Pay Administration Policy

Policy Statement

Duke administers compensation policies and programs that reflect the value of job duties and responsibilities and that provide competitive and equitable pay and future salary growth. Duke's salary administration policies and programs are administered without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Policy Details

Responsibility

Each supervisor is responsible for:

  • ensuring that each staff member's job description reflects current responsibilities, essential functions, and minimum qualifications,
  • providing an annual review of each job description in order to ensure up-to-date descriptions,
  • monitoring and analyzing salary relationships within his or her work group to ensure fair and consistent pay administration according to Duke Policies.

Assistance is available from the Rewards and Recognition division of Human Resources so that supervisors can better plan and conduct regular analyses.

Job Descriptions

Job descriptions exist for all regular staff positions and summarize typical duties and responsibilities as well as minimum hiring qualifications – including required education, experience level(s) and licensure(s)/certifications(s).

Job descriptions are used for multiple purposes in the management and development of staff at Duke. These purposes include the evaluation of jobs internally and externally, the planning and execution of recruitments, the planning of annual and longer-term performance goals, and in the development and guidance of training.

Up-to-date job descriptions should exist for each position and should summarize typical duties and responsibilities as well as minimum qualifications. The description should make reference to the degree of supervision the position receives as well as any supervisory responsibilities the position requires. Rewards and Recognition can assist in the preparation of job descriptions.

Please refer to classification descriptions on the Duke Human Resources website for university jobs and health system jobs.

Job Classifications

All jobs at Duke are grouped into common categories based on the type of work involved, the level of difficulty, the level of responsibility, and the minimum qualifications required for the job. The department of Rewards and Recognition within Duke Human Resources administers and maintains Duke’s job evaluation system - a program that is used in the classification of all positions.

Fair Labor Standards Act (FLSA)

Designations

The FLSA establishes provisions and standards to determine overtime pay, hours worked, record-keeping plans, and child-labor provisions. Staff at Duke are either classified as performing "exempt" or "non-exempt" work based upon regulations of the FLSA. The determination of "exempt" or "non-exempt" work is made by Duke Human Resources in accordance with FLSA criteria.

FLSA regulations provide an exemption from overtime pay for staff employed as bona fide executive, administrative, professional, and/or outside sales staff.

Non-Exempt Status

Duke is required by federal law to pay a regular hourly wage to staff performing non- exempt work. Duke is also required to pay staff performing non-exempt work for all hours worked beyond 40 hours in a workweek at the rate of one-and-a-half times their regular hourly wage. Refer to the Hours Worked policy for overtime pay eligibility criteria.

Exempt Status

Staff performing exempt work are not covered by the overtime pay provisions of the FLSA and are not eligible to receive overtime pay for hours worked beyond 40 in a workweek.

Staff performing exempt work are paid on a salary basis and receive a predetermined amount of pay each pay period. Staff in exempt positions receive the full salary for any workweek in which they perform any work – regardless of the number of days or hours worked in the case of approved absences. Pay may also be charged to accrued benefits such as sick leave, vacation, holidays, or PTO.

Classification of New Position(s)

To initiate the classification of a new position, the hiring manager should provide all information required by Duke Human Resources to properly classify the position by following the process explained below.

Following receipt of a request for position classification, a determination will be made by Rewards and Recognition as to the proper classification based solely on the duties and responsibilities of the position. Following such determination, the requesting department will be notified of the position classification and position management number for the new position(s).

Reclassification of Existing Position(s)

If a staff member feels that his or her job has changed substantially (generally more than 20 percent) the staff member should discuss the changes and the possibility of review with a supervisor. When a department head or supervisor determines that the duties of a position are substantially different (generally greater than 20 percent) from those listed in the current job description, a request for an evaluation of the job may be submitted to Rewards and Recognition through iForms.

The new duties and responsibilities – or those that have changed – will be reviewed against existing job standards as well as all applicable job classification assignments across Duke. Rewards and Recognition will then recommend an appropriate classification or reclassification assignment and will provide guidance on appropriateness of pay for the incumbent when an adjustment of pay appears appropriate.

In advance of implementing any salary adjustment, reclassifications should be coordinated with Rewards and Recognition and the respective entity Human Resources director. The appropriate effective date for a change in salary and its reclassification is generally the beginning of a monthly or bi-weekly pay period following the request.

iForms Position Management Process for Filling, Creating and Reclassifying Existing or New Positions

Key Concepts: all position management transactions require approval. It follows the same approval path as other forms.

Create Position

Creating a position within an organization with the correct master data.

  • Create position starts with an existing position to minimize data entry
  • Assigned at the lowest level of the organizational structure
  • The "proposed job" determines JAQ or Express Classification
  • Express Classification
    • Does not require a JAQ
    • Creation of a position in the entities for predefined jobs
    • Faculty and Student Positions in the University
    • A variety of clinical jobs with a defined ladder or career track
      • E.g. – Clinical Nurse
    • Automated creation of position after final approval
  • Enter contact information based on name search
  • Position attributes are included:
    • Company Code
    • Personnel Area
    • Employee Group
    • Employee Subgroup
    • Personnel Subarea
    • DefaultCostCenter
  • Create and open requisition option not supported

Reclassify Position

Reclassifying the position is requesting a change to the job code associated with the position.

  • Select position
  • The "proposed job" determines JAQ or Express Classification
  • Express Reclassification
    • Does not require a JAQ
  • Enter contact information based on name search
    • Employee Group
    • Employee Subgroup
    • Personnel Area
  • Reclass and open requisition option not supported

Create Requisition

The create requisition is the mechanism for posting job openings to the website and setting the vacancy flag in SAP.

  • Select a position
  • Enter a position description
    • Stored on the position in SAP for future use
  • Sets vacancy flag on Position automatically
  • After final approval – posts job to website
    • Posts within an hour of final approval
  • Will remain open until hire process is complete

Delimit Position

Delimiting a position will logically delete vacant positions by setting an end date on the position.

  • Select position
  • Enter an end date for the position

Reorganizing Position

Reorganizing a position is moving the position to another organization or changing the default cost center.

  • Search based on Organizational unit
  • Enter default cost center
  • Other master data changes
    • Company Code
    • Personnel Area

Pay Adjustment

Pay adjustments must be approved based on the entity’s standard business process. Please consult your entity or department Human Resources representative to confirm the process for approving pay adjustments.

If the pay adjustment is related to a change in job responsibilities, the supervisor will provide the staff member with a revised job description. The supervisor will also discuss the responsibilities and performance expectations on which the staff member will be evaluated during the next performance period. This discussion must be completed within the first two (2) weeks in which the staff member assumes the new job.

Policy Number: 07.01

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Pay Administration Policy