The documents and information located here will help employees and supervisors learn how to classify positions, find job titles and look up pay grades for positions. They are important individual and managerial tools for planning career growth at UCF.
Salary Administration Guidelines
This document outlines a set of pay guidelines for managing compensation for Administrative and Professional (“A&P”) and University Support Personnel System (“USPS”) positions at UCF, addressing common employment scenarios.
These pay guidelines provide a framework for paying employees fairly and competitively; increasing transparency and understanding; promoting consistency in pay practices; aligning university rewards philosophy with institutional purpose, values, and strategy; and providing trust and confidence in our compensation process and decisions.
The guidelines can help answer many of your compensation questions, including but not limited to:
- UCF salary structure
- Compensation decisions and salary adjustments
- Job and position descriptions
- Pay delivery mechanisms
- Job families and sub-families
- Setting starting salaries for new-hires
- One-time performance payments
- Special pay increases
- Shift differentials
Retroactive Payment Pay Practice
Retroactive pay (retro pay) occurs when the deadline for submitting paperwork on a new hire or rehire has been missed, or money is owed to an employee for work already performed at a lower wage rate. This document outlines the types of retro pay adjustments allowed and important timing considerations.
Working/Functional Title Review & Approval Procedure
New working/functional titles must be submitted to UCF Compensation for review and approval to ensure the working title reasonably reflects the responsibilities and levels of the position in question. Follow these guidelines to submit a proposed employee title.
A&P and USPS Employee Pay Plan
Pay for positions at UCF is based on the university’s pay plan. According to the pay plan, each position is assigned a title and job code and is placed in a pay grade based on the duties outlined in the position description.
UCF Career Levels
Careers leveling and progression at UCF follows a three or four-level model. Each level is defined by job characteristics such as organizational impact, complexity, and leadership responsibility, as well as knowledge and experience requirements.
Career Level Definitions
A career family is a broad meaningful grouping of jobs commonly clustered within a career emphasis. Content of defined work within a job is the key criteria in determining relationship to this familial structure.
Salary Structure Summary
The UCF salary structure framework assigns a pay grade to every staff job. The salary structure reflects these levels and their associated competitive market ranges.
Compensation Actions Checklist
Some Compensation actions may require supporting documents. The following link provides a complete list of compensation actions and their supporting documents.
Job Families and Job Classifications
Job Families are positions grouped together by common vocations/professions that have similar knowledge, skills, and abilities at different levels of the job. Thus, a job family has jobs at progressing levels defining a career path for an individual with incremental requirements of the similar knowledge, skills, and abilities.
Job Sub-Families are sub-sets within a job family and are used to further group jobs. The job family framework helps to group jobs by the nature of the work rather than by the organizational or reporting structure. Peers within a department are likely part of the same job family and may be part of the same job function.
A position description is a document that specifically identifies the objectives, duties, and responsibilities of a position. The position description forms for A&P and USPS positions are located on the HR website under Forms & Documents.
The following links provide helpful tips for writing position descriptions.
- Position Description Information
- Example Position Description (A&P)
- Example Position Description (USPS)
- How to Write a Position Description
- How to Write a Position Description PowerPoint
- Position Description Action Verbs
Detailed written justification is needed for compensation actions resulting in a salary increase, such as a reclassification, a special pay increase, or a new hire salary request beyond the typical pay practices. The written justification must be detailed and straightforward in order for HR-Compensation to analyze and substantiate the need for the requested compensation action. A one-sentence written justification typically does not suffice and may cause a delay in the processing of the compensation action request.
When submitting a written justification, it is important to ensure that the compensation action request clearly explains the business need for the action. The written justification must include in detail how the position has changed, evolved, or increased in regards to the primary job duties, such as the following:
- Accountability of the employee in carrying out his/her job duties;
- Level of responsibility (i.e. job duties);
- Level of complexity;
- Span of supervision exercised; and/or
- Re-Organization of the college or department.
For submitting written justifications, please do the following:
- For Hire or Edit ePAFs, attach the written justification to the ePAF or include the justification in the Comments box of the ePAF.
- For Position Change ePAFs, include the justification in the Comments box of the ePAF or email the written justification to firstname.lastname@example.org.
- For New Hires (PeopleAdmin), email the written justification to email@example.com.
If organizational charts for your college or department are available, please submit with the written justification as noted above.
Current UCF Regulations related to HR-Compensation:
Budget entities are located on the List of Departments/Projects with Attributes spreadsheet (under UCF Financials ChartField List) on the Finance and Accounting (F&A) website. Budget entities are located in Column H (Budget Entity).
Budget entities are also located in PeopleSoft in the Department Table (PeopleSoft > Set UP HRMS > Foundation Tables > Organization > Departments). After searching by department number, the third tab (Cf Dept Extra1 – Budget Ent Xlat) will indicate the budget entity.
COM – Faculty Practice Plan
Budget entity definitions can be found on the F&A website.
Approval Process for a Compensation Override by the President and Vice Presidents
The following link shows the current process for requesting a Compensation override by the President and Vice Presidents.