Standard Operating Procedure
Internal business procedure, not a Training Document
FSPD Number(s) & Title: AP.03 – Academic Mass Pay Change
Procedure Owner (Central Office, Division Head): UCR Academic Personnel Office, Assistant Vice
Provost of Academic Personnel
Issue Date: 10/17/2017
Date of Last Revision: 11/15/2017
Purpose:
To ensure that that academic mass pay changes (e.g., Wage Agreements, and Salary Scale
Adjustments) are executed effectively and accurately.
Procedure Definition/Scope (UCR Revised Definition):
The Academic Mass Pay Change process is used to implement systemwide academic mass
compensation changes that will be executed by the UCPC, such as:
1. Wage agreements for academic appointees (including implementation of Collective
Bargaining Agreements)
2. Salary Scale Adjustments for academic appointees
3. Discretionary increases that are part of annual salary increase programs
It does not include compensation changes resulting from the annual 7/1 Academic Advancement
Process, (covered by the ‘AP.02 – Academic Mass PayPath Uploads’), or one-off changes to position,
job, or additional compensation (covered by ‘AP.01 – Local PayPath and PY.01 – Additional
Compensation).
Procedure Definition/Scope (from FSPD):
Process is used to implement mass pay changes, such as salary scale increases for academic
employees, academic salary programs, union agreements for academics, and other mass pay rate
changes such as salary/equity increases affecting multiple academic employees at a Location. This
process does not apply to an individual or one-off pay rate change request, changes to negotiated rates
(JED Updates) for Health Sciences Compensation Plan and other approved compensation plans, or
stipends and changes to additional pay.
Frequency:
Ad hoc & annually
Trigger:
Triggered by approval from UCOP or collective bargaining agreements
Primary Variations:
This procedure has two primary variants:
1. Systemwide wage agreements for represented academic appointees
2. Salary scale adjustment/Salary Increase Program for non-represented academic appointees
Roles and Responsibilities
Campus Point of Contact for UCPC: Central APO Compensation Director
Entity
UCOP
Roles and Responsibilities
 Academic Wage Agreements: Completes bargaining with systemwide
labor unions & issues systemwide guidelines for implementation of wage
agreements
 Academic Salary Scale Adjustment/Salary Increase Program: Issues
adjustments to academic salary scales and communicates systemwide
guidelines for implementation
UCR Academic
Personnel Office
AP Business
Partner/Org Unit
 Academic Wage Agreements: Communicates impact and campus
implementation guidelines to campus; provides eligibility criteria to
UCPC; Ensures validation and audit of increased compensation data via
business process
 Academic Salary Scale Adjustments/Salary Increase Program:
Communicates impact and campus implementation guidelines to
campus; provides eligibility criteria to UCPC; Ensures validation and
audit of increased compensation data via business process
 Academic Wage Agreements: Communicates impact to individual
affected academic appointees (As applicable); validate and audit
increased compensation for academic appointees in their accountability
structure
 Academic Salary Scale Adjustments/Salary Increase Program:
Communicates impact to individual affected academic appointees (As
applicable); validate and audit increased compensation for academic
appointees in their accountability structure
 Academic Wage Agreements: Assists with validation and auditing
efforts under the direction of the AP Business Partner.
UCR SSC
 Academic Salary Scale Adjustments: Assists with validation and
auditing efforts under the direction of the AP Business Partner.
 Academic Wage Agreements: Collaborates with UCR to develop an
implementation plan and develops a roster of impacted employees.
Validates roster with UCR prior to execution.
Executes wage agreements using PayPath and audits the results to
ensure that the compensation actions are executed appropriately.
UCPath Center
 Academic Salary Scale Adjustments/Salary Increase Program:
Collaborates with UCR to develop an implementation plan and develops
a roster of impacted employees.
Validates roster with UCR prior to execution.
Executes salary scale adjustments by updating the configuration tables
and running appropriate increase processes. Audits the results to ensure
that the compensation actions are executed appropriately.
