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For Ann Arbor campus, any reclassification that results in employees moving from non-exempt to exempt must be approved by [email protected]. The Position Description Form is the starting point and primary tool for initiating a classification review for all regular staff positions. The purpose of this form is to formally document the content of a job, including job functions, duties, scope, and the minimum and preferred qualifications. This form can be completed electronically and sent as an email attachment to your designated Staff HR representative.
For Michigan Medicine and Regional campuses, reach out to your HR contact.
| Process | Approval Needed? |
|---|---|
| Classification is moving from non-exempt to exempt | Yes |
| Classification is on the Position Review List | Yes |
| Classification is moving from non-exempt to a non-exempt 4xxxxx series | No |
| Classification is moving from non-exempt 4xxxxx to an exempt 1xxxxx series | Yes |
| Classification is moving from non-exempt to non-exempt | No |
Units should create policies to help avoid FLSA overtime violations that result from mobile device use by non-exempt employees, whether employer issued or personally owned. At a minimum, an effective mobile device policy should spell out who is allowed to use mobile devices for work purposes, in what ways and what what consequences may occur for improper or unauthorized use. A mobile devices policy may also address or specify the following:
If a non-exempt person responds to emails or calls “very occasionally,” then court cases have considered that to be “de minimis” and therefore not counted for overtime purposes. Court cases have defined “[D]e minimis” time to include “insubstantial or insignificant periods of time beyond the scheduled working hours, which cannot as a practical administrative matter be precisely recorded for payroll purposes, may be disregarded” and to only apply “where there are uncertain and indefinite periods of time involved of a few seconds or minutes duration.”
If a non-exempt employee occasionally responds to a work-related email that only takes a few minutes and on an irregular basis, that would be “de minimis." However, supervisors must inform employees not to respond to emails or calls outside of normal work hours even though it is convenient or enhances customer service. Permitting or "suffering" a person to regularly use their mobile devices outside normal working hours can result in overtime at time-and-one-half for anything exceeding 40 hours in a workweek.
For assistance in creating or reviewing a mobile device policy, please reach out to your HR contact.
Changes in responsibilities can be recognized through pay adjustments in lieu of job code or working title changes. The Career Family Classification System does not require a change in job code (reclassification) to provide such recognition. Options for recognizing non-base salary compensation known as additional pay can be found on the Additional Pay Resources page.
Adjustments to pay may be necessary for changes in the job market or other conditions that have affected internal pay relationships. These adjustments may be necessary for purposes of recruitment and retention and keeping appropriate pay relationships within a unit.
At a unit’s discretion, mid-year increases can be processed for employees who are exhibiting exceptional performance or for leveling of salaries. Mid-year pay adjustments are additions to base salary that are not a part of the annual salary program. Process the pay adjustment via PAR – Job Data Change, with an explanation of the purpose of the adjustment to document the history and rationale for the increase.
The objective of the incentive pay process is to provide an alternative form of competitive compensation in attracting and retaining high performing individuals and work groups where compensation is tied to the individual or group performance. The IRS has limitations on the amounts of incentive pay as a percentage of base pay which are subject to change periodically. Therefore, incentive pay plans should be defined in advance with clear performance metrics that, if met, make the payment of the incentive non-discretionary. Incentive Pay Plans should be set up in consultation with University Human Resources, the Office of the General Counsel, and/or Financial Operations.
(Note: For Admissions and Financial Aid related classifications, specific activities are prohibited as part of an incentive plan.)
| Responsible Party | Activity |
|---|---|
| Administrator, HR Officer, Department Manager | Incentive Pay plan should be clearly documented and reviewed by University HR, General Counsel, Financial Operations, the Tax Department and the sponsoring VP before the incentive period begins. |
| Administrator, HR Officer, Department Manager - should be performed by staff not receiving incentive pay | Calculate if incentive pay is warranted based on agreed upon metrics and guidelines established in original agreement. Note: Incentive calculation should be based on data that cannot be manipulated by employees receiving incentive pay other than through actual performance. |
| Administrator, HR Officer, Department Manager (should be performed by staff not receiving incentive pay) | Obtain approval of calculated incentive pay by University HR, General Counsel, and Financial Operations before being paid. |
| Administrator, HR Officer, Department Manager | Execute payment of incentive pay consistent with approved calculations. Note: Incentive pay should be recorded so that it is separately identifiable. |
| Administrator, HR Officer, Department Manager | Annually, review data used for performance measure to ensure it is consistently presented and that it is still adequate and appropriate. |
| Sponsor of Incentive Pay, Senior Management | Annually, review total incentive pay relative to total pay to ensure activity is consistent with goals of incentive pay program. |
These training aids can help you develop your position description.
The Mapping Tools, Job Aids and related information below are intended help you when classifying a new position or an existing classification is being changed.