History of staff salary increases

General Information

1. A One-Time Payment (OTP) of $1,000 will be provided to eligible faculty and staff in July 2021. Following are the detailed guidelines for eligibility, process and funding.
2. The OTPs will be included in the July 9, 2021, paycheck for biweekly paid employees and the July 30, 2021, paycheck for monthly paid employees.
3. The OTP amount will be pro-rated based on the employee’s full-time equivalent assignment.
4. For employees who are funded with undesignated general funds or grants, the OTP will be funded centrally or by UKRF. Units will be required to fund the OTPs for all other eligible employees.
5. Benefit rates for the OTP are:
   1. Faculty 9.97%
   2. Staff 10.15%
   3. These rates include social security and Medicare taxes and the university’s Miscellaneous Fringe Benefits.
6. Notify Human Resources immediately if there are any special circumstances not addressed in these guidelines. Please keep the appropriate AFO advised of these discussions.

Employee Eligibility and One-Time-Payment Amounts

1. Eligible employees include regular staff and faculty that are 1) not employed in UKHC personnel area 1500 or 2) a College of Medicine clinical faculty member who supports the clinical mission through UKHC’s ambulatory and hospital operations. Faculty in the College of Medicine ACE compensation plan and research title series faculty are eligible.
2. To be eligible, an employee must have held a regular position (Personnel Subareas 0001-0005) or phased-retiree position (Personnel Subarea 0014) as of 12/31/2020 and continue to hold such a position as of 07/01/2021. All other employees, such as temporary employees and student employees, are not eligible for the OTP.
3. For eligible employees with a regular assignment of 1.0 FTE as of 12/31/2020, the payment amount will be $1,000. The payment amount will be pro-rated accordingly for eligible employees with a regular assignment of less than 1.0 FTE as of 12/31/2020. For example, an employee holding a 0.9 FTE as of 12/31/2020 will receive a payment of $900. See FAQ for additional details.
4. Employees are eligible for the OTP regardless of performance evaluation score, leave status, phased retirement status, corrective action status, fund source, etc.

Process

1. The process for the OTP is being coordinated using reports from SAP that were downloaded to Excel spreadsheet. The spreadsheet lists each regular employee, excluding UK HealthCare employees (PA 1500), by department and funding source. As a result, many employees are listed more than once on the spreadsheet, but their total FTE and OTP will not exceed 1.0 and $1,000, respectively. The report was run in January 2021 and captured each employee’s FTE as of 12/31/2020.
2. DO NOT make changes to the formulas on the spreadsheet. DO NOT move columns or delete any data from the spreadsheet.
3. UKHC, the College of Medicine and the Provost Budget Office (PBO) are responsible for identifying College of Medicine clinical faculty. As these faculty participate in the UKHC salary plan, they are not eligible for this OTP. These faculty are to be identified by selecting ‘Yes’ in column F (titled ‘Clinical Faculty?’) of the spreadsheet. In addition to identifying these faculty in column F, select comment “Clinical Faculty – Not eligible for the OTP” in column AO.
4. Departments and units are to review the spreadsheet for completeness and accuracy and are to add comments and additional information, if necessary, in accordance with the instructions below. If changes are needed for an employee, such as a known future resignation or retirement date, or an employee who transferred into your unit but was employed at UK in a position – not in UKHC PA 1500 or as a clinical faculty member -- as of 12/31/2020, select the appropriate comment from the “Comment” column (see column AO) and add appropriate explanations as needed in the “Additional Notes” column (column AP).
5. The calculated OTP amount, as adjusted based on FTE, is shown by funding source for each employee on the spreadsheet (see columns AK – AM).
6. The 1018 funding distribution records for each employee, as of December 31, 2020, are shown in columns AC (i.e., percentage) and AD (cost center/WBS – Land Grant only). For employees with FCC = S, M and N, the OTP and benefits will be charged to the cost center shown in Column AD. For employees with FCC = G, the account to be charged depends on the true funding source. Positions with FCC = G include grant-funded positions and other positions funded from departmental fund balances and restricted accounts. Using infotype 0027, the applicable funding source for eligible employees with FCC = G (i.e., UKRF or the unit) is indicated in column AA. If UKRF is funding the OTP and associated benefits (i.e., if FCC = “G” and column AA, Grant Support? = “Yes – UKRF”), the UBO will add an account in column AF for the OTP expenses when the completed spreadsheet is returned.

