Pay Resources

Civil Service Rules- Short form

RULE 6.1 CIVIL SERVICE PAY PHILOSOPHY

All pay rules are based upon the following principles:

Available Applicants 

Market Pay Practices

Quality of Applicants

Evaluation Ranking

Turnover Rates

Employee Performance

Federal Law

Funding Available

Market Competition

 

RULE 6.2 PREPARATION OF THE PAY PLAN

  1. Director will propose a uniform pay plan after consulting with appointing authorities and state fiscal officer
  2. Requires yearly recommendation concerning pay structure

RULE 6.3 ADOPTION OF THE PAY PLAN

  1. Requires public hearing on pay
  2. Commission specifies manner of implementation
  3. Types—structure adjustment, general increase, new, revised and abolished jobs
  4. Governor must sign in entirety (Gov. establishes effective date)

RULE 6.4 RATES IN THE PAY PLAN PLUS BASE SUPPLEMENT

  1. Each grade has minimum and maximum
  2. Employees must be paid within range

There are a number of exceptions listed in the rule:
Demotion, detail, red circle, premium pay, reduction in pay to avoid layoff,
Base supplement, etc.

RULE 6.5 HIRING RATE

  1. Job or provisional appt: same dept., same job, same/next day=same pay
  2. Recruiting/retention difficulties; the Director may authorize use of a special entrance rate.  All new hires must be hired at that rate and current employees in that job title adjusted to the new rate if below it.  Other similarly situated employees may receive a percent difference adjustment.
  3. Reentering classified service: pay no higher than highest salary in a permanent job, but must
    be within range, no less than min or higher than max (+base supplement).
  4. Restricted appointments: can hire up to maximum of range
  5. Return from military: paid as if employee was never gone
  6. Federal law: supersedes all C.S. rules; must pay minimum wage and HUD, contract, etc., minimums
  7. Extraordinary qualifications: can pay up to the 3rd quartile provided quals are verified and documented as job related and agency has a posted policy.
  8. Permanent employees who are required to accept probational appointments in lieu of a promotion when moving from one agency to another may receive the promotional pay within 1 year of hire

RULE 6.5.1 PAY UPON APPOINTMENT FROM A DEPARTMENT PREFERRED REEMPLOYMENT LIST

Subject to rule 6.14, pay can’t be set higher than at time of layoff or if displaced, may be current rate of pay based on other rules. Pay can never be set higher than max or max + base supplement

RULE 6.7 RATE OF PAY UPON PROMOTION

  1. Requires 7% increase
  2. Optional increase tied to number of pay grades between new and old job, i.e., 10.5% for two grades and 14% for three or more grade increase
  3. 3 year eligibilities—additional 3.5 and 7 percents may be given within three years of original promotion, prospectively
  4. When detailed then promoted—can’t pay less than employee is earning on detail
  5. From one schedule to another, based on percent difference between maximum of old and new job
  6. From position w/base supplement to position without base supplement and employees pay is in the base supplement—then promotion pay is calculated on the max of pay range of current job

RULE 6.8 PAY UPON REALLOCATION

  1. Grade goes up or higher maximum in another schedule=like promotions
  2. Grade goes down or lower maximum in another schedule=same pay; if above max of new grade, then frozen until range catches up with rate
  3. Same grade or equivalent maximum in another schedule=same pay
  4. Position is reallocated so that base supplement is reduced or lost

Employees pay will be no higher than current salary and at whichever is higher—

1.        Set at the range max (this is a red circle rate)

2.        Within the base supplement for new job (this is not a red circle rate)

RULE 6.8.1 PAY UPON JOB CORRECTION OR GRADE ASSIGNMENT

a.                           Job is in a higher grade in the same pay schedule or in a grade with a higher range                maximum in another pay schedule, or is assigned to a higher grade in the same pay schedule or to a grade with a higher range maximum in another schedule, the affected employee's pay shall not change.  Cannot pay below the minimum of the higher range.

 

b.                           Subject to subsection (d), if job is job corrected in a lower grade in the same pay schedule or a grade with a lower range maximum in another pay schedule, or is assigned to a lower grade in the same pay schedule or to a grade with a lower range maximum in another schedule, the affected employee's pay shall not change, but shall be subject to provisions of Rule 6.15.

 

c.                           Subject to subsection (d), if job is job corrected in the same grade in the same pay schedule or in a grade with the same range maximum in another pay schedule, or is assigned to the same grade in the same pay schedule or to a grade with the same range maximum in another schedule, the affected employee's pay shall not change.

