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REQUIREMENTS AND POLICIES MANUAL

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Compensation

    Title:

    Compensation

    Publication date:

    7/17/2013

    Effective date:

    7/17/2013

    BRIEF

    Policy Summary

    Berkeley Lab's compensation program is designed to provide a level of compensation that, within available funds, attracts, and retains a quality workforce necessary for the achievement of Laboratory goals.

    Who Should Read This Policy

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    For more information, employees may contact their division's Human Resources (HR) Center.

    Feedback on HR policies or procedures is welcomed. Send comments to hrpolicies@lbl.gov.

    Title:

    Compensation

    Publication date:

    7/17/2013

    Effective date:

    7/17/2013

    POLICY

    A. Purpose

    The Compensation policy establishes, maintains, and administers a compensation plan for positions covered by this policy. This policy provides information about the compensation philosophy and policy surrounding various salary actions at Lawrence Berkeley National Laboratory (Berkeley Lab).

    B. Exceptions

    Requests for exceptions that exceed what is allowed under current policy or that are not expressly addressed by current policy are considered exceptions to policy. A request for an exception to policy requires, at minimum, approval by the Compensation Manager and the Chief Human Resources and Diversity Officer (CHRO).

    C. Persons Affected

    D. Policy Statement

    1. Pay Within the Salary Range. An individual salary must be within the salary range that is assigned to the position's job code/job title, based on the position's duties and responsibilities. Exceptions to this policy are noted in Section D.7, Promotional Increases, below.
    2. Adjustment of Salary Ranges. Salary ranges may be adjusted periodically. Adjustments of salary ranges do not increase the salary paid to an employee but provide increased potential for within-range salary adjustments.
    3. Classification of Positions. Positions are classified in job classifications on the basis of the level of duties and responsibilities assigned to and performed by employees, as documented in individual position descriptions. As duties and responsibilities undergo significant changes, positions may be reviewed for reclassification.
    4. Salary Actions
      1. Start Salary for New Employees. In developing a start salary for new employees, consideration will be given to the candidate's background and skill level, current competitiveness of the market for the particular job, and internal equity within the department or unit.
    5. Merit Increases. Employees holding Career and Term appointments are eligible for merit increases annually. 
    6. Salary Adjustments for Non-Career and Non-Term Employees
      1. Employees holding Limited and Rehired Retiree appointments are eligible for salary increases to the minimum of the salary range for their job classification.
      2. Salary increases for employees holding Postdoctoral Fellow, Graduate Student Research Assistant (GSRA), Student Assistant, Visiting Researcher, Limited, and Rehired Retiree positions are described in the appointment information for those employee classes.
    7. Promotional Increases
      1. The change of an employee from one position to another in a classification having a higher salary-range maximum is termed a promotion.
      2. When an employee accepts an offer of the posted position at a higher salary-range maximum, it is a posted promotion.
      3. When an employee's duties and responsibilities have evolved to the extent that another classification is more appropriate, and the new classification is at a higher salary-range maximum, the change is a promotion.
      4. A salary increase may be granted for promotions.
    8. Posted Downgrade. When an employee applies for and accepts an offer of a posted position at a lower salary-range maximum, it is a posted downgrade. If the posted downgrade results in the employee's salary being above the maximum of the new range or it is not internally equitable, the current salary may be maintained ("red-circled") or reduced.
    9. Job Classification Restructuring
      1. As a result of a Compensation review, a job classification may be restructured without a change in the duties of the incumbent employees. The salary-range maximum of the new job classification structure may be either higher or lower than the previous salary-range maximum.
      2. If an employee's salary is above the maximum of the new salary range, the current salary may be maintained ("red-circled") or reduced.
      3. If the employee's salary is below the minimum of the new salary range, the salary will be increased to the new minimum.
      4. If the employee's salary falls within the new salary range, no salary change will be made.
      5. Adjustments on Movement to a Job in a Lower Salary Range
        1. Moving an individual employee from one position to another position within the same classification functional area, resulting in a lower salary-range maximum, is termed a "demotion." This action may be the result of disciplinary action, the significant reduction in job duties and responsibilities, or the request of an employee that can be accommodated by the work unit.
        2. The effect of a Compensation-initiated review resulting in changes to a job- classification structure with a lower salary-range maximum is not a demotion (see Section D.9, Job Classification Restructuring, above).
        3. Reclassification to a position with a lower salary-range maximum must be approved by the Human Resources Department and discussed with the employee.
        4. If, as a result of a Compensation-initiated classification restructuring, demotion, or other career change that results in an employee's salary being above the maximum of the new range, the current salary may be maintained ("red-circled") or reduced.
    10. Lateral Transfers
      1. The change of an employee from one position to another in the same classification or in another classification with the same salary-range maximum is termed a "lateral transfer."
      2. Employees do not generally receive a salary increase when they accept a position with the same salary range as the position previously held, including when an employee accepts a position in the new appointment type (e.g., moving from a Limited appointment to a Career appointment, moving from a Term appointment to a Career appointment with the same salary range).
    11. Equity Increases. Increases in salary to remedy salary inequities may be granted on a targeted basis to address internal or market alignment.
    12. Completion of Probation. Satisfactory completion of the probationary period by an employee does not automatically require a salary increase. A recommendation for a salary increase may be made, however, if the final probationary performance review justifies an increase, the employee was not eligible for an October merit increase, and merit guidelines and salary relationships within the division or department support an increase.
    13. Transfers from Other University of California Locations. Career employees transferring from another University of California (UC) location, who are not subject to a probationary period, may be considered for an increase if a completed six-month performance evaluation justifies a salary increase, the employee was not eligible for an October merit increase, and merit guidelines and salary relationships within the division or department support an increase.
    14. Multiple Increases in a Single Fiscal Year
      1. An employee's total base salary increase in a single fiscal year (including, for example, merit, promotional, and equity increases) must not exceed 25% unless an exception is granted by the Compensation Manager. Compensation Manager approval is not required for employees who were promoted from a trainee position (e.g., Student Assistant, Graduate Student Research Assistant (GSRA), or Postdoctoral Fellow) to a non-trainee position, resulting in a total base salary increase greater than 25% in a single fiscal year.
      2. If more than one salary adjustment takes place on the same date, actions occur in the following order:
        1. Salary-range adjustment (if applicable)
        2. Merit increase
        3. Salary action resulting from posted promotion, reclassification, or equity adjustment
    15. Administrative Stipend for Temporary Assignments. A temporary assignment (TA) occurs when an employee is temporarily assigned responsibilities of a higher-level position on a full-time basis, or assigned other significant higher-level duties in addition to his or her regular duties. An employee in a TA may be paid a stipend. The TA stipend can be the greater of (1) the amount needed to bring the total compensation (base salary + stipend) to the minimum of the higher level job, or (2) 15% of the employee's base pay. The base pay plus stipend cannot exceed the maximum of the rate range of the employee's temporary job classification. The stipend is removed at the end of the temporary assignment or two years from the stipend's inception, whichever comes first.
      1. For UC employees hired into a Berkeley Lab Faculty Appointment who assume scientific scientific management responsibilities (see the Faculty Appointments policy), the stipend may exceed two years but may not exceed the duration of the Faculty employee's assignment.
    16. Restrictions
      1. Appointments of employees holding positions at more than one UC location may not total more than 100% time.
      2. An employee who is appointed at 100% time cannot receive additional compensation from UC for any work or services related to the employee's appointment, regardless of source or type of payments. Exceptions to this policy are any ancillary pay components as defined by the Overtime and Extended Workweeks and Shift Differentials & Call-in Pay policies; payments for teaching regularly scheduled UC Extension courses, whether or not they are related to the employee's appointment and outside the employee's normally scheduled hours; and administrative stipends payable under Section D.15, Administrative Stipend for Temporary Assignments, above.

