Salary administration policy

1. Scope

1.1 This policy applies to all regular non-unionized non-academic staff, with the exception of University Executives (“E”).

1.2 For the purposes of this policy, "full-time" shall refer to an employee working 100% of the normal working hours, as defined in the Hours of Work policy.

1.3 For the purposes of this policy, "part-time" shall refer to an employee working less than 100% of the normal working hours, as defined in the Hours of Work policy.


2. Classification of positions

2.1 All positions covered by this policy are grouped into one of the following job families:

  1. Administration

  2. Communications

  3. Finance

  4. Information Systems & Technology

  5. Logistics & Facilities

  6. Human Resources

  7. Student & Academic Services

  8. Excluded

2.2 Positions in these job families are further grouped into sub-families. Positions are matched to role profiles from levels 1 to 4.

2.3 There are eleven (11) grades. Each role profile has a grade, which is further supported by a salary scale.

2.4 Each role profile includes a job family, a sub-family, key roles, typical functions, minimum education and experience required.

2.5 New role profile descriptions are created by Human Resources (Total Compensation) from time to time as a result of McGill needs and trends in the market.

2.6 In the event of significant changes in the content of an existing position, a Request for Role Profile Rematch form shall be completed and presented for review and approval to Human Resources (Total Compensation).

The review process may be initiated by an employee or their supervisor.

2.7 The effective date of the rematch shall be the date of the administrative change as indicated on the Request for Role Profile rematch form as submitted.

2.8 In the event that a new role profile must be created, a copy shall be sent to the Employee Relations Committee for information.


3. Salaries

3.1 Salary Scale

3.1.1 There is one (1) salary scale composed of eleven (11) grades grouped into four (4) levels.

3.1.2 The salary scale shall be reviewed and may be adjusted annually in accordance with salary policy established by the University.

3.1.3 The salary scale for part-time positions shall be determined by applying the appropriate proration of actual number of hours worked compared to the standard number of working hours as defined in the Hours of Work policy.

3.1.4 Each grade has a minimum, midpoint and maximum.  The midpoint is at 100 percentile (100%), and is considered as the market value of the position.

3.1.5 There are three (3) salary zones.

  Zone 1 – (Entry/beginner zone) is from the minimum of the scale until the 94th percentile of the midpoint.

  Zone 2 – (Target zone) is from the 95th to the 114th percentile of the midpoint. 

  Zone 3 – (Exception zone) is from the 115th percentile to the maximum of the scale.

3.2 Hiring Salary

3.2.1 An employee shall receive, at the time of hiring, a salary that is at least equal to the minimum of the salary scale for his/her role profile and grade.

3.2.2 The normal starting salary at time of employment is the minimum of the scale for the role profile grade.

3.2.3 Notwithstanding article 3.1, it is possible to offer a starting salary higher than the minimum of the salary scale.

A justification for the salary must be in writing through the Hiring Salary form or other documentation and shall require the prior approval of Human Resources (Total Compensation). Approval shall be contingent upon the maintenance of internal equity within both the administrative unit and within the University.  The candidates’ relevant education and experience is considered along with local market data and trends.

3.3 Salary Policy

3.3.1 Annual salary increases normally comprise of one or several of the following (as determined by the University):

  1. a salary scale revision, and/or;

  2. an economic increase, and/or;

  3. merit  increase

3.3.2 The immediate supervisor or unit head must review their staff members’ work performance in order to determine a merit increase. The dean or executive with Human Resources have final approval.

3.3.3 The employee whose salary is within the salary scale for his/her role profile grade will receive his/her annual salary increase subject to the scale maximum. The portion of the salary increase exceeding the scale maximum shall be paid as a lump sum.

3.3.4 The employee whose salary is at or above the scale maximum for his/her role profile grade will receive his/her economic increase and merit increase paid as a one-time lump sum.

3.3.5 Salary scale increases for an employee whose salary scale maximum for their classification level as of November 30, 2002 was higher than the new salary scale maximum for their classification level as of December 1, 2002, will continue to be applied, in accordance with article 3.3.1, to the former salary scale.


