May 20, 2022  
2021-2022 Employee Handbook 
    
2021-2022 Employee Handbook

(200) Classification and Compensation/Payroll



201 Compensation

Georgia State University’s uniform classification and compensation program for classified staff employees is administered by the Classification and Compensation Office in the Department of Human Resources. The program consists of a General Pay Plan and Broadband Structure that are designed to group positions that have similar duties, levels of responsibility, skills, and educational requirements into the same general levels of pay. It also consists of a few unclassified job titles that are not assigned to a specific compensation level or pay rate. The pay rates for each job title are determined by the knowledge, training, skills and level of responsibility assigned to that position. In addition, every effort is made to ensure equitable salary ranges are in keeping with other universities in the University System of Georgia and similar positions in the local, regional and national markets.

202 BCat Classification System

The BCat system is based on general job categories that are linked to the Federal Integrated Post-secondary Education and Data System (IPEDS) job classifications. Every employee’s job title is assigned a specific BCat Identification code. The BCat system uses a logic that assembles similar types of positions by function allowing institutions to “customize” their campus working titles and to build compensation programs appropriate to their own competitive job markets.

203 Pay Plan/Salary Structure

203.1 Broadband Structure

The Broadband Structure places Director level job titles into a series of broad pay “bands,” and “zones” within those bands. The Broadband Structure allows for certain flexibility as required to meet market competitive salary demands, particularly for positions that might be recruited regionally or nationally.

203.2 General Pay Plan

The General Pay Plan consists of pay grades which provide a means for the University to group comparable positions together into common ranges of pay, based on job scope, complexity and other factors. The salaries for similar positions should fall within a designated range, or Pay Grade. The ranges overlap, but each range specifies three guide points:

A Minimum (all individuals would expect to make at least this pay level)

  • A Midpoint (a benchmark to the external market for similar positions)
  • A Maximum (the most that someone would expect to make for a position at a particular pay level)

203.3 Employment Classification

All employee job titles at Georgia State University are assigned a Fair Labor Standards Act (FLSA) status either exempt or non-exempt.

203.3a Exempt

Exempt status is assigned to positions that are not eligible for overtime pay as defined by the Fair Labor Standards Act (FLSA). Employees in executive, administrative, and professional positions are typically exempt under the FLSA and are paid a designated salary, regardless of the number of hours they might work in a week. Such positions are hence “exempt” from the FLSA. Exempt employees are not entitled to additional pay or compensatory time off for hours worked in excess of forty (40) hours in a given work week. Any schedule adjustments for an exempt employee must be approved by his/her immediate supervisor.

203.3b Non-Exempt

Non-exempt employees are subject to the provisions of the Fair Labor Standards Act (FLSA) and are eligible to be compensated for hours worked in excess of forty (40) per week. Employees that are assigned non-exempt status must record their hours worked in ADP e-Time and be paid on an hourly basis for all hours worked over forty (40) in a workweek. If a non-exempt employee works more than forty (40) hours in the workweek, they must be paid overtime at a rate of time-and-a-half. OVERTIME MUST BE APPROVED IN ADVANCE BY THE SUPERVISOR, SUPERVISOR’S DESIGNEE, OR DEPARTMENT HEAD. Failure to get overtime approved before working overtime hours may result in disciplinary action up to and including termination.

204 Employment Opportunities Posting

The Office of Employment, Department of Human Resources, has all employment vacancies posted online. Individuals are encouraged to apply and submit their application online at: http://employment.gsu.edu/

A posted position may specify that it is restricted to applicants within the Georgia State University community. Such a vacancy will be indicated as for “internal applicants only”. Internal applicants include regular classified staff only and do not include temporary staff. If a position holds a title that has been identified in the Georgia State University Affirmative Action Plan as underutilized by minorities or women, the vacancy must be posted externally. If a position is not deemed to be underutilized, the hiring manager may select either internal (only regular staff members may apply) or external recruitment (anyone can apply).

205 Minimum Hiring Standards

Minimum Hiring Standards (MHS) are intended to help ensure comparable basic hiring standards for comparable positions across campus. A MHS is the minimum threshold of education and experience required to perform a given job. An individual with an education level and/or experience below the stated MHS for a job title is not considered minimally “qualified” for the position and is not referred by the Employment Office to a hiring department.