 

d.                           If a position is job corrected or a job has a pay range change that reduces or loses authorized base supplement, pay shall be set no higher than current salary and at the higher of:

 

1.        the range maximum (red-circle rate) of the changed position, or

2.        within the range maximum plus base supplement (not red-circle rate) authorized for the position to which he/she is changed.

 

RULE 6.9 PAY UPON TRANSFER OR REASSIGNMENT

  1. Same grade/same job/same pay
  2. Permanent employee to higher level job—use promotion rule
  3. Permanent employee to lower level job—use demotion rule
  4. Same grade/different title/same pay
  5. Releasing department pays until first day at receiving department
  6. Same grade but different or no base supplement—salary either reduced to maximum of range or to a place within new base supplement (no higher than current salary)

RULE 6.10 DEMOTION

  1. Same schedule or job in other schedule with lower maximum:-7% but no less than minimum
  2. Repealed
  3. Repealed
  4. Appointing Authority may grant exceptions.  Appointing authority may waive promotional pay for an employee who’s been demoted without a decrease in pay within a six month period.

RULE 6.11 RATE OF PAY UPON DETAIL

Pay cannot be reduced when detailed. If detailed to a higher job, must be paid=to promotion

  1. Employee can get all eligible increases in regular job while on detail
  2. When temporary detail is ended, pay goes back to whatever it is in the permanent job currently

 

RULE 6.15 RED CIRCLE RATES

Employee must be paid above max or max plus base supplement until the range catches up with the rate. Red circle rate is gone if employee is separated or demoted (non-budgetary lay-off is exception). If pay is red-circled, no other pay raises. Red circle rates are established for employees in situation described below:

  1. Job grade evaluated lower
  2. Reallocation downward
  3. Structure change downward
  4. Unclassified to classified only when declared by C.S. and only for two years; after two years pay must be reduced to non more than 28% above the max or to the max+base supplement, whichever is higher until the range catches up with the rate.
  5. Market grade downward
  6. Demotion due to non-budget layoff

RULE 6.12 COMPENSATION FOR PART-TIME SERVICES

  1. Hourly rate
  2. Report percent full time (SF-20) in position control system and sf-1 in personnel system
  3. Employees who start in the middle of a pay period are paid for number of days worked in that period

RULE 6.12.1 COMPENSATION FOR HOLIDAYS

  1. Don’t pay if working less that 20 hours per week
  2. Don’t pay when on restricted appointment
  3. LWOP day before and after; don’t pay

RULE 6.13 CERTIFICATION AND PAYMENT (RULE VS PRACTICE)

  1. Rule states that Civil Service must approve all actions before payment is authorized
  2. Departments usually pay for appointments before approval of the Sf-1 and some pay for merit increases prior to recording
  3. Director shall issue orders concerning restitution to employee or overpayment recovery if a mistake is made
  4. The Director tells the agency to decide on its own as to whether to collect overpayment

RULE 6.14 MERIT INCREASES

  1. Eligible after 6 months
  2. 1 year later—anniversary date which doesn’t change
  3. 4% or 1.04 X current salary
  4. can be granted within 3 years of eligibility prospectively
  5. Covered in 6.4—don’t pay over max or max + base supp
  6. Covered in 6.5 (e)—doesn’t lose eligibility while away
  7. Reemployment+ same as if first time hired (6 months merit; yearly thereafter)
  8. No other increase affects merit eligibility unless that rule says so
  9. Don’t pay if rating is needs improvement or poor
  10. Re-employ within 1 year of layoff, keep same anniversary date and all eligibilities
  11. If detailed, may receive a merit in temporary job

RULE 6.30

If sf-1 action brings salary within $20 of max or max + base supp, may on same document move pay to max or highest rate in base supp.

RULES TO USE IF YOU ARE HAVING PROBLEMS IN RECRUITING OR RETENTION TO SOLVE PROBLEMS

CIVIL SERVICE PAY OPTIONS

Compensation For On-Call & Shift
Special Pay (Premium Pay/Hazardous Duty/Extraordinary Duty)
Pay For Extraordinary Qualifications
Special Entrance & Retention Rates
Market Grade Adjustment
Base Supplement
Rewards and Recognition
Optional Pay

RULE 6.28 ON-CALL/SHIFT DUTY

  1. Director issues policy guidelines for paying on-call and shift differential/Comm can go higher
  2. On-call is pay or comp time for hours when worker must be available for call-back; don’t pay for regularly scheduled hours; in addition to regular salary, not included in terminal leave pay. $2.25 per hour or ¼ hour of k for every hour of on-call. Enter Sf-20 "O" request
  3. Shift is pay for when worker has non-standard work hours assigned; up to % of hourly rate of mid-point of supv job. Enter Sf-20 "O" request

RULE 6.16 SPECIAL PAY PROVISIONS

a) Premium pay: special pay granted outside of the pay range for extraordinary duty, hazardous duty, market conditions, etc. May be for all hours or hours worked only.

