The Differential pay process is provided as a means for managers to make formal requests for evaluation of assignments to qualify for pay differential as referenced in CSEA agreement and in Classified/Confidential Employee Handbook. (CSEA Agreement (Article XVI-B); Classified/Confidential Employee Handbook Section II 500. Both read in part:
An employee, assigned by the District to perform a substantial amount of the duties unique to a higher classification for a period of time which exceeds five working days within a fifteen-calendar-day period, shall be paid on the salary range assigned to the higher position on the lowest step which will give an increase over the employee’s regular salary. The higher pay rate will be in effect for the period the employee is required to work in the higher class. The District shall attempt to provide equity in assigning out-of-class work.
When should a manager request differential pay for an employee?
- Generally differential pay is necessary when an employee has been out on leave for more than 5 days and another employee within the department is being asked to perform substantial duties which are at a higher classification of work. The employee can only be compensated if they are performing these duties greater than five working days within a fifteen-calendar-day period. Differential pay must cease when the absent employee returns to work.
- Differential pay may also be necessary if there are additional duties required of a position at the request of the manager and it is determined that these duties are of a higher level or significantly different than current duties. These additional duties should not be performed prior to consulting with your chain of command and approved by the Human Resources & Employee Relations department. The manager must review and assure that the additional duties are not already listed on the employee’s current job description. Employees will not be compensated for duties that are already covered in their job description.
How are employees compensated?
If the employee is performing 100% of the duties at the higher classification the employee will be paid on the salary range assigned to the higher position on the lowest step which will give an increase over the employee’s regular salary. The higher pay rate will be in effect for the period the employee is required to work in the higher class. For those employees performing partial duties of a higher classification, the employee will receive a minimum of 5% compensation for out-of-class work.
As noted above, duties must be at a higher level or be significantly different to warrant pay differential consideration. Differential pay requests can only be submitted by a manager and must have all required signatures on the form before submitting to the Human Resources & Employee Relations.
Preparing a Request:
- The area Manager must first review the employee’s current job description to make sure that the duties requested for differential pay are not already currently covered on the employee’s current job description. (Employees will not be compensated for duties already covered under their job description.)
- The area Manager who is requesting differential pay shall complete a Differential Pay Request Form and obtain all necessary signatures and then forward to Human Resources & Employee Relations.
- Once form is received, Human Resources & Employee Relationswill review and process the appropriate paperwork to Payroll if approved and return to originator if denied.
- Differential pay is charged to current departmental budget.
More information including forms are available on the Intranet (Login on a campus computer required to access, VPN access if off-site.)