205.1 New Hire

The salaries of new employees are set based on the classification of the position, the salaries paid in the market, and the applicant’s education, skills, and previous related experience. When an individual meets the minimum qualifications of the position, the salary is normally set at the minimum of the salary range. However, if an individual has directly related prior job experience, or if the market warrants, the salary may be established above the minimum. Starting salaries are not normally set above the midpoint of the salary range. Exceptions to this practice must be approved by the Office of Classification and Compensation.

205.2 Promotion

Salary advancement and promotions will be based on merit. A promotion is the shift of an employee from one job title or position to another having more responsible duties or involving more skill (higher classification). To be promoted, the employee must meet the minimum job qualifications or MHS required by the new job title or position.

Employees can only be promoted in place during the fiscal year as a result of significant changes in assigned duties, the organizational structure, mission, or funding of the department/project. The supervisor is responsible for completing all of the necessary paperwork for this action.

The salary increase for promotions should be at least the minimum of the pay grade assigned to the position. The salary should not exceed the midpoint of the pay grade assigned to the new position.

Employees in the six-month provisional period are eligible for promotion only when granted written permission by the Dean/Vice President of the employee’s area.

205.3 Transfer

An internal transfer is the movement of an employee from one position to another within the University. All vacant positions must be formally advertised through the Office of Employment. A formal recruitment process will be required to fill all vacant staff positions.

Employees in the six-month provisional period are eligible for transfer within the University under the following circumstances:

  • When granted written permission by the Dean/Vice President.
  • When an employee of the University System transfers from one institution to another within the system.

All accumulated sick leave, retirement benefits and service date will be transferred if there is no break in service and the effective date may not be a holiday.

Utilization or transfer of accrued vacation leave will be based upon Board of Regents policy. Transferring employees should notify the hiring official of the intent to transfer eligible benefits and service date. Employees transferring to or from a State of Georgia or other institution in the University System of Georgia should consult with Payroll, Benefits, and HRIS regarding the transfer of their benefits.

205.4 Employment in Multiple Positions

Employees of Georgia State University may be employed in only one full-time position or classification within the University System of Georgia at any given time. If an employee wishes to accept another position in addition to a current position at the University or within the University System of Georgia, the following rules will apply:

  • The combined work time for both positions cannot exceed 100 percent of full time status or forty (40) hours per week).
  • Both positions must be the same FLSA classification, either exempt or non-exempt.
  • Acceptance of the second position must be approved by the employee’s department head and the Associate Vice President of Human Resources or designee.

Questions concerning specific circumstances should be directed to the Payroll, Benefits, and HRIS Office in the Department of Human Resources for more detailed information.

206 Pay Adjustments

206.1 Merit Increases

The University recognizes and rewards individual performance by awarding merit increases. The funds available for merit increases vary from year to year depending upon budgetary constraints set by state legislators, the University System of Georgia, and identified marketplace and economic conditions. The University System of Georgia develops merit increase guidelines which establish ranges for individual merit increases based on performance criteria. Individual departments and supervisors designate how merit increases will be awarded to employees.

206.2 Promotion

A promotion is an authorized reassignment from one position to another position in a higher salary grade. Upon promotion, an employee is eligible for a salary increase. Promotion increases are determined on an individual-case basis within guidelines.

The salary increase for unadvertised promotions should be at least the minimum of the pay grade assigned to the position. The salary should not exceed the midpoint of the pay grade assigned to the new position.

206.3 Stipend

Additional compensation is appropriate when an individual is assigned, in writing, a major component of a job at a higher pay grade and is held accountable for the full scope of the job on a temporary basis in the absence of another member of the organization. All employees are expected to fill in for their co-workers during vacations and other short-term absences. The supervisor should determine if a stipend or additional temporary compensation is warranted. The amount of temporary compensation or a stipend should typically be up to 10% of the employee’s current base salary. Requests for additional compensation must be made in advance and in writing to the Payroll Division of the Department of Human Resources. Stipends generally should not continue for more than twelve (12) months. Stipend Request Forms are available at: https://hr.gsu.edu/download/stipend-request-form-srf/

If a position has changed over time or if substantive duties have been assumed that are beyond the scope of what is generally considered for the position, the supervisor in collaboration with the incumbent should complete a Position Review Form (PRF). The PRF should be submitted for review to the Office of Compensation and Classification in the Department of Human Resources for review. The position should also be submitted to Payroll Division for review.

