management discretion, unless agreement regarding the method of compensation is not reached, in which case pay shall be provided instead of compensatory time off. The Department Head or designee is responsible for ensuring that a "Compensation Time Agreement" is completed and forwarded to Campus Human Resources (CHR). (See the Model Notice Regarding Overtime Compensation for Employees Covered by UC Personnel Policies for Staff Members (PPSM) [32-1].) This form establishes a record of the employee's decision with respect to acceptance of compensatory time off in lieu of premium overtime pay for hours worked in excess of 40 per week at management's discretion. The agreement should be used for employees who are hired, transferred, reclassified, or promoted into positions which are designated as non-exempt. The department is the office of record for the compensatory time agreement. The agreement will be retained for the same period of time as other time records for the employee.

2. Compensatory Time Off

   UC-PPSM 32 (Overtime), Section C.4 provides for accrued hours of premium overtime to be paid at the employee's rate at the time of payment if they are not taken as compensatory time off within six months or within the authorized period of extension. Extensions to the six month period may be authorized by the Department Head or designee.

3. Use of Compensatory Time

   To use accrued compensatory time off for personal or family illness pursuant to UC-PPSM 43 (Leave of Absence), Section C, "Family and Medical Leave," an employee may be required to submit medical certification of inability to work or illness in the family.

4. Payment of Overtime Upon Transfer

   An employee who is transferred to another department shall be paid for any authorized overtime, accrued compensatory time, and accrued TRIP time by the department in which the time was worked.

5. Payment of Overtime for Multiple Part-Time Appointments

   In the case of employment in two or more classes, one of which is subject to premium payment, the overtime worked is subject to compensation at premium rates as follows:

   1. If more than 20% of the total hours worked in a workweek is in a class subject to premium overtime rates, all overtime shall be subject to compensation at the premium rate.
   2. If 20% or less of the total hours worked in a workweek is in a class subject to premium overtime rates, all overtime shall be compensated at the straight time rate.

6. Determining Regular Time, Overtime Straight, and Overtime Premium

   To compute the hours of overtime in a workweek, it is necessary to determine the number of hours on pay status. Hours on pay status over 40 hours during a workweek are overtime. Time spent on-call but not actually worked is not considered as hours of work nor as hours on pay status for the purpose of determining hours of overtime. Refer to UC-PPSM 31 (Hours of Work), Section B.6. However, payment for on-call time shall be included as a part of total straight time compensation in calculating the premium overtime rate. If an employee is called, the time actually worked shall be reported as Regular Time, Overtime Straight, or Overtime Premium, as appropriate.

7. Compensation of Overtime for Employees in Classes Eligible for Shift 

   If an employee holds an appointment in a class eligible for shift differential (see Policy 33), the rate of overtime pay shall be determined as follows:

   1. An employee who receives a shift differential for an assigned evening or night shift shall have that differential included as part of the pay rate for any overtime hours worked, regardless of the shift in which the hours are worked.
   2. An employee assigned to the day shift does not receive a shift differential for overtime hours worked on an evening or night shift unless 1) at least half of a shift of eight hours or longer is worked after 5 p.m. and before 8 a.m., or 2) at least four hours of a shift of less than eight hours are worked after 5 p.m. and before 8 a.m., and 3) the overtime shall not be compensated at a premium rate. 

8. Including On-Call When Calculating the Regular Rate for Premium Overtime Pay

   On-call is time when an employee is free to engage in activities for his/her own purposes but is required to inform the employer how he/she can be reached so as to be available for return to work. Refer to UC-PPSM 31 (Hours of Work), Section B.6. On-call time is not counted as hours of work for purposes of calculating overtime. Payment for on-call time is included as a part of total straight time compensation in calculating the regular rate for premium overtime pay.

   To calculate the premium overtime rate, add the payment for on-call time to other compensation for the week, and then divide by the number of hours worked.

XII. SHIFT AND WEEKEND DIFFERENTIALS

1. Shift differentials for evening, night, and weekend shifts shall be established for eligible classes of positions in accordance with the provisions of UC-PPSM 33 (Shift and Weekend Differential-Non-Exempt Employees Only).
   
   An Organization Head or designee wishing to establish shift differentials for classes where such rates do not currently exist, or to modify existing shift differential rates, shall submit a written request to the CHR Compensation Manager. Shift differentials will be established by CHR by title code based upon prevailing practice and will be published in the Non-Academic Title and Pay Plan.
2. Evening Shift Definition: An evening shift differential shall be paid to an employee in an eligible class for all hours of a shift when the majority of hours are worked after 5 p.m. and before midnight.
3. Night Shift Definition: A night shift differential shall be paid to an employee in an eligible class for all hours of a shift when the majority of the hours are worked after midnight and before 8 a.m.

   1. Weekend Differential

      A weekend differential shall be paid to an employee in an eligible class for all hours actually worked between midnight Friday and midnight Sunday. Weekend differentials shall not be included in payments for paid leave.

   2. Responsibility

      An Organization Head or designee may establish alternate definitions of evening, night, and weekend shifts following consultation with CHR. Alternate definitions are subject to notice requirements.