FAQ

Compensation Study background information

What do we mean by compensation and total rewards?
Compensation refers to the monetary pay you receive for working at the university and total rewards refers to all the other benefits you receive in addition to your pay. This includes benefits like medical, life, dental and vision insurance, 403(b) retirement savings plans, tuition remission, wellness programs, various leave time options, and employee assistance programs.
Back to the top
What are the goals of the Compensation and Total Rewards Study?
There are three main goals of the Compensation and Total Rewards Study:
  1. to review and align all the position classifications at UofL,
  2. To ensure UofL’s jobs and benefits are competitive to the market, and
  3. to illustrate job growth opportunities for our employees including career ladders and job strings.
Back to the top
Who decided to conduct the Compensation and Total Rewards Study?
In 2019, the W3 “Great Place to Work” Strategic Planning Committee tasked a subcommittee of its members with hosting several listening sessions related to making the university an employer of choice. In these listening sessions, a theme emerged around the need for more competitive pay and opportunities for job growth, so the planning committee determined that a Compensation and Total Rewards Study was needed to realize its vision.
Back to the top
Was this study conducted internally or by an outside firm? If it is an outside firm, how was the firm selected?
There were components of the study that were conducted by both internal and external collaborators.
For the external review, the university issued an RFP (request for proposal) to identify the best consulting firm to meet our needs and selected Segal to conduct the study. Segal is a national firm that has completed similar studies for more than 120 universities.
The Compensation team in our central Human Resources Department did much of the internal reviews of job descriptions to align them within the new pay structure, assign system titles, and create consistent job profiles.
Back to the top
Why are clinical faculty excluded from the Compensation and Total Rewards Study?
School of Medicine clinical faculty are excluded because a portion of their salary comes from UofL Health and they are contract employees who are governed by different compensation rules outside of the university. Those salaries are increased based on market data and the number of new patients they see each year.
Back to the top
What is a compensation philosophy?
A compensation philosophy provides the framework for pay objectives and practices, and helps to guide all decisions in relation to the compensation structure. You can view UofL’s compensation philosophy here: https://louisville.edu/staffcompstudy/philosophy
Back to the top

Initial Phase of the Staff Compensation Study

What has already been done in the initial phase of the compensation study?
The focus of the initial phase of the compensation study was to build an entire new compensation structure at UofL from the ground up. Therefore, this phase looked solely at the structure and positions. Job descriptions for each position were collected, reviewed, and assigned new system classification/title, a compensation philosophy was developed, the peer group for benchmarking was determined, and the new pay structure and grades were developed. Finally, the market value of each job was determined and assigned a new grade.
Back to the top
Why were staff positions given new classifications?
A new compensation structure was developed as a part of this study and because of that, all positions were reviewed and newly classified with this new structure and compensation philosophy in mind. The goal of consistent system classification titles is to have titles that can be used to benchmark, preserve title alignment, and maintain career ladders regularly going forward.
Back to the top
What did the staff job classification process look like during the compensation study?
Job descriptions and organizational charts were provided to HR and Segal, and meetings with various department representatives across campus took place to classify jobs appropriately. The jobs were first classified in their new system classification title, benchmarked with peer institutions to determine the market value range of that position, and then assigned to the pay grade with the midpoint most closely aligned with the market value median.
Back to the top
How was my new pay grade determined?
Once the market value range was determined for your position (based on benchmarks), the market value median (middle of the range) was used to determine your pay grade. Your position was assigned to the pay grade that had a midpoint most closely aligned with the market value median. For example, if your position’s market value median was determined to be $50,000, your position would have been assigned to grade 4, that has a midpoint of $51,000. This midpoint is the most closely aligned to the positions market value median.
Back to the top
I think my position should be classified differently; how can I request it to be reviewed?
Job descriptions and organizational charts were provided to HR and Segal, and meetings with various department representatives across campus took place to classify jobs appropriately. The jobs were first classified in their new system classification title, benchmarked with peer institutions to determine the market value range of that position, and then assigned to the pay grade with the midpoint most closely aligned with the market value median. If you have questions about your classification, please contact your supervisor and they can discuss your classification.
Back to the top

