Promotions (Incumbent Reviews) and Compensation
NEVER COMMUNICATE A POSITION OR PAY CHANGE TO THE AFFECTED EMPLOYEE UNTIL A PAY ASSESSMENT IS COMPLETED BY HR.
Upcoming Fiscal Year Close HR Deadlines:
The discretionary pay moratorium this year is 5/26/25-6/30/25.
In order to allow time for your HR Generalist team to process pay and promotion requests prior to the moratorium period please submit by the following deadlines.
Transaction Type | Deadline to submit to HR Generalist Team | Central HR Deadline |
Incumbent Reviews/Promotions | 4/18/2025 | 5/2/2025 |
Job changes (FTE, stipends) | 4/23/2025 | 5/2/2025 |
Discretionary pay changes | 4/23/2025 | 5/2/2025 |
Submission received after 4/23/2025 run the risk of not being completed and submitted in time to meet the Central HR deadlines. If so, those requests will become effective 7/1/2025 or thereafter. These deadlines do not affect Recruitments.
LATEST UPDATES - Staffing Plans:
- Before submitting your request, please ensure you have worked with your Fiscal Officer in identifying available funds within your unit's approved expenditure authority.
- If this request is outside of your unit's approved expenditure authority please work with your Fiscal Officer to obtain the appropriate approvals. Attach a copy of that approval when submitting your request.
Required Documents:
- HR Mapping Form - used for assessment and mapping (recommend downloading before completing the fields)
- Visit JDXpert to view University Staff jobs.
- Current Employee Resume
- Justification Memo (on department letterhead) Please include rationale and supporting information as applicable such as:
- Why a promotion is being requested
- Explain how job has changed since hire or last promotion
- Identify new duties and responsibilities
- Identify new skills and/or abilities the employee has developed
- Impact/benefits to unit
- Proposed Compensation (Compensation analysis will be conducted by HR)
Timeline
- Promotions: University Staff promotions are submitted as Incumbent Review. 24-48 hours to route through RII approvals once all required documentation and information is received by RIIES. Expect a 4-6 week response time once package is submitted into MSS (time dependent on campus volume).
- Compensation Increase request only: 10-14 days depending on size and complexity of request.
Please reach out to HR Generalist Team for further assistance as needed.