206.4 Lateral Transfer

A lateral transfer is defined as a movement from one position to another at the same pay grade. A lateral transfer should not result in a change in salary since the assignments are in the same pay grade with the same salary range. There are, however, certain rare situations that may justify salary adjustments, which must be requested in writing and approved in advance by the Classification and Compensation Office.

206.5 Demotion

A demotion is defined as a reassignment from one position to another position at a lower pay grade or salary range. A demotion can also be defined as a reassignment of duties to a lower level of pay or responsibility even if there is not a change in the employee’s job title or position.

Involuntary demotions may occur if work is eliminated, abolished, or reorganized, as a disciplinary action or if a staff member is unable to perform the work satisfactorily.

The salary or pay grade for an individual who is involuntarily reassigned will be established by the Office of Classification and Compensation in the Department of Human Resources. In no case, will the salary exceed the maximum of the new grade.

207 Job Evaluation Process

The University’s job evaluation process is designed to maintain consistency in the utilization of various job titles. This process ensures that employees performing similar duties have the same or similar job titles with corresponding pay levels. The job evaluation process requires a comparative analysis of a position to determine if the current classification and/or compensation levels are appropriate. The job evaluation process also includes the review of required knowledge, skills, and abilities needed to perform duties assigned to a position. A review of current market data may be required during the job evaluation process as a means of obtaining the University’s goals in:

  • Attracting and retaining qualified individuals by matching job skills with the assigned position
  • Ensuring that internal and external equity issues are addressed
  • Encouraging professional growth for employees
  • Recognizing necessary knowledge and skills required for a position and ensuring that the employee is appropriately compensated for performing them

207.1 Position Review Form (PRF)

The Position Review Form (PRF) is the job evaluation instrument used for position reviews. The PRF must be submitted to the Classification and Compensation Office whenever a formal review of a position is requested by a department. This form is used to:

  • Classify a new position
  • Review a vacant position
  • Review incumbent position for update of duties
  • Any other reviews (i.e. FLSA review, market analysis, etc.)

The Position Review Form (PRF) can be completed by filling out the form on the Human Resources case management system at: https://hr.gsu.edu/download/pdf-position-review-form/ and selecting the Classification and Compensation tab.

207.2 Job Analysis and Job Audit

Generally, a position only needs to be reviewed if its duties have changed significantly over time or if substantive new duties have been assumed that are beyond the scope of what generally might be expected for a position with that title.

If an employee believes their position should be reviewed for reclassification, the employee should discuss the possibility with their immediate supervisor and/or the Human Resources Advisory Council (HRAC) representative. If the manager or HRAC representative concurs, a PRF should be submitted to the Classification and Compensation Department. Employees may be asked or may offer to help describe the duties they perform so that their manager can fully reflect the current scope of their responsibilities in the PRF.

The Classification and Compensation Office in Human Resources will review the information provided, and make any recommendations to the manager or to the designated HRAC representative of the college or division.

207.2a Desk Audit

A desk audit is an interview conducted to determine if a position is properly classified based on current duties and responsibilities. To accomplish this, individual interview meetings are scheduled with the incumbent and his/her immediate supervisor. Each will be asked a series of questions regarding the position duties and responsibilities and how they are carried out.

A desk audit can be requested through a departmental HRAC Representative or the Office of Employee Relations.

208 Administrative Salary Adjustments

Certain rare and exceptional circumstances may occur from time to time that warrant special salary adjustments. Such adjustments are not part of the normal compensation plan for staff. Requests for special salary adjustments must be sent in writing to the Classification and Compensation Office in the Human Resources Department.

