Compensation FAQs

What is Compensation?

  • Compensation refers to the money received by an employee from an employer as a salary or wage.  This money received may take many different types including base pay, bonuses, annual increases, and benefits, just to name a few.  Total Compensation is a combination of your pay, benefits, and any other perk you may receive.

What Federal Regulations govern an organization’s compensation?

  • There are many laws and regulations which provide overall guidance and oversight for an organization’s compensation practices including the Fair Labor Standards Act, the Equal Pay Act of 1963, and Title VII of the Civil Rights Act of 1964, just to name a few.  

If an employee’s rate of pay meets the FLSA salary threshold, does that mean the position will automatically be exempt?

No.  For a position to be considered for exemption from overtime regulations, three (3) things must occur:

  • Meet the duties test requirement (this should be covered in the  job description)
  • Be paid as a salaried employee instead of on an hourly basis
  • Salary must be at or above the salary threshold designated for this position by the US Department of Labor (There are some positions such as Doctor, Attorney, Teachers, and Academic Administrators that are exempt from this particular salary threshold.)

If any of the three requirements for the exemption are not met, the position will be classified as non-exempt and will be made eligible for overtime. 

What services does the Compensation department offer to the University?

  • The Department of Compensation administers the University’s compensation policies and procedures, consults and collaborates with business units on compensation, talent management, and various HR initiatives, and maintains pay schedules and salary ranges for non-faculty positions.
  • The Compensation team is a part of a Total Rewards environment which focuses on strategically attracting, motivating, and retaining high-level talent for the University.  Rewarding valuable and productive workers with a competitive compensation package increases the likelihood of attracting productive workers, increasing worker motivation, and reducing turnover. 

Where can I view a listing of HR Policies and Procedures?

If I have a question in relation to my pay or pay stub, who should I speak with?

  • For any questions related to your pay, your first line of support should always be your immediate supervisor.  After discussing with your supervisor, if there are still unanswered questions, your supervisor can then contact the Department of Compensation or his/her HR Business Partner for clarification and how to proceed to the next steps. 

What is a Reclassification or Reclassification request?

  • One of the responsibilities of the Department of Compensation is to make certain that the incumbent’s position is classified appropriately in a way that properly defines the primary job duties and responsibilities of the role.  A Reclassification request (or Job Evaluation request) is submitted when the permanent primary job duties and characteristics of a position (filled or vacant) no longer match the original job description for the role. 
  • A reclassification of a filled position requires an explanation of the changes in the position’s responsibilities as well as an explanation of what occurred (e.g., reorganization or new mandates) that precipitated the change(s) in responsibilities.  A salary increase resulting from a reclassification is separate and distinct from the merit programs. Reclassifications are not to be used to circumvent the campus' merit or other pay programs, and all salary increases associated with a reclassification request must be approved by the Department of Compensation.  
  • Additional information related to Reclassifications at the University of Cincinnati can be found here: (http://www.uc.edu/content/dam/uc/hr/labor_and_employee_relations/policies/13_03_reclass_unclass_classified_unrep.pdf)

What is an Equity Review?

  • Another word for ‘equity’ is ‘fairness’.  An equity review may occur when the supervisor of an employee OR the Department of Compensation feels that an employee’s salary in not equitable within the job market (external equity) or from an internal equity standpoint.  This salary helps to ensure that salaries are internally consistent and externally competitive. 

What criteria is taken into consideration when conducting an Equity Review?

Standard criteria used during equity reviews involve the following:

  • The internal and external market for the job
  • Documented performance of the incumbent
  • Incumbent’s salary placement within the given range
  • Is there ample budget to absorb the new salary?
  • Would there be an undue impact on the organization?

What are some factors that may contribute to possible differences in Internal Equity?

Some factors that may contribute to differences in pay for employees may include the following:

  • Performance
  • Scope of responsibility
  • Supervisory/Management responsibility
  • Public contact
  • Physical demands

Can an employee be paid below the minimum of the salary range associated with the position?

  • No.  An employee’s pay must be at or above the minimum of the appropriate pay grade.  In addition, an employee’s rate of pay may not be above the range maximum of the associate grade unless special circumstances (approved by the Department of Compensation) dictate otherwise.

What is the minimum increase associate with a promotion?

  • The minimum salary increase for any promotion at the University of Cincinnati is 5% for all positions.

Who makes the final determination in situations regarding pay?

  • The Department of Compensation has final authority in all decisions regarding unrepresented, non-faculty positions and salary/pay administration.  Central HR oversight is practiced to ensure pay practices are compliant, consistent across the University, and financially responsible.

