In July 2004, Governor Sebelius signed an Executive Order authorizing state agencies to request in-grade pay increases for classified employees. The circumstances under which such increases are permitted are detailed in these guidelines.
In-grade pay increases allow campus departments to request the movement of classified staff members from one step to another step on the same pay grade. Such requests are not routine and are made through a written request to Human Resources, with the approval of the appropriate administrative channels. HR will certify that the request conforms to the guidelines and the Executive Order authorizing in-grade pay increases. Once the certification is complete, the request will be forwarded to the Division of Personnel Services for review and approval. An employee may file a grievance if the employee can demonstrate that he/she has been denied an in-grade pay increase under these guidelines without a reasonable explanation.
Because the University will be required to seek approval for in-grade increases from the State Division of Budget and the State Division of Personnel Services in Topeka prior to granting increases, departments are requested to communicate with employees only after approval is received.
A Permanent in-grade pay increase may be requested for the following reasons:
A Temporary in-grade pay increase may be requested when an employee temporarily assumes higher-level job responsibilities. The following conditions apply to such temporary increases.
It is anticipated that the number of in-grade pay increases will be limited and will be tied to funding availability as well as justification and approval under these guidelines.
Only one in-grade pay increase per employee can be requested during a fiscal year.
No employee can be moved to a dollar amount beyond step 15 of the pay grade to which the employee's position is currently assigned.
State rules require that in grade pay increases are not to be used for:
In-grade pay increases would be funded with either temporary or permanent monies budgeted in the current fiscal year, along with any associated fringe costs. Departments requesting an in-grade pay increase must identify the source of funding to be used in making the in-grade pay increase.
Examples of how departments could generate savings to pay for these increases include:
If approved, in-grade pay increases will be processed as an appointment transaction by the Payroll Office based upon a written communication from HR. The department and the employee will receive a copy of that written communication. If funding changes are needed in the HR/Pay system, departmental staff are responsible for processing a Payroll Form to complete that transaction.
Departmental staff will be responsible for transferring the appropriate amount of funds to the budgetary lines on either a permanent or temporary basis using a Budget Transfer Form.