Where we pay in the market:

• PROVAIL is committed to paying employees competitive total compensation while also considering individual and agency performance. We review external market data related to our jobs annually and provide total compensation opportunity that ensures our ability to attract and retain the right talent.
• Base pay opportunity varies across jobs based on local market rates for the type of work, and will vary based on experience and skills of the employees performing the work.

How we use compensation data:

We use compensation data to align our base pay grades and variable pay opportunity to what other similarly situated employers are providing their employees.  

When matching PROVAIL jobs to market data, we evaluate industry (as outlined above), size of agency/company, and work location. 

How we update compensation data:

PROVAIL will review base pay grades on an annual basis compared to local market cost of labor. A compensation market assessment will be conducted every two years and base pay grades will be adjusted as needed. Management reserves the right to make adjustments throughout the year.

Transparency with employees:

In the spirit of transparency, PROVAIL has implemented a tool in UKG (Kronos) that provides all employees with an annual Total Compensation statement which includes information on base pay, variable pay (bonus) 403(b) contributions, medical, dental & vision insurance, life insurance, paid time off, and other benefits.  

The Executive Team will partner with People & Culture to make pay decisions. Pay decisions will be based on consideration of the following factors: type of pay change, pay grade internal equity, talent management considerations, and budget. We will train and provide managers with tools and resources to make good pay decisions. (See chart below for compensation timeline and approval process.)

How we measure success:

PROVAIL believes in both individual and agency success. All employees contribute to the PROVAIL’s quality services and financial success over the year. PROVAIL’s overall financial position and OKRs (objectives & key results) will be considered when determining annual pay increases. 

Employees who have base pay at or above the maximum of a pay grade, will not receive annual pay increases. When the base pay grade provides pay growth again, the employee will become eligible for a pay increase. The agency reserves the right to freeze annual pay increases based on agency performance at any time.

Newly hired employees will be given offers within the base pay grade for their role.

Overview: The goal of the promotion process is to empower employees to be in control of their careers. PROVAIL believes that employees should be responsible for their career planning and advancement. 

View the promotional ladders spreadsheet. 

We are transparent about promotional opportunities within the agency and encourage employees to apply for job openings they are interested in. Please speak to your manager about your career development goals and know that job changes can be lateral as well as promotional depending on the change in job responsibilities.

Promotional Process 

1. Request for consideration of a change in job responsibilities is a collaborative conversation between a program leadership and People & Culture.  
   • Managers must come prepared to share what specifically has changed in the job (e.g., updated job description) as well as a business case for why the higher-level work needs to be performed at PROVAIL. People & Culture will also request documentation on the budget impact of the new or substantially changed job to ensure we can afford the change in the current fiscal year.  
2. If the job evaluation supports recognizing a higher-level job with a new title, new duties, and the employee’s current role will be refilled, then the job opening will be posted in accordance with the posting guidelines.
   • Qualified candidates will be interviewed (internal and/or external) and the most qualified candidate will be provided with an offer.

PROVAIL provides annual pay increases, promotions, and other compensation adjustments to maintain internal equity and remain competitive within the local market.

PROVAIL aligns their pay decision making process to the following: affordability, competitiveness, equity, fairness, and transparency.

The table below provides guidelines on the annual compensation cycle at PROVAIL:

1.What makes up the compensation package for an employee at PROVAIL? 

The Total Rewards package at PROVAIL includes several components: 

•  Compensation: Base pay and additional pay such as bonuses or compensation for sporadic assignments 
• Comprehensive health and life benefits: Including medical, dental, vision, Employee Assistance Program (EAP), paid time off, discretionary 401(k) contributions, employer-paid life insurance, and other health and wellness programs when applicable. 
• Perks and lifestyle: We support work-life integration so employees can balance family and work commitments. We also recognize employees for meeting performance goals and exceeding expectations. 
•  Professional development: PROVAIL supports professional development related to an employee’s current role and performance, aligned with PROVAIL’s business needs. Professional development budgets are carried out and determined at the department level. 

