MedNet

Salary Increases

How to process salary increases by employee group, including probationary increases and merit.

M&P

Probationary Increases

All M&P staff must serve an initial 12 month probationary period. After serving an initial 12 month probationary period, an employee may have any subsequent probationary period reduced, although this is not generally recommended. Probationary increases must be aligned with the probationary period documented in the offer letter. 

The University-wide guideline for M&P probationary increases is 4%. An increase of 4% indicates an employee is fully meeting the expectations of his/ her position. Increases over 4% require a brief justification. Attach the justification to the SAF (Staff Appointment Form) and send to MedFinance once departmental processing is complete. 

If a probationary employee is not fully meeting expectations, other options are available. Options include providing a lower increase (0-3%), or a delayed increase until expectations are met. These options are appropriate when an employee is meeting the majority of expectations and simply needs a little more time to meet all expectations. You may choose to delay a full (4%) probationary increase for a month or two until the employee is meeting expectations, or may give a partial increase (1, 2, or 3%) on the anniversary date and an additional increase when expectations are met. Meet with the employee to discuss and provide rationale. 

If there are considerable concerns about the employee’s performance, do not offer a probationary increase.  Options include extending the employee’s probationary period (up to 6 additional months with the employee’s agreement.) Consult with Human Resources before exercising this option.   

Probationary increases are the only time that an employee’s salary can pass the mid-point outside of the merit process. For example, if an employee was hired at 2% below mid-point, it is possible to offer a 4% probationary increase.   

As probationary increases are based on performance, conduct a performance review with the employee before providing a probationary increase. 

Mid-Point Progression Increases

  • Mid-point progression increases move an employee’s salary from his/ her hiring salary to the salary scale’s mid-point.
  • M&P employees must be moved to mid-point by the end of their fourth year in a position, but can also be moved to mid-point earlier.
  • Mid-point progression increases cannot pass the mid-point, therefore pay attention to the distance to mid-point when considering increases.
  • Once an employee’s salary is at mid-point, he/ she will be moved to the merit salary progression process.

Normally, employees should be given a mid-point progression increase no later than their annual anniversary date provided there is satisfactory performance.  Consider balancing the annual increases so there is opportunity for an appropriate increase each year. For example, if a manager gives a 6% increase this year when the employee is only 8% away from mid-point, the employee would receive a large increase of 6% this year and then only have a 2% increase available next year before reaching mid-point and transitioning to merit. 

UBC Compensation provides a spreadsheet indicating employees who are eligible for mid-point progression increases during the upcoming year to the department administrator or HR representative in the FoM.   M&P employees’ salaries are not automatically adjusted. In order to process a mid-point progression, forward a completed SAF to MedFinance once departmental processing is complete.

As with probationary increases, mid-point progression increases over 4% require a brief justification attached to the SAF (Staff Appointment Form) and sent to MedFinance once departmental processing is complete.  

Merit Increases

  • The purpose of the merit program is to reward meritorious performance. Factors such as equity and employment market should not be considered.
  • Merit increases move an employee’s salary from the mid-point to the maximum of their salary scale.
  • Merit increases commence on July 1st of the year after an employee becomes eligible for merit.
  • Beginning with the 2011 merit pay program, departments are responsible to fund merit increases from existing budgets.

There are two criteria required for an employee to be eligible for merit increases. First, he/ she must have successfully completed his/ her probationary period. Second, he/ she must be at mid-point or above of his/ her salary scale. Both of these criteria must be met by June 30th of the year previous to the merit increase. For example, an employee who meets the criteria for merit on April 29, 2012 will be eligible for an increase effective July 1, 2013. The year, July 1, 2012-June 30, 2013, is the monitoring period for performance on which the merit increase of July 1, 2013 will be based.

Staff  who are currently at the maximum of their salary scale are not eligible for ongoing salary increases. However, these employees can still be rewarded for meritorious performance through a one-time merit payment, extra vacation time or professional development opportunities.

UBC Compensation sends departments their merit eligibility spreadsheet in May each year. Department administrators should forward to managers for merit recommendations. Once the spreadsheet is complete with recommendations, forward it to Joyce Wei in Compensation in order for approval before payroll processing.

Merit Rating Scale

  • Meets job requirements:  0%
  • Demonstrates above average performance:  up to 1%
  • Demonstrates excellent performance:  over 1% and up to 2%
  • Demonstrates extraordinary performance:  over 2% and up to3%

Conduct performance reviews annually for staff as performance reviews are required to support performance based merit pay decisions. Forward the SAF (Staff Appointment Form) to MedFinance once departmental processing is complete. An SAF is required to process merit increases. 

Honouraria

An honorarium is a payment to staff for work that is above and beyond what is typically covered by their regular salary. The Staff Honorarium Form must include a rationale for payment as well as any other supporting documentation.  Forward the completed Staff Honorarium Form to MedFinance once departmental processing is complete. MedFinance will forward to payroll or VP office depending on the amount of the honourarium. 

CUPE 2950

CUPE 2950 salary progression is unique from M&P and TRA.  CUPE 2950 have a set salary progression as defined by their salary scale.

All CUPE 2950 salary increases are pre-determined by the CUPE 2950 Collective Agreement. CUPE 2950 staff are moved from their first step to maximum step via yearly step increases the day after their anniversary date. This is automatic and does not require the department to prepare any paperwork.

All new hires to CUPE 2950 that are also new to UBC are hired at Step 1.

