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Home :: Policies :: Funding for Mid-Year Position Reclassifications

Funding for Mid-Year Position Reclassifications

Responsible Department
Budget Office
Effective Date
01/25/2016
  1. .

    Purpose

    The purpose of this policy is to define the University of North Georgia’s (the “University") policy for Position Reclassifications falling ‘outside’ of the annual budget cycle which require mid-year pay adjustments not captured in the original budget for the fiscal year.

  2. .

    Definitions

    Position Reclassifications: Documented changes in a position’s duties submitted to Human Resources for review for which a pay adjustment may be required based on revised salary benchmarks and/or a newly assigned paygrade.

  3. .

    Statement

    1. This policy statement applies to any mid-year Position Reclassification requests occurring ‘outside’ of the annual original budget process.

    2. Mid-Year Reclassification:

      1. The request for a Position Reclassification must be documented and submitted to Human Resources for their consideration.

      2. If Human Resources determines that a mid-year salary increase is required, the budget manager must then identify any additional funding required and secure all necessary approvals.

    3. Any mid-year Position Reclassification requests that result in an increased salary for an existing employee must first be approved by the respective Vice President. If approved, the area Vice President should discuss funding with the Senior Vice President of Business and Finance. After funding is identified, the respective Vice President will then request final approval from the President.

    4. Full funding to cover the marginal salary increase, along with the associated fringe benefits, must be fully identified and submitted via budget amendment prior to making any ongoing salary changes to an existing employee. The Personnel Action Form (PAF) must be signed by both the respective Vice President and by the President (or by the Senior Vice President for Business and Finance acting as the President’s designee). Presidential approval should be obtained before a PAF is processed and/or employee notified. Funding must be identified to cover both potential current fiscal year obligations as well as all increased ongoing obligations (permanent funding shortfalls) for future fiscal years.

    5. All mid-year salary adjustments for existing employees should have a January 1 effective date, unless a deviation is approved by the President.

    6. Similar to mid-year reclassifications for existing employees, any mid-year reclassification requests for vacant positions resulting in a higher starting salary would also require that the additional funding needed be identified. Budget amendments funding the increased salary and associated fringe benefits should be submitted prior to refilling the reclassified position in excess of the position’s established budgeted salary. Adjustments for vacant positions may occur throughout the year provided that the changes are supported by HR benchmarking, approved by the area VP, and assuming that all additional funding required is identified by the requesting Department / VP.

    7. This policy does not apply to reclassifications made during the annual original budget process where documentation is submitted to Human Resources at the beginning of the calendar year with any changes to be effective July 1 of the following fiscal year and dollars included in the original budget for that fiscal year. Contact Human Resources for specific deadlines and procedures concerning this process.
  4. .

    Support Info

  5. .

    Procedures

    Any related operating procedures must comply with and should reference this policy.

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