Required Parameters/Controls
Conditions
Approval By
Mechanism
Compensation changes must be
aligned with the guidelines
issued by UCOP or contained in
a Collective Bargaining
Unit/Memorandum of
understanding
Assistant Vice Provost of
Academic Personnel
AVP or delegate reviews
compensation changes and
ensures that are aligned with
guidelines
Required Notifications
Notification To
UCR APO
UCR APO
HR/AP Business
Partners
HR/AP Business
Partners
Campus affected
appointees
Notification Content
Confirmation of
implementation plan,
date plan will be
executed, and
impacted academic
appointees.
Notification that
compensation action
has been executed
Timeline, schedule
and action item for
Wage Agreements or
Salary Increase
Programs
Notification that
compensation action
has been executed
with instruction to
validate and audit
compensation
increases
Notification of the
implementation
guidelines to the
affected employees
Generated By
UCPath Center
Email
Mechanism
UCPath Center
Email
UCR APO
Email
UCR APO
Email
UCR APO/Labor
Relations/HR/AP
Business Partners
Email
Overall Activity Sequence

Capture at a ‘One Person, One Task, One Tool’ level
Step #
1
2
3
Step Description (Verb/Noun)
Summary for all compensation actions
included in Comp.02
Defines mass compensation action (e.g.,
updated salary scale; updated collective
bargaining agreement, etc.)
In collaboration with UCR, develops strategy for
implementation of compensation action and
develops roster of impacted academic
appointees (if necessary)
Reviews implementation strategy and updates
roster as applicable of affected academic
appointees and sends to UCPath Center.
Party
UCOP
UCPath Center
UCR APO
Step #
4
5
6
7
Step Description (Verb/Noun)
Summary for all compensation actions
included in Comp.02
If a salary program includes a discretionary
increase amount, UCR will indicate the
appropriate increases in the roster for execution
by the UCPC.
Receives roster, executes action within UCPath
and resolves any errors with UCR
Finalizes compensation actions (e.g., changes
mandated by collective bargaining agreement,
etc.) and audits results to ensure accuracy
OR
Updates salary scale tables
Notifies UCR that compensation changes and/or
salary scale change have been executed
UCR reviews results (including ensuring that
components of pay have been impacted
appropriately) and:
1. Fixes errors by making adjustments
through PayPath
2. Proportionally adjusts additional
compensation that is expressed as a
percentage of base salary using a
manual PayPath Upload. (Note:
Additional compensation may need to
be processed retroactively to ensure the
appointee is made whole.
Decision Tree or Flow Diagram (Optional)
Party
UCPath Center
UCPath Center
UCPath Center
UCR APO & Org Units/Departments
Department
/Org
Academic Mass Pay Changes (AP.03) – Academic
UCR APO
4
Reviews Roster
and makes updates as
needed (including
assigning discretionary
increases)
2b Collaborates with
UCPC to develop
implementation
strategy and identify
affected appointees
3
If applicable, sends
roster of impacted
appointees to UCR for
completion
UCOP CoE
2a Collaborates with
UCR to develop
implementation
strategy and identify
affected appointees
UCPC
AP
Partner
6 Reviews results of
compensation action
and corrects errors or
makes updates to
compensation as
needed
5
Executes
compensation action
in UCPath and
produces audit reports
1
Start
Defines Mass
Compensation
Action
Complex/Exception Cases
1. N/A
Tools/Templates Used (Existing w/revisions, New, Decommissioned, etc.)
1. Reports:
a. Exception report for compensation anomalies and policy violations.
b. Reports detailing the results of a compensation action, including each employee’s pay
rate before and after the compensation change.
c. Costing report for budget office
Process Touchpoints
1. PY.01 – Additional Compensation. Additional compensation may need to be updated after a
mass compensation change takes effects
References
Definitions
Term: Definition
Related Documentation and Resources
Questions
Document Change Log
Use this table to summarize changes made to this document
Date
11/15/16
11/17/16
Editor
Jack Greaney
Christian Tchamba
Summary of Changes
Initial Draft
Second Draft