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Employee Resource Manual

Compensation

COMPENSATION

The university's compensation philosophy and strategy include our goals to attract and retain high quality staff, internal equity and compliance with applicable federal and state laws and regulations. (Policy 3342-6-07.2, Policy 3342-6-08.1) Your total compensation package reflects base wages and value-added programs and services provided to you by the university.


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INFORMATION


Staff contact
Compensation
(330) 672-2100
compensation@kent.edu

Total compensation includes the following elements:

  • Earned income (wages/salary);
  • Benefits (i.e. medical, vision, dental, prescription, group life, accidental death and dismemberment, tuition, long-term disability, vacation and sick leave);
  • Mandated benefits (i.e. workers’ compensation, Medicare); and
  • Retirement benefits (i.e. retirement and salary deferral contributions)

The Compensation unit of HR is responsible for the management of pay policies and programs for all university employees except faculty.


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INFORMATION

Faculty contact
Academic Personnel
(330) 672-8702

Specific responsibilities include the following:
  • Pay plans;
  • Job evaluation plans;
  • Compensation policies and procedures;
  • Wage and salary data and trends;
  • Wage and salary surveys;
  • Evaluating newly-created positions;
  • Evaluating and auditing existing positions;
  • Defending classification decisions through appeals processes; and
  • Serving as an informational resource to university community on compensation issues.

If you have a question about the pay practices for your department, you are encouraged to talk with your supervisor.

The office of Academic Personnel processes all paperwork for Kent State University faculty members and graduate assistants; and all paperwork for unclassified positions that fall under the Division of Academic Affairs. This office is the official record holder of all faculty and graduate assistant files. 

A list of Academic Personnel services can be at www.kent.edu/provost/academicpersonnel.

The office is located just off campus at 225 South Willow Street. 

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JOB DESCRIPTIONS (UNCLASSIFIED), CLASSIFICATION SPECIFICATIONS (CLASSIFIED) AND PAY GRADES

A list of job titles and a classification/job description for all classified and unclassified positions is maintained by Compensation. The classification specifications/job descriptions document the basic function and responsibility, characteristic job duties, reporting relationships, working conditions and qualifications for each position.  (Policy 3342-6-07.3, Policy 3342-6-08.1) It is the responsibility of each department head to ensure that current position descriptions are on file with Compensation.

NOTE:  Classification Specifications / Job descriptions do not necessarily cover every task or duty that might be assigned; additional responsibilities may be assigned as necessary.

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PAY PLANS


WEB RESOURCE
The employee pay plans incorporate a pay grade structure and administrative policies and procedures governing compensation practices. The pay plan is maintained by Compensation, which has responsibility for daily administration of the plan. However, ultimate authority and responsibility for the university’s compensation objectives, pay structures and policies rests with the Board of Trustees.

To determine the title and pay grade rank of a position, Compensation evaluates the following: the Position Description Questionnaire (PDQ), job description/classification specification; organizational charts, relevant position information, comparison of job responsibilities with other similar positions, and relevant titles in the market. A point-factor job evaluation plan is used to determine the overall relative value of each position.

Each pay grade has a salary range with minimum, midpoint and maximum pay points. No employee shall be paid less than the minimum or more than the maximum of the assigned salary range. 

Unclassified Employee Pay Plan
A new employee meeting the minimum qualifications for a position should be paid at least the minimum of the assigned salary range. Justification for starting pay above the minimum should be a record of experience clearly in excess of minimum requirements.
(Policy 3342-6-08, Policy 3342-6-08.1)

Promotions
Employees promoted to a higher pay grade and salary range will receive a promotional increase. Guidelines setting the amount of promotional increase will be established prior to the start of each fiscal year.

Unrepresented Classified Employee Pay Plan
A new employee will be hired at the minimum rate established for the pay grade of the classification. If the university is unable to recruit sufficient qualified employees at the minimum established rate, the position may be advertised at an increased starting rate of pay (market-adjusted hiring rate). The market adjusted hiring rate is generally 15 percent above the established minimum rate. Market adjusted rates are established by Compensation and approved annually by the Board of Trustees. (Policy 3342-6-07.3, Policy 3342-6-07.4)

Promotions
Employees promoted to a higher pay grade and salary range will receive a promotional increase. The employee's hourly rate of pay will be increased to the minimum hourly rate of pay for the new pay grade, or to a rate five percent above the employee's current hourly rate, whichever is greater; but not exceeding the maximum rate of the new pay grade.

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JOB RECLASSIFICATIONS AND JOB AUDITS


WEB RESOURCE
Once a position is assigned a title and pay grade, it will generally remain in that title and pay grade. Whenever the job responsibilities change significantly, the employee, the appointing authority or Compensation may initiate a review of the position. A request for review must be submitted to Compensation with a completed Position Description Questionnaire (PDQ). The content of the PDQ may be certified by the employee and must be certified by the supervisor and routed for review and signature by other administrative supervisors in the reporting channel (up to and including the vice president or provost) before it is submitted for review.

PDQ review requests may not be submitted more than once every 12 months for the same position. The audit and evaluation process shall be completed when the appointing authority (associate vice president for Human Resources for classified positions, or the divisional VP for unclassified positions) and Compensation approve the classification assignment and written notification of the result is sent to the department head.

