Classification (title and salary grades) and compensation rates are determined by Human Resources; these assessments are based on similar positions and comparison with market rates. 

Managers may request an increase to an employee’s salary. Pay rates can change for the following reasons:

• Position adjustments – adjustment made to a set of job classifications as a whole.
• New job duties – review new job description and assess new duties and increased functioning relative to current salary.
• Job/title change – a promotional increase that requires a comprehensive review of the title and salary amount in relation to the new, higher level duties.
  • If a hiring manager wants to create a new position for an employee that includes a new title, new duties, and the employee’s current role will be refilled, then an open recruitment is required.

The procedure for initiating a position review is as follows:

1. Manager completes the Status Change Form and submits to the next level supervisor for approval.
   1. Select an effective date that aligns with the start of a new pay period (i.e. 1st or 15th of the month)
   2. Note: An updated job description may be required, per the Status Change Form
2. Supervisor forwards the completed form (and job description) to Human Resources for approval.
3. HR reviews and sends the paperwork to the area chief officer (CFO, COO, or CPO) for final approval.
4. The area chief officer returns the paperwork to hr@provail.org for entry into payroll. HR will enter the change into the payroll system and create a new offer letter for the employee.

Pay for Performing the Duties of a Higher Classification 

An employee who temporarily assumes additional responsibilities for fifteen or more working days may receive a temporary pay increase (i.e. spot bonus) of at least five percent over their current salary. Temporary pay increases for salaried employees require area chief officer  (CFO, COO, or CPO) and Human Resources approval. 

The procedure for initiating an temporary pay increase is as follows:

1. Manager completes the Status Change Form and submits to the next level supervisor for approval.
   1. In the ‘Comments’ section of the form, indicate which position the employee is covering and the dates of this temporary assignment/arrangement
   2. Select effective dates (start and end) that align with the beginning and end of a new pay period (i.e. 1st or 15th of the month)
2. Manager forwards the completed form to Human Resources.
3. Human Resources will review. If approved, HR will forward the request to the chief officer of the employee’s department.

The area chief officer will review for final approval and send to hr@provail.org for entry into payroll.

1. Manager completes the Status Change Form and submits to the next level supervisor for approval.
   1. Under ‘Employee Action’ check ‘Department Transfer’ and provide details
   2. Select an effective date that aligns with the start of a new pay period (i.e. 1st or 15th of the month)
   3. If the transfer is a demotion (lower salary grade/rate), enter the new salary information under ‘Pay Rate’
2. Manager forwards the completed form to Human Resources.
3. Human Resources will review. If approved, HR will enter the change into the payroll system and create a new offer letter for the employee.

Increase Hours: An increase to a Regular Part-Time employee’s scheduled hours. This process applies to changes that last at least one month. There are times when an employee’s hours may fluctuate for less than one month. Longer term increases to hours should be formalized with HR.

Furloughs: A reduction in hourly or non-exempt employees scheduled hours . Furloughs are only appropriate in situations when there is a lack of work or lack of funding. A common example of this is when there is a vacancy in one of our supported living locations. Temporary layoffs last at least one month. There are times when an employee’s hours may fluctuate for less than one month. Longer term reduction in hours should be formalized with HR.

1. Manager and/or next level supervisor will discuss the change with the employee to ensure they are aware of the change and the effective date.
2. Manager completes the Status Change Form and submits to the next level supervisor for approval.
   1. Under Employee Action select Hours Change and indicate new hours/week.
   2. Select an effective date that aligns with the start of a new pay period (i.e. 1st or 15th of the month)
   3. If known, indicate the duration of the change. This will help HR write the new offer.
3. Manager updates the schedule in UKG Workforce Management.
4. Manager forwards the completed Status Change Form to Human Resources.
5. Human Resources will review and create a new offer for the employee and update the employee’s payroll record in UKG.

Voluntary Reduction in Hours: An employee may request a reduction in their scheduled hours. This request will be approved if it meets the business needs of the organization. A reduction in hours will impact the employee’s accrual of vacation, sick, and personal holiday. Employees may become ineligible for benefits if their average weekly hours are below 30 hours/week.

1. Employee completes the Voluntary Request for Reduction in Hours Form 
   1. Indicate new desired hours/week.
   2. Select an effective date that aligns with the start of a new pay period (i.e. 1st or 15th of the month)
2. Employee meets with their manager to discuss; Manager signs the form as the witness.
3. Manager updates the schedule in UKG Workforce Management.
4. Manager forwards the completed Status Change Form to Human Resources.
5. Human Resources will review and create a new offer for the employee and update the employee’s payroll record in UKG.

1. Manager and/or next level supervisor will discuss the change with the employee to ensure they are aware of the change and the effective date.
2. Manager completes the Status Change Form and submits to the next level supervisor for approval.
   1. Select an effective date that aligns with the start of a new pay period (i.e. 1st or 15th of the month)
   2. Under ‘Position Information’ enter the name of the new manager next to ‘Reports to’.
3. Forward the completed form to Human Resources.
4. Human Resources will review. If approved, HR will enter the change into the payroll system.