    E. Roles and Responsibilities

    Role

    Responsibility

    Chief Human Resources and Diversity Officer (CHRO)

    Has the functional responsibility for this policy

    Compensation Department

    Has the responsibility to advise management, divisional HR Centers, and employees on how to comply with this policy. Compensation also has the responsibility to review and approve actions in accordance with this policy as necessary.

    Employees

    Have the responsibility to adhere to the provisions of this policy

    HR Department

    Has the responsibility to advise management and employees on how to comply with this policy

    Managers and Supervisors

    Have the responsibility to adhere to the provisions of this policy

    Roles, responsibilities, authority, and accountability are documented in applicable procedures. See Section H, Implementing Documents, below.

    F. Definitions/Acronyms

    Term

    Definition

    CBA

    Collective bargaining agreement

    CHRO

    Chief Human Resources and Diversity Officer

    Demotion

    The change of an individual employee from one position to another position within the same classification functional area, resulting in a lower salary-range maximum

    GSRA

    Graduate Student Research Assistant

    Lateral Transfer

    The change of an employee from one position to another in the same classification or in another classification with the same salary-range maximum

    Posted Downgrade

    When an employee applies for and accepts an offer of a posted position at a lower salary-range maximum, it is a posted downgrade.  If the posted downgrade results in the employee's salary being above the maximum of the new range, the current salary may be maintained ("red-circled") or reduced.