Where can I find a listing of the pay grade associated with my job title?

Where can I view a job description associated with a particular position?

I think I need to create a new position for my business unit.  What are some of the things I should be considering?

Before you decide to create a new position for your business unit/organizational unit, please consider the following:

  • Is there a business need?  If so, what is the justification behind the request?
  • Is there ample budget approval from the VP Designee?
  • How does this new position fit within the structure of your department?
  • Do you have a listing of all the job duties and functions this role will be performing?
  • Does the University have a similar job that already exists (at least an 80% match regarding job duties and functions)?
  • Will the new position manage other incumbents?  If so, what position titles are involved and who are the incumbents currently in those roles?  Who do those incumbents currently report to, and how will it change the role of their current supervisor?
  • Do you have a copy of the current organizational chart, and also a proposed organizational chart?
  • Who is currently performing the job duties and functions of the role?
  • Will the job be posted internally and/or externally?
  • Do you have an internal candidate in mind for the new role? 

 I just submitted a PCR/Equity Review/Salary Adjustment PCR for review and/or processing.  What kind of turnaround time can I expect?

  • For PCR’s, you should expect a 2-3 business-day turnaround if there are no issues.
  • For reviews related to salary adjustments and reclassification requests, final approval make take up to, and including 90 days from the time the request is received by the Department of Compensation.

What is the difference between an OM Maintain PCR and an OM Refill PCR?

The OM Maintain PCR allows you to enter an existing position number and make changes to the current position.  This PCR allows you to send a position to SuccessFactors for recruitment with changes. This PCR does not have to go to SuccessFactors if you are only looking to update position attributes.  Changes could be some of the following:

  • Change the existing title and send to SuccessFactors for recruitment
  • Update the reporting relationship
  • Update the planned compensation

The OM Refill PCR allows you to enter an existing position number and send the position to SuccessFactors for recruitment.  You are unable to make any changes to the position prior to sending it to SuccessFactors for Recruitment.  This PCR does not route to Compensation for approval.

How can I check the status of an OM PCR I submitted?

  • This can be done a couple of ways. One is to click on the MSS or OM tab and click “PCR Overview”.  You can see the PCR’s you’ve recently submitted.  You should highlight the PCR you want to review and click details.  If you click on the current processor link you are able to pull up the list of names your PCR is currently with if it has not been fully processed.
  • Another way is to click on the Maintain HR tab in UCFlex.  On the left-hand-side you will see “PCR Status” and “OM PCR Status”. For the OM PCR click “Open Extended Search” – remove the Started On date – Enter your OM PCR number in the “Process Reference Number” box and click Start.  Your PCR will appear below. If you click the “details” button the PCR processors will appear. If you see the word “Manager” in the Processor column you can click the link to see who the PCR is currently sitting with for approval/review.

How do I change the “reports to” relationship for a position?

  • Submit an OM Maintain PCR updating the reporting relationship.  Please be aware of the effective date of this change on the PCR. Provide details as to what you are looking to accomplish with this PCR in the Justification box, so Compensation can process your request accurately.

What is the Organizational Management Change Request Form?

This form can be located on the HR website Forms page, and should be used for the following:

  • Create an organizational unit
  • Make changes to an existing organization unit
  • Delimit an organizational unit
  • Move an existing position from one organizational unit to another
  • Change the reports to relationship of an existing position (if you are only making this change it should be processed via the OM Maintain PCR. If you are changing the organizational unit as well as the reporting relationship, both can be submitted on the same form).
  • Delimit a position

I received an error while submitting an OM Start Hire PCR that says “Pay Scale Group Is Invalid”. What does this mean and who should I contact?

  • If you receive this error the position does not currently have a pay scale group listed.  You will need to email the Hrcomp@uc.edu to have this corrected.  We will need the position number as well as the effective date need for the pay scale.

I’m receiving an error with my OM Start Hire PCR that says "Organizational Unit is invalid” and appears as all 0’s. What does this mean?

  • If you receive this error the start date entered on the OM PCR for the employee is before the effective date of the position.  For example, the employee start date is 6/1/16, but the position is not effective until 6/7/16.   In order to correct this, you will either need to change the employee start date to effective date of the position or email Hrcomp@uc.edu to update the position effective date.

I submitted the wrong effective date on my OM PCR. How can I have this corrected?

  • Email the HR Compensation inbox at Hrcomp@uc.edu with your position number and the correct effective date.  In order to avoid this error, please be aware of the effective date on your PCR submission.