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 

• 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

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

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

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

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 “OffCycle 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

• **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

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