Compensation
- Job Descriptions/Classifications
- Pay Plans
- Job Reclassifications/Job Audits
- Salary Adjustments
- Supplemental Pay
- Payroll
- Unemployment Compensation
The university's compensation philosophy and strategy include our goals to attract and retain a diverse high quality staff, administer a fair and consistent approach to compensation that is financially sustainable, and ensure 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.
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.
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. For other questions, contact the Compensation staff at (330) 672-2100, or email compensation@kent.edu.
The office of Academic Personnel processes all personnel actions for Ñý¼§Ö±²¥ State University faculty members and graduate assistants. This office is the official record holder of all faculty and graduate assistant files.
A list of Academic Personnel services can be found at Academic Personnel.
The office is located on the third floor of Heer Hall. For more information, call (330) 672-8702.
JOB DESCRIPTIONS (UNCLASSIFIED), CLASSIFICATION SPECIFICATIONS (CLASSIFIED) AND PAY GRADES
Job descriptions are maintained by Compensation and are accessible on the compensation website (). Job descriptions document the basic function, 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 job descriptions are on file with Compensation.
NOTE: Job descriptions illustrate the types of duties and responsibilities that may be assigned and should not be interpreted to describe all of the specific duties and responsibilities that may be required of a position.
PAY PLANS
Employee pay plans include a pay grade structure and administrative policies and procedures governing compensation practices. The pay plans for staff are 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 conducts an evaluation that may include the following: the Position Description Questionnaire (PDQ), job description; 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. Visit the website to view Pay Ranges.
Unclassified Employee Pay Plan
A new employee meeting the minimum qualifications for a position will typically be paid at least the minimum of the assigned salary range. Justification for starting pay above the minimum should include a record of experience clearly in excess of minimum requirements. (Policy 3342-6-08, Policy 3342-6-08.1)
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). 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)
CLASSIFIED (UNREPRESENTED) JOB RECLASSIFICATIONS AND JOB AUDITS
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 or department head 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 must be signed by the employee and 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 is considered completed when the appointing authority (vice president for Human Resources) and Compensation approve the classification assignment and written notification of the result is sent to the department head and the affected employee is a copyholder.
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.
If the audit results do not resolve the title and/or pay grade issue to the satisfaction of the employee, the employee may appeal the audit results.
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). View Classified Position Audit for more information.
SALARY ADJUSTMENTS
Unclassified Employees
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. These salary adjustments require review and approval by Compensation (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.
The following changes may necessitate a pay review or adjustment: classification change, title change, promotion, demotion, and reassignment. All of these actions must be reviewed and approved by Compensation (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.
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). More information regarding supplemental pay can also be found at Supplemental Pay. Supplemental pay decisions are made in conjunction with and approval by Compensation.
PAYROLL
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 Heer Hall. Faculty employee records are processed and maintained by Academic Personnel, located in Heer Hall. 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. For more information, visit the Payroll web site, or call (330) 672-8640. Faculty, contact Academic Personnel at (330) 672-8702.
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 by going to Employee / Resources / HR Forms Library / Tax Forms.
Payroll Check (Paycheck/Direct Deposit)
New Ñý¼§Ö±²¥ 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. View the Payroll Schedule.
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, (ODJFS) processes requests for unemployment compensation benefits and helps individuals find employment. Unemployment claims for Ñý¼§Ö±²¥ State University are processed by Human Resources Records.