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Employee Eligibility for Incentive Pay Increases

Spectrum Volume 17 Issue 3 - September 8, 1994

This is the third in a series of articles on the Incentive Pay Plan and the performance evaluation cycle. This week employee eligibility will be discussed, covering 1) the probationary period, 2) the impact of taking leave, 3) who should evaluate the employee, 4) assistance to supervisors who did not develop a plan or set expectations for this cycle, and 5) the role of reviewer.

Q. Are part-time salaried employees eligible for the December incentive pay increase?

A. Yes. Performance evaluations will be completed for part-time salaried employees by October 1, as well as for the full-time salaried employees.

Q. When the Probationary Period is completed, will the employee receive an incentive increase? When will it be effective?

A. Probationary Progress Reviews for employees in the probationary status should be completed three months from the date of hire. If their evaluation Meets Expectations, they will receive a one-step increase according to the following schedule:

Performance Evaluations Related to the Probationary Progress Review

Normal End of Incentive Increase

Date Hired Probationary Period Effective Date

May 1 / May 15 Nov 1 / Nov 15 December 16

May 16 / May 31 Nov 16 / Nov. 30 January 1

Jun 1 / Jun 15 Dec 1 / Dec 15 January 16

Jun 16 / Jun 30 Dec 16 Dec 31 February 1

Jul 1 / Jul 15 Jan 1 / Jan 15 February 16

Jul 16 / Jul 31 Jan 16 / Jan 31 March 1

Aug 1 / Aug 15 Feb 1 / Feb 15 March 16

Aug 16 / Aug 31 Feb 16 / Feb 28 April 1

Sep 1 / Sep 15 Mar 1 / Mar 15 April 16

Sep 16 / Sep 30 Mar 16 / Mar 31 May 1

Oct 1 / Oct 15 Apr 1 / Apr 15 May 16

Oct 16 / Oct 31 Apr 15 / Apr 30 June 1

Q. What happens when an employee goes on leave during the probationary period?

A. Probationary periods must be extended when an employee is on leave (with or without pay) if the time period exceeds 14 consecutive calendar days. The chart above documents the normal end of the probationary period. In this case, to calculate the effective date of the incentive increase, extend the normal probationary ending date by the leave time taken. The incentive-increase change in the column corresponding to the new probationary ending date is the new effective date.

Q. If an employee is on extended leave during the period when evaluations are being conducted, how should the supervisor handle the evaluation?

A. If the employee is on leave and is not expected to return before the deadline to complete evaluations (October 1), the supervisor will still complete the performance evaluation. If it is not feasible for the employee and the supervisor to meet, normally it would be appropriate for the supervisor to mail a copy of the evaluation to the employee. In some situations, however, this may be awkward and supervisors should confer with Personnel Services.

Q. When an employee transfers, is promoted, or demoted during the performance cycle, who is responsible for conducting the performance evaluation?

A. Employees should always be evaluated by their current supervisor with input from previous supervisors or reviewers. The performance evaluation should reflect the employees' performance throughout the entire cycle. If the employee transfers, is promoted or demoted into a new position with a different supervisor, the previous supervisor should complete an interim performance evaluation. The employee's new supervisor should use this information to assist in assessing the performance at the end of the cycle.

Q. When an employee has more than one current supervisor, who is responsible for conducting the evaluation?

A. Only one supervisor should conduct the evaluation and sign the form. The other supervisor, however, should be consulted and provide input.

Q. I am a supervisor who unfortunately did not develop a performance plan and set expectations during the performance cycle for an employee who reports to me. I must conduct the performance evaluation before October 1. How should I handle this problem?

A. It is critical to develop a plan and set expectations as soon as possible for each employee. You should meet with the employee as soon as possible to develop together reasonable and fair expectations in order to conduct a proper evaluation by Oct. 1, 1994.

Q. Who is the reviewer for the performance-appraisal process?

A. Usually the reviewer is the immediate supervisor of the person who established the employee's performance expectations and evaluates the employee's performance. However, another higher-level employee or one in an appropriate administrative role may be identified to perform the role of the reviewer.

Q. What is the role of the reviewer?

A. The reviewer has a significant responsibility to assure that 1) performance expectations are consistent with the goals of the work unit, 2) expectations are consistent for similar positions, and 3) ratings are consistent among different supervisors. This role becomes particularly important now that pay increases are associated with performance. Other responsibilities of the reviewer are to assure that expectations are specific, reasonable and attainable, that ratings are fair and accurate, and to ensure overall performance levels for each employee are supported by the ratings of expectations and the supporting documentation.