CUPE 2950 employees who transfer into a CUPE 2950 position of the same classification retain their step. For example, a CUPE 2950 member who is moving from Arts to Medicine where both positions are classified as Administrative Support 2 (Pay Grade 3) will retain his/ her current step level.

If however, the same employee is moving from an Administrative Support 2 position in Arts to an Administrative Support 3 position in Medicine, he/ she will start at Step 1, as the positions are at different levels.

There is an exception to this rule. When a CUPE 2960 employee is promoted to a higher level position, he/ she must receive a minimum $50 increase (per month). In the previous example, a CUPE 2950 employee moves from Administrative Support 2 to Administrative Support 3 which is a move from pay grade 3 to pay grade 6. This is an increase of more than $50 per month, so the employee starts at Step 1. If the difference in pay grades was less than $50 per month, the employee must be moved to the next highest step in order to give him/ her a $50 per month increase.

As these are unionized positions, the employees are only entitled to the increases covered by the Articles in their Collective Agreement. No other forms of increases, such as merit or honourarium, are permitted.

Non-Union Technicians and Research Assistants

Probationary Increases

All TRA (Non-Union Technicians and Research Assistants) hired after September 1, 2008 must serve an initial 12 month probationary period.  After serving an initial 12 month probationary period, an employee may have subsequent probationary periods reduced, although this is not generally recommended. Probationary increases must be aligned with the probationary period documented in the offer letter.

The University-wide guideline for TRA probationary increases is 4%. An increase of 4% indicates an employee is fully meeting the expectations of their position.  Increases over 4% require a brief justification. Attached the justification to the SAF (Staff Appointment Form) and send to MedFinance once departmental processing is complete.

Probationary increases are the only time that an employee’s salary can move past the mid-point outside of the merit process. For example, if an employee was hired at 2% below mid-point, it is possible to offer a 4% probationary increase,.

If a probationary employee is not fully meeting expectations, other options are available. Options  include providing a lower increase (0-3%) or delaying an increase until such a time as expectations are met. These options are appropriate when an employee is meeting the majority of expectations and simply needs a little more time to meet all expectations. You may choose to delay giving a full (4%) probationary increase for a month or two until the employee is meeting expectations, or may give a partial increase (1-3%) on the anniversary date and an additional increase when expectations are met. Meet with the employee to discuss and provide rationale.  If there are considerable concerns about the employee’s performance, do not offer a  probationary increase. Consult with Human Resources in this situation.

As probationary increases are based on performance, conduct a performance review with the employee before providing a probationary increase. 

Mid-Point Progression Increases

  • Mid-Point Progression increases move an employee’s salary from hiring salary to the salary scale’s mid-point.
  • Mid-Point Progression increases cannot go above the mid-point of the salary scale,  pay attention to the distance to mid-point when considering increases.
  • Once an employee’s salary is at mid-point, he/ she moves to the merit pay program.

TRA salaries move automatically to mid-point at the end of two years if they are not already at mid-point. However, they can also be moved to mid-point earlier at the discretion of the Department.  Consider balancing the increases so there is room for an appropriate increase each year. For example, if a manager would like to give an employee a 6% increase this year but the employee is only 8% away from mid-point, he/ she would receive a large increase of 6% this year and then have room for only 2% next year before reaching mid-point and transitioning to merit.

UBC Compensation forwards a spreadsheet indicating employees who are eligible for mid-point increases for the upcoming year to the Department or HR Administrator in the FoM. In order to process a mid-point progression, send a SAF (Staff Appointment Form) to MedFinance once departmental processing is complete.  

Merit Increases

  • The purpose of the merit program is to reward meritorious performance. Factors such as equity and employment market should not be considered.
  • Merit increases move an employee’s salary from the mid-point to the maximum of their salary scale.
  • Merit increases commence on July 1st of the year after an employee becomes eligible for merit.
  • Beginning with the 2011 Merit pay program, departments are responsible to fund merit increases from existing budgets.  

There are two criteria required for an employee to be eligible for merit increases. First, he/ she must have successfully completed his/ her probationary period. Second, he/ she must be at mid-point or above of his/ her salary scale. Both of these criteria must be met by June 30th of the year previous to the merit increase. For example, an employee who meets the criteria for merit on April 29, 2012 will be eligible for an increase effective July 1, 2013. The year, July 1, 2012-June 30, 2013, is the monitoring period for performance on which the merit increase of July 1, 2013 will be based.

Staff who are currently at the maximum of their salary scale are not eligible for ongoing salary increases. However, these employees can still be rewarded for meritorious performance through a one-time merit payment, extra vacation time or professional development opportunities.

UBC Compensation sends departments their merit eligibility spreadsheet in May each year. Department administrators should forward to managers for merit recommendations. Once the spreadsheet is complete with recommendations, forward it to Joyce Wei in Compensation for approval before payroll processing.

Merit Rating Scale

  • Meets job requirements:  0%
  • Demonstrates above average performance:  up to 1%
  • Demonstrates excellent performance: over 1% and up to 2%
  • Demonstrates extraordinary performance: over 2% and up to3%
 

Conduct performance reviews annually for staff as performance reviews are required to support performance based merit pay decisions. In order to process merit increases, forward the required SAF (Staff Appointment Form) to MedFinance once departmental processing is complete. 

Honorarium

An honorarium is a payment to staff for work that is above and beyond what is typically covered by their regular salary. The Staff Honorarium Form must include a rationale for payment as well as any other supporting documentation.  Forward the completed Staff Honorarium Form to MedFinance once departmental processing is complete. MedFinance will forward to payroll or VP office depending on the amount of the honorarium.