Wage and Salary Policies
Equal Opportunity Policy
The University does not discriminate in employment regardless of race, color, gender, religion, national origin, disability or veteran status. This policy applies to all aspects of the employment process, including recruitment, hiring, placement, training, transfers, rates of pay, promotions or other forms of compensation, benefits and training.
When a classified staff opening exists, either because of a newly created position or because of the loss of a previous employee in a position due to termination, transfer or promotion, the department will submit a completed Employee Requisition Form to the Office of Human Resources using the Recruitment and Position Manager (https://utdirect.utexas.edu/pnappl/index.WBX). All regular full-time and part-time position vacancies (except faculty) must be advertised through the Recruitment and Position Manager with a posting salary within the first 1/2 of the salary range. All positions must be advertised as outlined below:
- External Recruitment - Minimum of five (5) business days. May close position any time after 5:00 pm on the fifth business day.
- Campus-wide Recruitment - Minimum of five (5) business days. May close position any time after 5:00 pm on the fifth business day.
It is recommended that for certain administrative professional openings that a vacancy be listed at least two weeks. A department may waive posting a position by obtaining prior written approval from Human Resources if there are a sufficient number of applicants already in the Human Resources applicant pool or if the department internally promotes an employee.
All postings and advertisements shall identify any security-sensitive position or identify a position as being within a security-sensitive area and shall specify any additional requirements for employment in that position or area in accordance with UTA Fiscal Regulations and Procedures 3-48.
After a position has been closed and an offer has been made and accepted, for either an internal or an external posting, the department must complete the Recruitment Summary Form within 3 days and forward it to the Office of Human Resources in accordance with Procedure 3-3 of the Human Resources Fiscal Rules & Regulations.
Current UTA and newly hired employees will normally be compensated within the first 1/2 of the salary range for their respective job titles. Current UTA employees may be hired within the first 1/2 of the salary range or 10% above their current salary (whichever is higher) without a letter of justification, provided that the cost will be fully covered and sustained in the future without an increase to the total departmental budget. Department heads / account managers must indicate in writing that their departmental budget can permanently sustain the increased cost of the salary increase. Appointments in the second 1/2 of the salary range or more than 10% above their current UTA salary require a letter of justification and prior written approval of the Assistant Vice President for Human Resources Management and Development and the appropriate Vice President or the President or their designee.
All funds received by the institution are subject to the institution's regulation and control regardless of the original source of those funds, including all wage and salary funds. Therefore, the source of funds for payment of salaries shall have no bearing on the rates of pay established for positions that are listed within the classified pay plan.
Establishment of New Positions
All new positions, regardless of source of funds, require a position audit and must have approval by the Assistant Vice President for Human Resources Management and Development and the appropriate Vice President or the President or their designee.
Establishment of Trainee Positions
A trainee position may be established when . . .
- a recruitment effort has determined the absence of qualified applicants for an entry-level job which requires technical or specialized knowledge, techniques and/or experience and
- it is desired to provide promotional opportunities to current employees under an employee development program.
The establishment of a trainee position requires agreement between the department head concerned and the Assistant Vice President for Human Resources Management and Development. Such agreement must include:
- length of the training period (usually up to six months),
- general content of the training program,
- trainee pay rate, at least 3% below the minimum of the range (exceptions may be approved by the Assistant Vice President for Human Resources Management and Development or their designee) and
- pay adjustment of the employee within the first 1/2 of the salary range of the job upon successful completion of the training program. In the event that unusual circumstances require a training period longer than six months, approval of the Assistant Vice President for Human Resources Management and Development will be required.
Customarily, periods of training for employees hired into approved trainee positions may continue for as long as six months. Subject to availability of funds within the employing department, the employee being trained may receive a salary increase up to the first 1/2 of the applicable salary range upon successful completion of the period of training, which may actually be less than six months. Since the new employee's training period and the probationary period run concurrently (only for employees who are new to UT Arlington employment), the combination of the salary adjustment for successful completion of the training period and the merit salary increase for successful completion of the probationary period may not exceed 5%, subject to availability of funds within the employing department. While employees who are not new to UT Arlington may be hired into another position as a trainee, employees who are not new to UT Arlington may never be considered probationary employees.
A reclassification of a position may be appropriate when the duties have changed sufficiently to require a change of title. While a reclassification always involves a change in title, it may not necessarily involve a change in salary. When a salary increase is appropriate due to a job reclassification, department heads / account managers must indicate in writing that their departmental budget can permanently sustain the increased cost of the salary increase. If the position audit determines that a position is classified higher than is warranted by actual duty assignment, the employee occupying such a position may be subject to a salary reduction. When warranted, a reclassification action may be initiated by the Assistant Vice President for Human Resources Management and Development. All reclassifications will become effective on the first day of the month following the month in which the reclassification was approved.
