All academic/tuition generating units

Graduate College

Library

Illinois International

Tenure System & Specialized Faculty positions

• Any FTE
• All funding sources
• All new positions and vacancies

Academic Professional & Civil Service

• New (additional FTE) positions
• State or ICR funding sources

Colleges submit via the DMI Hiring Plans System https://secure.dmi.illinois.edu/hiringplans/

• Reviewed annually on a rolling basis by the Office of the Provost; college must click “finalize” to prompt review

• Units must reference the hiring plan commitment code on JDXpert Staff Vacancy Workflow
  • IHR has access to this folder as well as the DMI System to confirm approval

Colleges enter into the DMI Hiring Plans System

• Automatic notification sent to Provost Office

• Units must reference the hiring plan commitment code on JDXpert Staff Vacancy Workflow
  • IHR has access to this folder as well as the DMI System to confirm approval

All Other Units

Academic Professional & Civil Service 

• New (additional FTE) positions
• State or ICR funding sources

Submit (optional) comprehensive hiring plan Excel template with annual report (or later)

• Units must reference the hiring plan commitment code on JDXpert Staff Vacancy Workflow.
  • IHR has access to this folder as well as the DMI System to confirm approval

Submitted via JDXpert Staff Vacancy Workflow

Academic Professional refill vacancies

All funding sources

Yes

Academic Professional New positions

100% Self-supporting, grant, or gift-funded

Yes

Civil Service refill vacancies

All funding sources

Yes

Civil Service New positions

100% Self-supporting, grant, or gift- funded

Yes

Academic Hourly

All

Yes

Extra Help

All

Yes

Post-Doctoral Research Associates

All

No

Graduate Assistantships

All

No

Student hourly positions (Undergraduate & Graduate)

All

No

0%, $0 Appointments

All

No

Fellows/Visiting Scholars

All

No

All Faculty

Range approved in conjunction with hiring approval

• Offers more than 10% above the approved range must receive additional Provost Office approval

Handled via email with Vice Provost for Academic Affairs

• Do not submit via JDX
• Email approval uploaded in HRFE

N/A

Handled via email with Vice Provost for Academic Affairs

• Do not submit via JDX
• Email approval uploaded in HRFE

Academic Professionals

Range approved in conjunction with hiring approval

• Offers more than 10% above the approved range must receive additional Provost Office approval

Requested via “Off-Cycle Pay Request” Workflow in JDXpert

• Usually based on equity or expansion of duties
• Increase amount is typically no more than 15% (Preference is to stay under 10%.)
• If there is justification for >15%, it is generally broken up into two increments at least four months apart*

Requested via “Staff Appointment Change” Workflow in JDXpert

• Minimum 4% and typically no more than 15% (Preference is to stay under 10%.)
• If there is justification for >15%, it is generally broken up into two increments at least four months apart*
• Workflow must be fully approved in JDXpert before extending offer to employee

Requested via an “Off-Cycle Pay Request” Workflow in JDXpert

Select “Retention/Counter Offer”

• Position should be similar and have a comparable level of scope and responsibility and the offer is limited to only a pay increase
• If a “Retention/Counter Offer” requires a change to a higher level title, a “Staff Appointment Change” is required but may be submitted subsequent to the approved salary offer, with no additional compensation required for the appointment change
• Employee must have received either a written offer or be a finalist who has received a verbal offer for a position within UIUC
• Current employing unit may offer less than or equal to but not exceed the external or internal-to-campus offer
• Consideration should be given to avoid creating internal equity concerns
• If offer is from external entity, cost-of-living difference should be factored in.
• Workflow must be fully approved in JDXpert before extending offer to employee

Open Range Civil Service

Range approved and noted in “Staff Vacancy” Workflow by IHR Compensation.

• Offers more than 10% above the approved range must receive additional IHR Compensation approval

Requested via “Off-Cycle Pay Request” Workflow in JDXpert

• Usually based on equity or expansion of duties
• Increase amount is typically no more than 15% (Preference is to stay under 10%.)
• If there is justification for >15%, it is generally broken up into two increments at least four months apart*
• Workflow must be fully approved in JDXpert before extending offer to employee

Requested via “Staff Appointment Change” Workflow in JDXpert

• Minimum 4%, up to max of 10%
• Must be at least the minimum of salary range for the promotional classification
• Increases >10% require additional campus-level approval
• If there is justification for an increase >15%, it is generally broken up into two increments at least four months apart*
• Governed by University Policy and Rules for Civil Service Staff (Reg. 5.085)
• Workflow must be fully approved in JDXpert before extending offer to employee

Requested via an “Off-Cycle Pay Request” Workflow in JDXpert

Select “Retention/Counter Offer”

• Position should be similar and have a comparable level of scope and responsibility and the offer is limited to only a pay increase
• If a “Retention/Counter Offer” requires a change to a higher level title, a “Staff Appointment Change” is required but may be submitted subsequent to the approved salary offer, with no additional compensation required for the appointment change
• Employee must have received either a written offer or be a finalist who has received a verbal offer for a position within UIUC
• Current employing unit may offer less than or equal to but not exceed the external or internal-to-campus offer
• Consideration should be given to avoid creating internal equity concerns
• If offer is from external entity, cost-of-living difference should be factored in
• Workflow must be fully approved in JDXpert before extending offer to employee

Faculty

• **Guidance coming soon**

• Defined project/additional course load
• Requested via Service In Excess Form in Adobe Sign
• Request and approval should occur prior to service performed
• Approval from hiring unit and college (second level) and home unit and college (second level), if different
• IHR approval only if more than $10,000

Academic Professional

Open Range, Overtime Exempt Civil Service

Interim or Acting Role

• 15% of employee’s base
  • Second level approval required
  • No IHR approval
  • Provost or Chancellor only when serving as second level
  • If base salary < $55k, can be up to 15% of base
• May stay in place until permanent position filled
• No JDX workflow required
• Second level approval documentation attached to HRFE
• OAE approval process must be followed

Higher level duties or unanticipated on-going project or coverage of substantial staff shortage

• Up to 10% of employee’s base
  • No IHR approval
  • Provost or Chancellor only if serving as second level
  • If base salary < $55k, can be up to 15% of base
• No JDX workflow required
• Second level approval documentation attached to HRFE
• If continues for 12 months, review to determine if duties and base salary should be adjusted

• Defined project
• Requested via Service In Excess Form in Adobe Sign
• Request and approval should occur prior to service performed
• Approval from hiring unit and college (second level) and home unit and college (second level), if different
• IHR approval only if more than $10,000