Provost Budget Approvals Needed to Start Hiring Process
February 2024
Provost budget approvals needed to start hiring process
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Type of Hire
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Comprehensive Hiring Plans
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One-Off Hiring Requests
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All academic/tuition generating units
Graduate College
Library
Illinois International
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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
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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
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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
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All Other Units
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Academic Professional & Civil Service
- New (additional FTE) positions
- State or ICR funding sources
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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
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Submitted via JDXpert Staff Vacancy Workflow
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Hiring Processes that DO NOT Require Provost Budget Approval*
February 2024
Hiring processes that do not require Provost budget approval
All Units
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Type of Hire
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Type of Funding
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Hiring Requires JDX Workflow
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Academic Professional refill vacancies
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All funding sources
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Yes
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Academic Professional New positions
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100% Self-supporting, grant, or gift-funded
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Yes
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Civil Service refill vacancies
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All funding sources
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Yes
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Civil Service New positions
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100% Self-supporting, grant, or gift- funded
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Yes
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Academic Hourly
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All
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Yes
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Extra Help
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All
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Yes
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Post-Doctoral Research Associates
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All
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No
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Graduate Assistantships
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All
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No
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Student hourly positions (Undergraduate & Graduate)
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All
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No
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0%, $0 Appointments
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All
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No
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Fellows/Visiting Scholars
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All
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No
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Campus Salary Approval Mechanisms
February 2024
Campus salary approval mechanisms
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Type of Salary Action
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Employment Category
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Time of Hire
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Mid-year
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Promotional
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Retention/Counter Offer
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All Faculty
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Range approved in conjunction with hiring approval
- Offers more than 10% above the approved range must receive additional Provost Office approval
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Handled via email with Vice Provost for Academic Affairs
- Do not submit via JDX
- Email approval uploaded in HRFE
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N/A
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Handled via email with Vice Provost for Academic Affairs
- Do not submit via JDX
- Email approval uploaded in HRFE
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Academic Professionals
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Range approved in conjunction with hiring approval
- Offers more than 10% above the approved range must receive additional Provost Office approval
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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*
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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
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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
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Open Range Civil Service
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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
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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
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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
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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
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*This practice is generally followed unless the current salary is $55k or less, in which case the increase may occur in one step.
Temporary additional payment options
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Administrative Increment/Stipend Amount
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Service In Excess Payment
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Faculty
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- 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
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Academic Professional
Open Range, Overtime Exempt Civil Service
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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
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- 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
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