When an employee is changing to another position having the same title or salary range, the employee will be given the same salary as before the move if funds are available within the budget of the hiring department. Exceptions to this policy should be addressed in writing and directed to the Assistant Vice President for Human Resources Management and Development.
A promotion is a change in the duties of an employee, and a change from one classification to another classification involving/requiring increased responsibility and a higher salary range. A promotion may result from a change in position or a reclassification. To be considered for a promotion, an employee must meet the minimum qualifications for the proposed job classification as outlined in the approved job description. Upon promotion, the employee will receive a salary adjustment to the first 1/2 of the new salary range of the new position, or a rate of pay that is between 3% and 10% higher than the salary rate prior to the employee's promotion, provided the cost will be fully covered and sustained in the future without an increase to the total departmental budget. Employees receiving a promotion that includes a salary increase (of up to 10%) will not be eligible for any merit increase until after completion of the first six months following the effective date of the promotion UNLESS such merit increase is part of an institutional merit salary increase program being implemented during the annual budget process or at another time when all other Classified and/or Administrative and Professional employees are also being considered for such merit increases. Department heads / account managers must submit to the Assistant Vice President for Human Resources Management and Development and the appropriate Vice President or the President or their designee, a written statement that their departmental budget can permanently sustain the increased cost of the salary increase that they are recommending without requiring a reduction in services. When an employee is promoted, requests to grant a salary increase in the second 1/2 of the salary range or more than 10% above their previous salary require prior written approval of the Assistant Vice President for Human Resources Management and Development and the appropriate Vice President or the President or their designee.
Merit Increases for Classified and Administrative & Professional Employees
The Assistant Vice President for Human Resources Management and Development and the appropriate Vice President or the President or their designee must approve all merit increases in advance and in writing prior to such increases becoming effective. The original performance review must be on file in the Office of Human Resources before the merit increase can be approved.
The cost of the proposed merit salary increase must be fully covered and sustained in the future without any additional increase to the total department's budget. A merit increase retroactive to a previous month will not be permitted. Effective dates of an increase must be the first day of the month in which the merit increase is finally approved. If approved, the merit salary increase will not become effective prior to the first day of the month in which the required final approval of the rate change is obtained.
Probationary Period for Classified and Administrative & Professional Employees
Probationary period for newly hired classified employees, including temporary employees or persons transferring from a component within The University of Texas System or another State of Texas agency/institution shall be a "probationary employee" for a period of six continuous months of service from the date of initial employment at The University of Texas at Arlington.
Any classified employee returning to The University of Texas at Arlington after any break in service will be considered a "probationary employee".
Classified employees appointed to positions of less than twelve months (i.e. 9 & 10 month appointments) will not be subject to an additional probationary period upon reappointment.
During the probationary period, the employee may not transfer to another department and is not eligible for a merit increase. A promotion within the same department is permissible, if the employee meets the qualifications for the position. The employee will receive a salary adjustment to the minimum step of the salary range of the new position. Normally, the only exception to the transfer policy is in the case of the employee who is on a temporary assignment and seeking regular employment.
Upon completion of the probationary period, a newly hired employee shall have all privileges of a current UTA employee.
NOTE: A current UTA employee (with a continuous service of six months or more) promoted to or transferred from one department to another is not a newly hired employee and will not be subject to a new probationary period.
Employees hired in a temporary position normally will not be appointed for more than four months. Any classified regular employee may, during emergencies or other special circumstances, be temporarily assigned to other duties and during that time may receive the appropriate rate of pay. However, an employee may not be assigned to those duties for more than six months during a twelve-month period. During any temporary assignment, a supervisor may not:
- award a merit salary increase to the employee,
- promote or demote the employee, or
- reduce the employee's salary. The appropriate title and salary rate must be verified and approved by the Office of Human Resources.
Effective Dates of Merit and Equity Increases
Effective dates of merit and equity increases are as follows:
- If the request has received all the necessary approvals by the 15th of the month, the increase will be effective on the first day of the month in which the increase was approved. (Note: if the employee is not eligible for the increase on the first of the month, the increase will become effective on the first day of the month following the month in which the increase was approved.)
- If the request has received all the necessary approvals after the 15th of the month, the increase will be effective on the first day of the month following the month in which the increase was approved.
Pay Days and Pay Periods
Employees who are compensated on a monthly basis will normally be paid on the first working day of the following month.
Employees paid on an hourly basis in all classifications shall be paid five working days following the 15th and five working days following the end of the month.
Timely Submission of Personnel Transaction Forms
It is of paramount importance that departments obtain approval for personnel action forms and submit properly completed forms or electronic documents well in advance in order to avoid late salary payments to employees. ALL CLASSIFIED CHANGES SHOULD BE RECEIVED IN THE BUDGET OFFICE ON, OR BEFORE, THE 1ST OF THE MONTH IN WHICH THE CHANGE IS TO BE EFFECTIVE. All work study appointments should be received in the Office of Human Resources in a timely manner.