Classification & Compensation Guide
The key to an accurate and timely review is requesting the correct process and providing the appropriate supporting documentation.
The following Classification & Compensation Guide provides direction on developing and submitting position changes. If you have questions, at anytime throughout the process, please feel free to reach out to our Classification & Compensation team via AskHR@wm.edu for additional guidance.
Classification & Compensation Review Request Type and Submission Requirement
Permanent updates to a position description, title, or compensation, are submitted through PeopleAdmin. All of these actions require a Classification & Compensation Review form attached to the submission.
This includes the following changes:
- Title and/or duties updates regardless of compensation changes to better better align title and position duties.
Some reasons that may warrant a permanent compensation change:
- Change in market – positions that have not been updated or reviewed for several years may have had a natural progression of the compensation for the type of work that is being done. Class/comp can review the relevant market data and internal alignment to confirm if changes are supported. If there is a specific salary you are requesting to increase to, please include that number along with the justification. If you would like UHR’s input on what would be an equitable salary, you may include something to the effect of, “looking for input on compensation, budget available up to $XX, XXX” for example, and we are happy to provide that information in our review.
- Internal alignment – salary increases may be warranted if there is a discrepancy with other employees who are doing comparable duties and have comparable or fewer years of relevant experience. This is a part of Class/Comp’s overall analysis.
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Change in duties – position duties evolve over-time. As duties and responsibilities change, it’s possible for the classification to potentially change, and/or the applicable market data to now differ if the duties are increasing in scope or complexity, for example. Please note that volume (more of the same work) does not constitute a change in duties.
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Reclassification (different duties, similar level): Change of duties of 20% or more that generally does not result in a significant increase of two or more classification factors (i. e. scope, complexity, autonomy, accountability, and/or impact). May result in title change with or without range change.
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Reclassification (increased responsibility): Evaluation of position duties, tasks, or responsibilities in comparison to the differences in similar positions of similar responsibility; review of the classification of certain jobs or positions when there is an increase of 20% or more of scope, complexity, responsibility, etc. over sustained period.
Organizational Level Changes
Must be discussed with CHRO, the Director of HR Business Partners, HR Business Partner and/or a member of the Classification & Compensation team. Method of submission depends on the actions.
- Reorganization/Realignment: Changes to multiple positions that are interconnected or a change in mission, focus, operations, etc. Requests submitted with a memo of the proposal, before/after organizational charts, impacted positions, and employees.
- Market Adjustment to Positions: A review of a position or a group of positions relative to what the market is paying for similar positions.
- Equity Evaluation: Internal and/or external alignment analysis of pay based upon perceptual differences in similar positions or people by gender, race, age, or other demographic protected class factor.
Performance
- Class/comp reviews are not completed for performance/merit increases. Merit increases should be done through the annual merit process.
- To recognize an employee for their exceptional work on a project or going above and beyond the scope of their role, submit a one-time bonus request through a Personnel Action Form. Pay increase or bonus depends on the nature of the action and length of performance. For instance, a bonus is warranted for excellent work on a project and an increase is warranted for exceptional performance over the period of a year or more.
A bonus request is submitted via a Personnel Action Form and requires UHR approval. A base salary increase is submitted through PeopleAdmin with a completed Classification & Compensation Review form.
Temporary pay
For additional duties required over and above the normal position requirements for three months or more; must be submitted at the beginning of the assignment and be over the timeframe the extra work is necessary. Any extension should also be submitted via a Personnel Action Form.
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