Civil Service Classification and Pay Administration

Please submit an e-mail request, placing “Desk Audit” in the subject line and attach a copy of the current CS classification spec.

For a Civil Service employee to be promoted by their department to a title with greater pay potential, the employee must meet the minimum qualifications described in the Civil Service Class Specification for that specific Civil Service title. The Civil Service System requires that the employee pass the examination for that title as a condition of promotion. Qualifications for specific Civil Service titles vary, but always require a specific minimum amount of educational, training and/or work experience to qualify.

To process a request for Promotion, the supervisor should first review the employee’s job description and revise it to reflect any changes that have occurred. Promotions are based on an increase in the level of complexity and responsibility of employee’s duties and responsibilities.

The revised job description is submitted through DART: Request for Reclassification Form which is an electronic document initiated by departments to begin the promotion process. The Request for Reclassification Form contains information supplied by the requesting department including the employee’s current position title, the proposed new position title, and the revised job description, as well as departmental contact information.

The Request for Reclassification Form is created from a template located in the DART on-line system. The department representative initiating the request provides fills out the Reclassification Form. Once completed it is forwarded to the employing unit’s administrative Human Resources Representative (Liaison?) for review and approval.

To determine whether an employee’s position title should be upgraded, the Human Resource Compensation section will review and if necessary perform a desk audit of the position. The final decision as to whether to approve the request for promotion rests with the Human Resources Compensation section.

An off-cycle increase is any increase given outside of the Salary Planning Process or any increase other than the planned adjustment determined by a union contract. This may include market or equity adjustments, merit increases, and supplemental rates for temporary assignments.

A Manager should contact a Compensation representative to receive guidance on how to move forward with these adjustments

In the event that a current employee receives a job offer from an outside employer, it is the employee’s responsibility to provide a hard copy of the offer letter. The offer letter should be printed on the outside company’s corporate letter head.

Once the current Manager has a copy of the offer letter, the Manager can then proceed to consult with Compensation as to whether it’s appropriate to counter the offer and for how much.

Anniversary increases apply to employees covered by certain union contracts. The increase goes into effect on the first day of the pay period in which it falls. If an employee is promoted into a new title, the anniversary date changes to the effective date of the promotion.

Hiring a new employee above the range minimum is permitted if the prospective employee possesses education and/or work experience beyond the minimum qualifications of the position and the requested hiring rate does not create salary inequities within the employing department. Under no circumstances can the employee be paid above the range maximum.