4. Promotion

4.1 A promotion shall be defined as a transfer to a new position with a higher grade or a rematched position with a higher grade than the previous grade.

4.2 An employee receiving a promotion will be granted a promotional increase equal to the greater of:

  a. eight percent (8%) without exceeding the maximum of the applicable salary scale; or

  b. the amount necessary to raise the employee's salary to the minimum of the salary scale of the new role profile grade.

4.3 Article 4.1 does not apply to staff having been appointed to a position at a lower grade, without the corresponding reduction in salary, are later promoted to a position with a grade which is equivalent to or lower than the grade of the position held prior to the appointment to the position with lower grade.


5. Transfer

5.1 Lateral transfer

5.1.1 A lateral transfer shall be defined as a transfer to a position for which the grade is identical to the grade of the employee's previous position or a rematched position with an identical grade to the previous grade.

5.1.2 No salary adjustment shall be made in the event of a lateral transfer.

5.2 Downward transfer

5.2.1 A downward transfer shall be defined as a transfer to a position, such that the new grade for the position is lower than the grade of the employee's previous position or a rematched position with a grade lower than the previous grade.

5.2.2 The salary of an employee who voluntarily transfers to a position at a lower grade will remain unchanged if the salary is within the salary scale of the lower grade. If the salary exceeds the salary scale maximum of the new grade, the salary will be reduced to the maximum of the new grade.

5.2.3 An employee's salary will remain unchanged in the event that his or her position is re-matched to a role profile with a lower grade.


6. Temporary promotion

6.1 Temporary promotion shall be defined as the promotion of an employee for a temporary period of not less than two (2) months, for the purpose of replacing an employee in a position with a higher grade, who is absent due to illness, leave of absence or termination of service.

6.2 Article 4.2 will apply to the salary of an employee who receives a temporary promotion for the full duration of the temporary assignment.


7. Procedures

7.1 All appointment forms generated as a result of new appointments, promotions, temporary promotions, transfers and role profile matches or rematches shall be verified by Human Resources (Total Compensation). Staff shall be advised of the particulars relating to such changes by means of a confirmation letter.


8. Special Salary Adjustments

8.1 Base salary adjustments

8.1.1 Requests for base salary adjustments (called special salary adjustments) in the range of three (3%) to six (6%) percent may be granted to an employee to recognize:

  1. Additional responsibilities (to be assumed by an employee within the scope of the employee’s role profile, on an on-going basis).

  2. New skills and competencies (according to pre-determined objectives, specific educational programs, and other courses as pre-approved).

  3. Market adjustments (based on market data).

8.1.2 The rationale for all special salary adjustments shall be reviewed with the Human Resources Advisor/Representative or Total Compensation.

8.1.3 All requests must be approved by Human Resources (Total Compensation).

8.2 Non base payments

8.2.1 A miscellaneous payment in the range of three percent (3%) to ten percent (10%) may be authorized by Human Resources (Total Compensation) to recognize project delivery outside an employee’s normal workload, such as:

  1. Additional temporary responsibility

  2. Special Project

  3. Temporary Market Adjustments (e.g. high demand skills)

8.2.2 The rationale for non-base payment requests must be documented on the Request for Non-Base Payment form.


9. Overtime

9.1 Employees in role profile levels 1 and 2 and employees in Excluded positions are eligible for overtime for time worked in excess of their normal workweek. Overtime shall be reimbursed at straight time after their normal work week and at time and one half after forty (40) hours. Statutory holidays are paid at double time.

9.2 Overtime work must be approved by the faculty/unit/department head prior to being performed. No employee shall receive overtime credit without the consent of his/her supervisor.

9.3 The method of compensation must be discussed in advance between the supervisor and the employee. Should the unit not have sufficient funds for a monetary compensation, the overtime payment will be given as compensating time off at straight time for work performed in excess of their normal work week and at time and one half for work performed in excess of forty (40) hours.

9.4 Managerial staff in role profiles level 3 and above are not eligible for overtime.

 


Effective March 1, 2004

Last revised June 1, 2014