 

b) Pay for Employees at Range Maximum: longevity pay of up to 4% lump sum for those employees who meet the published criteria.

RULE 6.5 (g) HIRING RATE—EXTRAORDINARY QUALIFICATIONS/CREDENTIALS

Agencies may hire up to the 3rd quartile of the pay range
Quals must be verified
Quals must be job-related
Agency must have posted policy for using this rule
Employees in same job s/same or equal credentials may be adjusted to same rate

RULE 6.5(b) HIRING RATE—SPECIAL ENTRANCE/RETENTION RATES

Director can authorize hire rates above the minimum for a job when agency has recruiting problems.

Director may authorize a special retention rate within the pay range or range plus base supplement if a job has retention problems.

May be jobs in a geographic location or may be limited to certain positions with unusual employment conditions.

Agency must raise all employees in the same job, locale or area affected to the same rate. Agency may adjust other employees a corresponding percent difference between the old and new hiring rate.

If an SER or SRR are adjusted down, employees pay stays the same.

Commission must ratify Director’s actions at next meeting.

 

SER/SRR IMPLEMENTATION

Decide % difference to pay to employees on board. Variable % should be documented and communicated to all involved.

Enter highest allowable hire rate (not individuals salary) in position control system for all affected positions using the g request. Be sure to enter only the monthly amount with no decimals.

Process Sf-1’s citing rule.

 

RULE 6.6 MARKET RATE JOB ASSIGNMENT

Authorizes Director to change pay grades based on marker

Pay according to promotional rule (6.7)

Marked with asterisks in general schedule

Medical schedule totally market driven

Moves entire pay range up or down

Must use all available pay mechanisms first—last option to consider when pay is problem

Must have a history of recruiting and retention problems above the average

 

RULE 1.5.02 BASE SUPPLEMENT DEFINITION

Extension of range maximum; salary to be included in base pay

Conditions are same as for approval of a market grade adjustment

May be requested when recruiting and retention problems exist and are limited in scope, i.e., geographic, institution, job or position, etc.

Treated as a proposed play plan

Must be approved by Comm and Governor

 

RULE 6.16 (f) RATE OF PAY UPON APPROVAL OF BASE SUPPLEMENT

When employees salary hits max of GS/MS it doesn’t count (he gets any pay authorized by C.S. rules). The Commission can also set special provisions for implementation of base supplement just as they do for a pay plan.

If the base supp is rescinded or adjusted downward, the comm will stipulate what happens.

If base supp goes up, salary of employee stays same unless specified differently by Commission.

 

RULE 6.3.1 OTHER COMPENSATION

Governs the use of cash perquisites such as uniform allowances, housing allowances, etc.

All cash perquisites must be approved by the Civil Service Commission.

 

RULE 6.16.1 REWARDS AND RECOGNITION

Agency may set up a system of non-monetary or monetary awards to reward employees for specific accomplishments.

Policy must be approved by the Civil Service Commission

Monetary awards limited to 9% of employee’s salary

RULE 6.16.2 OPTIONAL PAY ADJUSTMENT

Agencies may establish a program to grant up to a 10% base pay or lump sum increase to employees for the following reasons:

  1. Recruiting into difficult to recruit for jobs
  2. Retention of employees whose loss would be detrimental to the agency
  3. To relieve pay compression
  4. To award employees for performing extra duties

Policy must be approved by the Commission

RULE 6.16.3 GAINSHARING

Agencies may establish a program to share savings realized from efficiencies. Programs must be approved by the appropriate authorities as well as the CS Commission. Employee’s share may be up to 20% of base salary.

SUMMARY OF PAY OPTIONS

RECRUITMENT

  1. Special Entrance Rates
  2. Hiring Above Minimum
  3. Special Pay Options—Hazardous or Extraordinary
  4. Rewards and Recognition
  5. Optional Pay

RETENTION—IS IT A PAY PROBLEM

  1. Is the allocation correct?
  2. Does the job lend itself to turnover? Can someone be trained to do the job in a short period?
  3. Is there a problem with supervision?

RETENTION DUE TO PAY PROBLEM

  1. Consider all pre-approved pay options-shift diff/on-call or available maximum hire rate?
  2. Special pay options—hazardous and extraordinary duty.
  3. SER/SRR when appropriate
  4. Market grade adjustment
  5. Premium pay or base supplement

 
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