All personnel actions concerning compensation for A&P and Classified staff within the college must receive approval prior to processing in in the system. CNS has worked with Human Resource Services to establish a process for coordination between the department, Dean's Office, HRS, and the Provost Office when applicable.

For the foreseeable future, the CNS Dean's Office is officially setting a regular reclassification and salary increase cycle policy for Classified staff and Administrative & Professional staff. This does not include merit increases, which are regulated at the University Administration level.

September 1 and March 1 will be the effective dates for reclassification, equity, and Permanent Additional Duties increases, with variable deadlines for each cycle. The typical timeframe will be a deadline one month before the effective date, but advance notice will be given before each cycle. Departments should plan personnel and funding actions according to these dates. Off-cycle requests are not allowed.

To initiate the following personnel actions, use the Personnel Action Form (PAF). Fill in all appropriate information, obtain departmental signature approvals, and submit via email to personnel@cns.utexas.edu. CNS HR staff will coordinate with the department, Dean, and other central business offices as needed. Once all signature approvals have been obtained on the PAF, process the personnel action in HRMS.

Permanent Additional Duties

Permanent Additional Duties - for employees who have assumed new job duties on a permanent basis, usually due to non-replacement of separated staff. Requires Chair/Director, Dean and Human Resource Services approval for Classified staff; plus Provost for A&P.

  1. After signature approvals are obtained on the PAF, update the Essential Functions of the position before processing on a Modify document.
    • Change view-as-of date to the effective start date of the Permanent Additional Duty pay, and click Go.
    • Click the Edit link under Essential Functions to make updates and Save.
  2. Change Position view-as-of date to current date. Create a Modify document.
  3. Under Adjustments to Base Pay click Add Pay Adjustment. In the drop down menu under Type, select Permanent Additional Duties.
  4. The Adjustment Amount is the amount of the total annual increase (FTE basis). 
  5. Select the approved Effective Date and provide a short justification.
  6. Document Remarks should state the additional duty pay was approved by the Chair, Dean, HRS, and the dates of the approvals.
  7. Click Save. Verify and Approve the document to start the electronic routing process.

Temporary Additional Duties

Temporary Additional Duties - for employees who have assumed significant new job duties on a temporary basis. Requires Chair/Director, Dean and Human Resource Services approval for Classified staff; plus Provost for A&P.

  1. After signature approvals are obtained on the PAF, process this change on a Modify document in the Incumbent section.
  2. Click Add Additional Pay. In the Additional Pay drop down menu, select Temporary Additional Duties.
  3. The Amount is the total allocation for the additional pay.
  4. Type the 10-digit account number and the approved Effective date and End date.
  5. Click save and HRMS will calculate the estimated monthly amount.
  6. Document Remarks should state the additional duty pay was approved by the Chair/Director, Dean, and HRS, and the dates of the approvals.
  7. Click Save. Verify and Approve the document to start the electronic routing process.
  8. Return to the Position Details page to update the Essential Functions of the position.
    • Change view as of date to the effective date of the Permanent Additional Duties and Go.
    • Click the Edit link under Job Functions to make updates and Save.

Equity Increase

Equity Increase - for employees whose salary is below that of staff who hold the same title and have the same level of education/experience. Requires Chair/Director, Dean and Human Resource Services approval for Classified staff; plus Provost for A&P.

  1. After signature approvals are obtained on the PAF, process this change on a Modify document in the Incumbent section.
  2. Under Adjustments to Base Pay click Add Pay Adjustment. In the drop down menu under Type, select Equity/Structural Adjustment.
  3. The Adjustment Amount is the amount of the annual increase (FTE basis).
  4. Select the approved Effective Date and provide a short justification. 
  5. Document Remarks should state the equity increase was approved by the Chair, Dean, HRS, and the dates of the approvals.
  6. Click Save. Verify and Approve the document to start the electronic routing process.

Counter Offer

Counteroffer - requires Chair/Director, Dean and Human Resource Services approval for Classified staff; plus Provost for some A&P.

  1. After signature approvals are obtained on the PAF, process this change on a Modify document in the Incumbent section.
  2. In the Adjustments to Base Pay drop down menu, select Counteroffer.
  3. The Adjustment Amount is the amount of the total annual increase.
  4. Select the approved Effective Date and provide a short justification.
  5. Document Remarks should state the counteroffer was approved by the Chair, Dean, HRS, and the dates of approvals.
  6. Click Save. Verify and Approve the document to start the electronic routing process.