The purpose of the “in-band” process is to provide a framework for Sr. Management within each area of the University to review salaries and to use available budget to move salaries to a more competitive position relative to similar positions across the university and in comparison to the external market.
KEY HIGHLIGHTS
- An in-band adjustment can be in the form of a base salary adjustment or a one-time bonus.
- Generally, a bonus should only be given under certain conditions such as:
a) when long-term funding is not available to support a permanent increase;
b) to reward an employee taking on additional duties on a "temporary" basis, OR;
c) when the employee is already being paid a premium salary well above market
- Adjustments are limited to a combined (base and/or bonus) max of 10% per person per fiscal year (effective dates June 25th – June 10th).
- There are four justifications allowed by the State of Virginia for in-band adjustments and any request must fit into one of four categories:
1) Alignment
2) Change of Duties
3) KSA’s – Knowledge, Skills and Abilities
4) Retention – high turnover, hard to fill positions
- Enter the justification for the proposed action following the suggested format in the
Sample Justification Statements (DOC | 26KB)
.
- Each Sr. Management area will have an annual designated time period each year to go through a scheduled in-band review process.
- Off-cycle in-band requests should be submitted for approval on a Pay Action Request Form (P144).
- Prioritize – there will not be enough money to take care of every situation. Management should focus on those individuals who are paid below market median – particularly extraordinary and/or strong contributors.
- Documented performance of the individual as well as pay relative to internal and external benchmarks should be considered when deciding who is most deserving of increases.
- Once an action (in-band adjustment, bonus and/or role change) has received all required approvals; HR will notify the appropriate contact person in the Sr. Management area who should then notify the appropriate manager(s). HR encourages managers to conduct a performance discussion with employees prior to the employee actually seeing any change reflected on their paycheck. Departments may choose to use the
Sample In-Band Notification Letter (DOC | 58KB)
to notify affected employees of any actions taken regarding their pay or position during the in-band process.
- All recommendations must be approved by Sr. Management (or designee) for the area and the Compensation department. Departments should keep in mind that what may appear justified when looking at only one department or organization could create issues when considered alongside other similarly situated positions across Sr. Management areas or in other areas across the University.