2. How does PROVAIL determine annual pay increases for employees? 

PROVAIL establishes an annual budget for pay increases across the organization. This budget is aligned with the agency’s financial position and business priorities. When determining annual pay increases, leadership considers PROVAIL’s financial health and progress toward organizational OKRs (objectives & key results).  

3. Does an employee receive an annual pay increase if they are already paid at the top of the range? 

Employees who are paid at or above the maximum of their pay range are not eligible for additional base pay increases.  

4. What is PROVAIL focused on as it relates to agency performance? As an employee, what does this focus mean to me? 

As a pay for service agency, our revenue comes from the services provided within each program.   This means employees play an important role in supporting the agency’s sustainability by meeting billable hours targets where applicable, providing high-quality service to clients and participants, and demonstrating excellence in administrative support.  

5. I see a different agency has posted a role similar to mine, and the pay range is higher than what I am earning. Why is this the case? 

Each organization determines its compensation structure based on its own revenue, funding, expense, and benefits offerings. Some places pay more but offer fewer benefits; some places pay less and have great benefits. Roles with similar titles may differ in responsibilities, expectations, or total compensation packages. It’s important that you don’t look just at the dollar per hour. At PROVAIL, we focus on providing comparable pay for comparable work while also offering a comprehensive total rewards package that includes benefits, professional development opportunities, and a supportive workplace culture.  

6. How do I get promoted?  

Promotions occur when an employee moves into a role with greater responsibilities, scope, or complexity.  Promotion-related pay changes are determined based on: 

• The salary range for the new role 
•  Internal equity and available budget 
• The scope and complexity of the new responsibilities 

Promotion requests are initiated by managers in collaboration with People & Culture. Managers must document the business need, outline the change in responsibilities, and update the job description to reflect the new role.  

7. Why is my annual pay increase less than it was last year?

Annual pay increases can vary from year to year depending on several factors, including PROVAIL’s financial position and organizational priorities. The Executive Team reviews the agency’s financial health and determines how much can be invested in annual pay increases while maintaining financial stability and continuing to support our programs and services.  

8. There used to be a budget for training, staff appreciation, tenure raises, etc. Where did that go? 

As funding, budgets, and organizational priorities change, the way resources are allocated may also change. Programs or initiatives that may have existed in the past may evolve or be replaced as the organization adapts to current needs. PROVAIL’s priority is to invest in employee wages and recognize strong performance while maintaining the financial health of the organization.  

9. Why can’t you pay for the full cost of my benefits, or if I don’t take benefits, just give me the cash?  

Currently PROVAIL pays about 90% of the employee cost for benefits. Each year we review the budget and the increase in cost of benefits to determine if we can pay more for your benefits or if we can bargain with the provider to get changes beneficial to you. Unfortunately, insurance costs aren’t 100% in our control. In addition, there are legal and regulatory requirements that limit an employer’s ability to offer cash in place of benefits when employees are eligible to enroll in employer-sponsored coverage. 

10. Why did my coworker get a bigger raise than me? 

Annual pay increases can vary based on several factors, including where an employee’s current pay falls within the pay range for their role, and internal equity across the team. 

While managers aim to ensure pay decisions are fair and consistent, individual increases may differ depending on these factors. If you have questions about your pay increase or development opportunities, your manager can help discuss performance expectations and areas for growth. 

11. Why can’t PROVAIL match the offer I received from another employer? 

Compensation decisions at PROVAIL are based on established salary ranges, internal equity, and available budget. While we value the contributions of our employees, we are not always able to match external offers. We encourage employees to consider the full compensation package at PROVAIL, which includes benefits, professional development opportunities, and the overall work environment, in addition to base pay. If you are considering other opportunities, we encourage you to have an open conversation with your manager about your goals and what you are looking for in your career. 

12. Why are new employees making close to what I make? 

Pay ranges are designed to remain competitive with the labor market and to attract qualified candidates. As market pay changes, starting salaries for new hires may also change. At the same time, PROVAIL works to maintain internal equity, meaning we regularly review pay to ensure employees in similar roles with similar experience and responsibilities are compensated fairly within the established salary range. If you have questions about where your pay falls within the range for your role, your manager can help explain how the compensation structure works.