Range approved in conjunction with hiring approval

• Offers more than 10% above the approved range must receive additional VC Finance & Administration approval

All other faculty handled via email with Vice Provost for Academic Affairs

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

Per annual budget guidelines or collective bargaining agreement

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 VC Finance & Administration approval

IHR and Provost 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*

IHR and Provost approval 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

• 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

• 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
• For end of probation increases, see job aid.

• 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 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

• 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

• Lateral transfer hire within classification is at employee’s current rate.

Requested via “Staff Appointment Change” Workflow in JDXpert

• Subject to parameters of collective bargaining agreement
• 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
• 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

• See Provost Comm 3

• 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

• See Provost Communication 3
• Up to 15% of employee’s base
  • Second level approval required; may require Provost or Chancellor approval; may require prior Board of Trustees approval
  • No IHR approval or JDX workflow required
• May stay in place until permanent position filled
• If proposed rate >15% of base salary, JDX Off-Cycle Pay Request workflow required
• Second level approval documentation attached to HRFE
• OAE approval process must be followed (see Recruitment & Hiring Guidelines)

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

• Up to 10% of employee’s base
  • No IHR approval or JDX workflow required
  • Provost or Chancellor only if serving as second level
  • If base salary ≤ $55k, can be up to 15% of base
• If proposed rate >10% of base salary, JDX Off-Cycle Pay Request workflow required
• Second level approval documentation attached to HRFE
• Initial appointment up to 12 months. If duties will continue beyond 12 months, review to determine if duties and base salary should be adjusted
  • Reappointment/extension beyond 12 months, JDX Off-Cycle Pay Request workflow required

• 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
• See also CAM (CS) and CAM (AP)

• Best practice for non-exempt staff when assigned additional duties is to compensate via overtime.
• If an increment is pursued, requires timesheet reporting of time worked to provide overtime payment on increment in addition to primary job.

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

• Up to 10% of employee’s base
  • No IHR approval or JDX workflow required
  • Provost or Chancellor only if serving as second level
  • If base salary ≤ $55k, can be up to 15% of base
• If proposed rate >10% of base salary, JDX Off-Cycle Pay Request workflow required
• Second level approval documentation attached to HRFE
• Initial appointment up to 12 months. If duties will continue beyond 12 months, review to determine if duties and base salary should be adjusted
  • Reappointment/extension beyond 12 months, JDX Off-Cycle Pay Request workflow required

• 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
• See also CAM

• Advance IHR approval required for initial appointment and any extension/reappointment. IHR LER communicates with the employee’s union to negotiate the parameters of any additional pay.
• Request submitted via JDX Off-Cycle Pay Request workflow

• Guidelines based on overtime exempt or non-exempt status (see above)
• Rate linked to employee’s negotiated rate if the work is within the employee’s classification