If the audit results do not resolve the title and/or pay grade issue, the divisional vice president (or in the case of classified positions the job incumbent) may appeal the audit results.

Unclassified Employees
If the audit indicates a need to reclassify the position, timing of the reclassification will generally be effective the first day of the current pay period that the employee assumed the duties. Under no circumstances should a change in salary be retroactive for a period exceeding six months. (Policy 3342-6-08.1
)

Classified Employees
If the audit indicates a need to reclassify the position, timing of the reclassification will be effective the first day of the pay period immediately following written notification of the classification change.

NOTE:Classification reviews will not be performed on positions of probationary incumbents, or incumbents for which layoff or displacement is under consideration. The Compensation office reclassification recommendations must have final approval by the appropriate authority. (Policy 3342-6-07.3, Policy 3342-6-08.1)

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SALARY ADJUSTMENTS

Unclassified Employees

Merit or Across-the-Board Salary Increases - The need for and amount of funds available for salary adjustments for unclassified employees covered will be reviewed by the university on an annual basis. Modifications to the salary schedule and the size of the salary increase pool will be determined by the Board of Trustees. Compensation will provide guidelines for the administration and distribution of salary increases.

In-Range Salary Adjustments (includes advancement within a pay grade, market, and equity adjustments) and Promotional Increases are other types of salary adjustments for special circumstances. (Policy 3342-6-07.7, Policy 3342-6-07.10, Policy 3342-6-07, Policy 3342-6-08.1)

Classified Employees

Across-the-Board Salary Increases - The need for and amount of a general pay adjustment for employees will be assessed by the university on an annual basis. Pay adjustments will be determined by the Board of Trustees. When approved, all employees covered by this policy will receive general pay adjustments to the extent that their rates of pay remain within their assigned pay grades.

The following changes may necessitate a pay review or adjustment: classification change, title change, promotion, demotion, and reassignment. (Policy 3342-6-07.4)

Faculty
All salary increases for bargaining unit faculty are detailed in the collective bargaining agreements. Full-time non-bargaining unit increases are determined on an annual basis by each college, based on budgetary restraints.

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SUPPLEMENTAL PAY

Supplemental pay is another management tool that allows flexibility to recognize staff contributions and achievements. The policy for unrepresented, classified and unclassified hourly staff provides latitude in recognition, while maintaining appropriate fairness and rigor in the overall administration of salary programs. (Policy 3342-6-07.6, Policy 3342-6-08.1)

There are four situations that may qualify for a supplemental pay adjustment (for classified staff): 

  • Temporary working level
  • Skill/knowledge base
  • Additional complexity of assignment
  • Recognition of achievement

The supplemental pay policy for unclassified staff pay recognizes:

  • Lump sum payment
  • Temporary assignment
  • Interim assignment

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PAYROLL


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INFORMATION

Payroll Questions?

Staff contact
Payroll
(330) 672-8640

 

Faculty contact
Academic Personnel

(330) 672-8702

The Payroll office is located in the Michael Schwartz Center. Questions regarding taxes, deductions or net payment amounts should be directed to the Payroll office. Unclassified and classified employee records are processed and maintained by HR Records located in Terrace Hall. Faculty employee records are processed and maintained by Academic Personnel, located at 225 South Willow, Kent Campus. Questions regarding processing of assignments, accruals, service credit, etc., should be directed to the appropriate office. 

Payroll Schedule
Hourly classified and unclassified non-exempt employees are paid on a biweekly schedule with amounts computed on an hourly basis. Each pay period consists of two workweeks. Each workweek begins
Sunday morning at 12:01 a.m. and ends Saturday at midnight. Employees are paid every other Friday for work performed in the preceding two-week period.
Unclassified employees are paid on a semi-monthly schedule. Pay periods are the first of the month thru the 15th and the 16th thru the last day of the month. Employees are paid on the 15th and the last working day of each calendar month. If the pay falls on a weekend or holiday, pay day will be the last business day prior to the weekend or holiday.

WEB RESOURCE

Payroll Deductions
Payroll deductions, in addition to those mandated by law, may be made for the following:

  • Charitable purposes if such qualify as a charity under federal income tax regulations;
  • Gifts to the university or the University Foundation;
  • Employee association dues;
  • United States savings bonds purchases;
  • Medical, dental, life or other insurance purchased through the university

All applicable taxes, as well as retirement contributions, will be withheld from employee paychecks. Employees may opt to receive federal W-2's electronically in the Employment Details channel of FlashLine under "Tax Forms." Employees who do not choose this option will receive printed W-2's.

Payroll Check (Paycheck)/Direct Deposit
New Kent State employees are required, and all employees are encouraged, to enroll in the direct deposit program. Employees may view their pay stub and enroll or update their direct deposit information in FlashLine, on the Employment Details channel.

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UNEMPLOYMENT COMPENSATION

Unemployment compensation offers basic protection against economic insecurity. It is an insurance program that helps unemployed workers. Unemployment benefits are paid out of employer taxes. Workers do not pay any part of the cost of unemployment benefits, but the benefits are subject to federal income tax. With offices located throughout the state of Ohio, Ohio Job and Family Services (ODJFS) processes requests for unemployment compensation benefits and helps individuals find employment.