    Posted Promotion

    When an employee accepts an offer of a posted position at a higher salary-range maximum

    Promotion

    The change of an employee from one position to another in a classification having a higher salary range maximum.

    Temporary Assignment (TA)

    A temporary assignment (TA) occurs when an employee is temporarily assigned responsibilities of a higher-level position on a full-time basis or assigned other significant higher-level duties in addition to their regular duties.

    G. Recordkeeping Requirements

    Role

    Responsibility

    Human Resources Department

    Is responsible for maintaining all employee records

    H. Implementing Documents

    AudienceDocument NumberDocument TitleType

    HR

    02.06.001.005

    Administrative Stipends for Temporary Assignments

    Process

    HR

    02.06.001.003

    FLSA Exemption Test (Non-Posted Positions)

    Form

    HR

    02.06.001.007

    FLSA Exemption Test (Taleo-Posted Positions)

    Form

    Lab Staff

    02.06.001.009

    Position Description questionnaire

    Form

    Lab Staff

    02.06.001.001

    Position Description Template

    Form

    HR

    02.06.001.008

    Recalled Employee Skills Assessment

    Form

    HR

    02.06.001.006

    Salary Range Notification Template

    Form

    Lab Staff

    02.06.001.010

    Salary Ranges and Classification Description Index

    Process

    Public

    02.06.001.011

    Total Rewards at Berkeley Lab

    Brochure

    Public

    MW-2007

    Official Notice of the California Minimum Wage

    Poster

    I. Contact Information

    For more information, employees may contact their division's Human Resources (HR) Center.

    Feedback on HR policies or procedures is welcomed. Send comments to hrpolicies@lbl.gov.

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    0

    M. Bello

    Re-write for wiki (brief)

    all

    Minor

    9/24/2012

    1

    M. Bello

    Re-write for wiki (policy)

    all

    Minor

    7/17/2013

    2

    M. Bello

    Revised Administrative Stipend for Temporary Assignments

    Policy (D)(15)

    Major + 30 days

    DOCUMENT INFORMATION

    Title:

    Compensation

    Document number

    02.06.001.000

    Revision number

    2

    Publication date:

    7/17/2013

    Effective date:

    7/17/2013

    Next review date:

    7/17/2016

    Policy Area:

    Compensation and Work Hours

    RPM Section (home)

    Human Resources

    RPM Section (cross-reference)

    None

    Functional Division

    Human Resources

    Prior reference information (optional)

    RPM Chapter 2.06 (A)

    Source Requirements Documents

    Source

    Document Number & Effective Date

    Document Title

    California

    AB 1835

    Assembly Bill 1835, Minimum Wage

    California

    CLC 515

    California Labor Code: Exempt Versus Non-Exempt Status

    California

    CLC 500

    California Labor Code: Overtime

    California

     

    Industrial Wage Commission (IWC) Wage Orders

    Department of Energy (DOE)

    DE-AC02-05CH11231, Mod No. M046, Sec. J, App. A

    Advanced Understandings on Human Resources

    Department of Energy (DOE)

    Contract 31 (H.21)

    Workforce Transition, Contractor Compensation, Benefits and Pension

    Department of Energy (DOE)

    I.22

    FAR 52.222-11, Contract Work Hours and Safety Standards Act – Overtime Compensation

    Department of Energy (DOE)

    I.85

    DEAR 970.5222-2, Overtime Management

    Department of Energy (DOE)

    I.21

    FAR 52.222-4, Contract Work Hours and Safety Standards Act – Overtime Compensation

    Federal

     

    Equal Pay Act

    Federal

     

    Fair Labor Standards Act (FLSA)

    Federal

     

    Fair Minimum Wage Act of 2007

    UC

    PPSM 30

    Salary

    Implementing Documents

    Audience

    Document Number

    Document Title

    Type

    HR

    02.06.001.005

    Administrative Stipends for Temporary Assignments

    Process

    HR

    02.06.001.012

    Classification Change Notification Template

    Form

    HR

    02.06.001.003

    FLSA Exemption Test (Non-Posted Positions)

    Form

    HR

    02.06.001.007

    FLSA Exemption Test (Taleo-Posted Positions)

    Form

    Lab Staff

    02.06.001.009

    Position Description questionnaire

    Form

    Lab Staff

    02.06.001.001

    Position Description Template

    Form

    HR

    02.06.001.008

    Recalled Employee Skills Assessment [Contact Employee and Labor Relations]

    Form

    Lab Staff

    02.06.001.010

    Salary Ranges and Classification Description Index

    Process

    Public

    02.06.001.011

    Total Rewards at Berkeley Lab

    Brochure

    Public

    MW-2007

    Official Notice of the California Minimum Wage

    Poster

     

     

     

     

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