209 Fair Labor Standards Act (FLSA)

The Fair Labor Standards Act (FLSA) is a group of federal rules and regulations that determine eligibility for overtime pay. Under the FLSA, if you perform duties that do not meet one of the exemption tests developed by the DOL and your earnings are below the current minimum threshold ($913 per week; $47,476 annually for a full-year worker), your position is classified as non-exempt or “NE,” and you are eligible for overtime pay or payment via compensatory leave time. However, if you perform duties that meet one of the exemption tests developed by the DOL, your position is classified as exempt or “E” and you are not eligible for overtime pay per the FLSA guidelines.

209.1 Overtime Pay

Overtime pay is calculated at one and a half times your regular rate of pay. Overtime pay is applicable for hours worked in excess of 40 in a workweek.

209.2 Compensatory Time

Compensatory time (comp. time) may be granted in lieu of payment for approved overtime work at the rate of one and a half hours of compensatory time for each hour of overtime work. Any remaining balance of compensatory time must be paid out at the end of each fiscal year.

210 Deductions

210.1 Payroll Deductions

Each employee’s paycheck will have specific deductions as required by law, Georgia State University’s Regulation, and/or at the employee’s request as listed below.

210.2 Required Deductions

  • Federal and State Income Taxes
  • Social Security (FICA), if applicable
  • Teachers Retirement System Contributions or Optional Retirement Plan Contributions.
  • Georgia Defined Contribution

210.3 Optional Deductions

This list is not all-inclusive:

  • Loan payments
  • Parking
  • State Charitable Contributions Program
  • Voluntary Retirement plans as defined under IRS codes
  • Insurance premiums
  • Annual Fund campaign gifts
  • Flexible Medical Spending Account contributions
  • Recreation Center membership fee

All temporary employees are exempt from Teacher Retirement System contributions and Optional Retirement Plan contributions and are not eligible for insurance benefits, but do participate in Georgia Defined Plan contributions. Regular employees working less than half-time are not eligible for insurance or retirement benefits.

211 Garnishments and Withholdings

The University considers the acceptance and settlement of just and honest debt to be a mark of personal responsibility. The University is required by law to accept and process garnishments served by officials of the court. Failure to meet financial obligations causes discredit to the University. Repeated instances of default in the payment of debt, after appropriate counseling, are sufficient grounds to terminate employment for cause.

212 Pay Periods

212.1 Recording Hours Worked

Provisions of the Fair Labor and Standards Act require that non-exempt employees record their hours worked per workweek, per pay period. Georgia State University employees are to record their hours worked in ADP e-Time. The official workweek for all non-exempt employees begins at 12:00 a.m. Saturday morning and ends at 11:59 p.m. Friday evening. Recorded hours must accurately reflect hours worked for each workweek of the pay period and should include all absences taken in the pay period.

Both the employee and supervisor must approve the hours reflected in ADP e-Time. The supervisor is responsible for approving the pay record to Payroll and ensuring that the employee’s and supervisor’s approvals have been completed.

Falsification of or failure to enter hours worked in ADP e-Time may result in failure to get paid and/or disciplinary action up to and including termination.

ALL HOURS WORKED MUST BE APPROVED BY BOTH AN AUTHORIZED REVIEWING AUTHORITY AND THE EMPLOYEE.

212.2 Paychecks

Non-exempt staff bi-weekly and variable staff are compensated for all hours worked every other Friday through midnight the Friday before payday.

Exempt staff (monthly staff) are compensated on the last day of each month.

212.3 Direct Deposit

All employees of Georgia State University are to use the automatic payroll deposit service, which provides for the direct deposit of pay to a participating bank. Employees using direct deposit are required to complete an Authorization Agreement for Automatic Deposit of Net Pay form available in the Payroll, Benefits, and HRIS Office.

If you do not have or are unable to obtain a bank account for direct deposit, please contact the Payroll, Benefits, and HRIS Office.

212.4 Report of Absence

Exempt employees should report all absences from duty in ADP e-Time. If an absence occurs after the 20th day of the month, the employee must complete a Report of Absence form for all absences from duty. This form must be signed by the employee and supervisor and filed with the Payroll Department of Human Resources by the 10th day of the following calendar month. Reporting absences for non-exempt employees should be done in ADP e-Time, as well. However, if the pay record needs to be updated after the employee has been paid to reflect absences, the non-exempt employee should complete a Report of Absence form. It must be signed by the employee and supervisor and filed with the Payroll Department of Human Resources as soon as possible.