1. Merit Increase Pay Guidelines

2. Welcome Introduction Performance Form
What is the Merit Increase Pay System
Purpose of the Merit Increase pay System
Performance Form
New Form

3. Welcome Performance Evaluation Scoring Frequently Asked Questions
Duty Area
Standards
Results
Comments
Scoring
Frequently Asked Questions
Other OHR Issues

4. Merit Increase Pay System
Act 289 of 2007 & the Office of Personnel Management developed this system to reward employees
Purpose is to reward Individual Employee Performance
Replaces the CLIP program
Salary Increase not a Bonus
All Classified Employee must have a review

5. Merit Increase Pay System
Eligibility
Must have continuous state employment in a classified regular position for 12 months – excludes temporary status
The 12 months can be a combination of UAMS and another state agency or institution

6. Merit Increase Pay System
October 1, 2007 will be the date used in determining the performance evaluation and merit increase cycle
So any classified regular employee who was hired on October 1, 2006 or before will receive a merit increase
These same employee’s review dates will change to October 1 and remain that date for future reviews and increases

7. Merit Increase Pay System
Employees hired on or after October 2, 2006 will keep their date of hire as their review and merit increase date
OHR will be creating a new indicator to help track this on the 0041 Date Specifications; however, departments must continue to use the Date Monitoring screen to track Annual Reviews

8. Merit Increase Pay System
If you have already evaluated the employee for Fiscal Year 2007 (for example CLIP) – you do not have to evaluate the employee again
If you have not evaluated the employee –an evaluation must be completed by September 1, 2007

9. Merit Increase Pay System
Why September 1?
On all reviews, a 30-day appeal period must be offered
For future reviews if the review date is April 4, the review must be given to the employee by March 4. Likewise all Oct 1 reviews will need to be given by Sept 1

10. Merit Increase Pay System
For Example:
Employee with 12 months or more on 10/1/07
Hire Date: 3/24/03
Review Given to employee by: 9/1/07
FY 2008 Review/Merit Increase Date: 10/1/07
Review Given to employee by: 9/1/08
FY 2009 Review/Merit Increase Date: 10/1/08

11. Merit Increase Pay System
For Example:
Employee with less than12 months on 10/1/07
Hire Date: 12/15/06
Review Given to employee by: 11/15/07
FY 2008 Review/Merit Increase Date: 12/15/07
Review Given to employee by: 11/15/08
FY 2009 Review/Merit Increase Date: 12/15/08

12. Merit Increase Pay System
Rehires similar to the employees with less than 12 months
For Example:
Hire Date: 3/24/07
Review Given to employee by: 2/24/08
FY 2008 Review/Merit Increase Date: 3/24/08
Review Given to employee by: 2/24/09
FY 2009 Review/Merit Increase Date: 3/24/09

13. Merit Increase Pay System
For Transfers, Promotions and Demotions within the Classified area -currently has no changes to their dates
Starting in July 1, 2008 a six month delay will be put in place for the first year. We will discuss this change - this time next year.

14. Merit Increase Pay System
Employees on extended leave such as military leave, extended military leave, catastrophic leave, or leave without pay must have accumulated six months of actual work experience in order to be eligible
If the six months is after the review date – use the extension date for current year, then the employee review and merit date will revert back to October 1st or the latest hire date, whichever is applicable.

15. Merit Increase Pay System
For Example:
Hire Date: 3/24/03
Placed on Cat Leave: 2/1/07
Returns from LOA: 8/1/07
Since 10/1/06 has worked in the month of Oct, Nov, Dec, Jan, Aug, Sept
Review Given to employee by: 10/1/07
FY 2008 Review/Merit Increase Date: 11/1/07
Review Given to employee by: 9/1/08
FY 2009 Review/Merit Increase Date: 10/1/08

16. Merit Increase Pay System
Merit Increase will be added to the employee’s base salary
If the merit increase amount exceeds the LIM
The merit increase or the portion that it exceeds the LIM will be paid in a lump sum on the employees next check

17. Merit Increase Pay System
Merit Increase Matrix
Performance Evaluation Rating
Merit Increase %
Exceeds Standards
4.50%
Above Average
3.00%
Satisfactory
1.50%
Unsatisfactory
0.00%