Units must enter one of their cost centers into column AF for the OTP and benefits if:

• an employee has an FCC = G and column AA = “No – UNIT” OR
• an employee has an FCC = F

The funding of the OTP is further explained later in these guidelines.

1. Any employee not listed on a college’s or department’s spreadsheet but eligible for the OTP based on these guidelines must be added to the spreadsheet. For example, if an eligible employee transferred from another unit. The employee must be added in a new row in the spreadsheet. Using red font, enter the employee’s name, pernr and FTE as of 12/31/2020 in the respective cells on a new row in the spreadsheet. The employee’s prior department must also be listed in column L. In the “Comments” column (AO), select the remark “Employee added -- not listed on original spreadsheet.” The OTP will be calculated when the spreadsheet is returned to the UBO.
2. Employees listed on the provided spreadsheet who do not qualify for the OTP based on these guidelines but have a calculated OTP amount greater than zero must be identified by selecting the remark “Employee does not qualify for the OTP” or if a clinical faculty “Clinical faculty – not eligible for the OTP” in the “Comments” column (AO). Use the “Additional Notes” column (AP) to add more information, if needed. Do not remove the calculated OTP from the spreadsheet. The OTP will be removed when the spreadsheet is returned to the UBO.
3. Employees who will or have already resigned from UK on or before 07/01/2021 and are on the spreadsheet are not eligible for the OTP. Select the remark “Employee will resign on or before 07/01/2021 – not eligible for the OTP”.
4. Employees who will or have already retired from UK on or before 07/01/2021 and are on the spreadsheet are not eligible for the OTP. Select the remark “Employee will retire on or before 07/01/2021 - not eligible for the OTP”.
5. The OTPs will be loaded into SAP via Infotype 0015 (additional payment) using wage type 2265.
6. Benefits charged for the OTP will only include social security and Medicare taxes and the university’s Miscellaneous Fringe Benefits; they will not, for example, include retirement benefits.

Calendar

1. Spreadsheets with the OTP data will be distributed to the AFOs on 6/23/2021 for coordinating with their respective units and departments. Departments and units can expect to receive their spreadsheets on or before 6/25/2021.
2. The AFOs are to return the spreadsheets to the UBO no later than the close of business on 6/29/21. Each AFO will establish earlier due dates for their respective colleges and departments.
3. The OTP amounts will be provided to the EAG team on 7/1/21 for biweekly paid employees and on 7/22/21 for monthly paid employees.
4. The OTPs will be included in the July 9, 2021, paycheck for biweekly paid employees and the July 30, 2021, paycheck for monthly paid employees.

Funding

1. Funds will be transferred from central sources for the OTP and associated benefits for employees with funding category codes (FCC) of F, S, M and N.
2. UKRF will provide funding to cover the OTPs and associated benefits for eligible employees that were funded by grants as of 12/31/2020. Unfortunately, these employees are not easily identifiable by FCC. Positions with funding category code equal to G include grant-funded positions and other positions funded from departmental fund balances and restricted accounts. Using infotype 0027, the applicable funding source for eligible employees with FCC = G (i.e., UKRF or the unit) is indicated in column AA.
3. Units will be responsible for funding the OTPs and associated benefits of employees with FCC not equal to F, S, M and N. In addition, units will be responsible for funding the OTPs and associated benefits of employees with FCC equal to G but not funded by UKRF.
4. Budget transfers for the OTPs described above will be processed by the UBO and UKRF in August 2021, after the payments have been dispersed.