18. Performance Form New Form Currently on the OHR website
If you already have a an evaluation in place for your particular area - use this form as a an overview, summary or roll-up

19. Performance Form
Part 1 Employee Information
Employee Name
SAP Number

20. Performance Form Part 1 Employee Information Position Title & Number
Department Name

21. Performance Form Part 1 Employee Information Rating Period
From & To dates that you are review this employee for (last 12 months)

22. Performance Form Part 2 Supervisor’s Information Supervisor’s Name
Phone Number
Position Title

23. Performance Form
Part 3 Performance Standards

24. Performance Evaluation
Part 3 Performance Standards
Duty Area – A collection of tasks that together form an essential element of the job
List Job Duties
Group the common duties
Develop a overall name for the common duties

25. Performance Evaluation
Part 3 Performance Standards
Example
Title
Common Job Duties
Duty Area
Administrative Assistant I
Complies financial information
Enters expenditures
Monitors expenditure
Budgetary Responsibilities

26. Performance Evaluation
Part 3 Performance Standards
Standard – A statement used to measure employee performance
It may be a quantity or quality of output produced, a model of operation or a degree of progress toward a goal
Develop criterion to measure employee performance
Include what is to be done
Include level of performance employee is expected to achieve

27. Performance Evaluation
Part 3 Performance Standards
Example
Title
Duty Area
Standard
Administrative Assistant I
Budgetary Responsibilities
Complete monthly reports with no more than five errors per report due by monthly deadlines
Enter in expense within 3 working days

28. Performance Evaluation
Part 3 Performance Standards
Results – The outcome of the performance based on the standard of the job
Example:
Ms. Smith has completed monthly reports and filling within established timeframes with less than five errors. She has satisfactorily met this standard.

29. Performance Evaluation
Part 3 Performance Standards
Comments – concerning the result of a specific standard or expectation
Employee
Supervisor
Example:
Ms. Smith could benefit more in her financial reporting skills by attending an advanced training for SAP reporting.

30. Performance Evaluation
Once the Evaluation is completed
Enter the information into SAP using the 90-Day Eval-Annual Eval transition
You can also use the F9 note to “Insert” the review for future reference
Enter the Salary increase
Send form to OHR-Records to be placed into the employee’s permanent records

31. Scoring
The overall rating category is determined at the discretion of the department
Based on the relative importance of each standard
Employees with Any Written Disciplinary Action in the last 12 months will not be eligible for an increase
An unsatisfactory rating in any standard can not receive an Exceeds Standard or Above Average overall rating

32. Scoring Overall Rating Employee A Employee B Employee C Employee D
Exceeds Standards 3 2
Above Average 1
Satisfactory
Unsatisfactory
Exceeds Standard

33. Frequently Asked Questions
Who is responsible for entering the Merit Increase?
The department using the following SAP PA40 transactions
90-Day Eval - Annual Eval
Salary Increase
Remember the F9 note

34. Frequently Asked Questions
Are the award percentages at the discretion of the agency?
No The Merit Increase pay percentages can not be changed

35. Frequently Asked Questions
What date do I used as the effect date in SAP
The first full payroll period after the review date

36. Other OHR Issues Applicants & Interviews ZHRAPP ZHRPAR ZHRHIRE
Posting a Position – Minimum Requirements
Delimiting Vacancy Assignments

37. Other OHR Issues Applicants & Interviews
Please remember that you MUST enter into SAP who you have interviewed
Using PB30
Select the Vacancy Assignment
Select the Position number
Click on the Pencil to change
Change the To date to the date of the interview
Change the Vac Assign Stat to 4 - Rejected
Change the Status Reason to 31 – Interviewed Not Selected

38. Other OHR Issues
Applicants & Interviews

39. Other OHR Issues
Questions
ZHRAPP
ZHRPAR
ZHRHIRE

40. Other OHR Issues Posting a Position – Minimum Requirements New Options
Use of Experience with Education OR just Education
Use of Yes or No for Skills/Qualifications OR Years of Experience for the Skills/Qualifications
Work with a recruiter for you best options if you have any questions

41. Other OHR Issues Delimiting Vacancy Assignments
Once a Post is closed and a person has been requested to be hired
RCC will Delimit all other applicants that have not been changed by the department as previously discussed

42. Questions???

43. Thanks for Coming!