Salary Adjustments

Once my position was assigned to the new pay grade, how was my salary determined?
All staff were moved into their new pay grade with their existing salary. Then, salary adjustments were made in only two instances:
  • If person’s existing salary was below the minimum of the new pay grade they were moved to the minimum
  • If a compression review between supervisor and direct report determined a need for change
Back to the top
Why were some people given a raise of less than a dollar?
Adjustments (no matter how much or little) were only made if an employee’s existing salary was below the minimum of the new pay grade to move to the minimum of the new pay grade or if there was compression between a manager and direct report. Adjustments in this initial phase were not made based on performance or years of service.
Back to the top
Were years of service considered during the staff compensation study?
The focus of the initial phase of the study was to develop the new competitive compensation structure, which focuses on just the positions. Now that the structure is in place, years of service are being addressed in phase two for some groups of employees. There are two instances where years of service will result in a salary adjustment:
  • Staff whose start date in their current position was on or before October 1, 2013, will receive an adjustment that results in their annual salary being no less than 110 percent of the pay grade midpoint for their position.
  • Staff whose start date in their current position is from October 2, 2013, to October 1, 2017, will receive an adjustment to their position’s pay grade midpoint, which is considered 100 percent of the market median.
Back to the top
What if a job changed during the staff compensation study process?
In those instances when job duties changed significantly during the compensation study timespan, a request for reevaluation can be forwarded to department leadership, who will in turn collect and advocate for needed changes for the staff who work in their area.
Back to the top
My new system title or grade level makes it look as if I have been demoted. Why is that?
For some employees, the new information they received about their title and grade level can feel like a demotion. For example, someone whose previous title was Director now has the system title of Associate Director. But keep this in mind when tempted to compare old and new information: There was no reclassification process (e.g., downgrading or upgrading) during the compensation study. The former compensation structure was not used in the new job classification process; the new structure was fully designed and developed from beginning to end. Every position was reviewed independently and mapped into the new compensation structure.
Back to the top
I've been told no one is getting a pay decrease, even if they were classified differently – is this true?
Yes, this is true. University leadership decided at the project's beginning that no one would receive a pay decrease because of the study.
Back to the top
What does it mean that all salaries are at least 80% of their market value median?
Each position is assigned to the pay grade with the midpoint closest to the position's market value median. Therefore, the midpoint of your pay grade is considered 100% of your position’s market value median. Each pay grade has a minimum that is 20% less than the midpoint. This means that the minimum of each pay grade is considered 80% of market value median. And since all staff are at least at the minimum of their grade, all are at least 80% of their market value median.
The new pay ranges align with best practice and were developed to be competitive pay ranges. A pay range spread of 80% to 120% around the midpoint ensures the individual pay ranges align with competitive pay in the market.
Back to the top
Was the 2% Cost of Living Adjustment (COLA) applied before the compensation study pay actions?
Yes. COLA was applied effective July 1, 2023, before the compensation study pay actions were implemented.
Back to the top

Peer Institution Process

How were the Compensation and Total Rewards Study peer institutions determined?
The W3 Committee (a standing subcommittee of the Great Place to Work strategic planning committee) reviewed a proposed peer institutions list created by Segal and then, along with the Steering Committee finalized the list to reflect sources and destinations of talent, both regionally and nationally. The peer group selection process was criteria-based to establish objective guidance and then finalized through qualitative review. Criteria included Carnegie classification, enrollment, geographic location, expenses, research, faculty/staff FTE, etc. CPE (Council on Postsecondary Education) benchmarks that participate in the CUPA-HR salary surveys were also included. You can view the peer institutions on this page.
Back to the top

Career Progression

When will career ladders be available?
Formal training for all managers and supervisors will begin late 2024 and continue into 2025. The expectation is that managers and supervisors will begin meeting with staff members in early 2025 to outline job ladder information. While the preference would have been to start staff meetings before then, we understand that providing ample time for education and discussion is vital in implementing decisions that impact so many members of our Cardinal community. 
Back to the top

Compression

What is manager compression?
Manager compression was examined in the staff compensation study and occurs when there is minimal pay differentiation between a manager and a direct report. Some salary adjustments were made in the initial phase of the study to resolve these compression issues. In phase two, adjustments will be made to resolve compression issues that arose from the increase in the student minimum wage to $15 per hour. Any staff who supervised students and made close to $15 per hour will be adjusted to $16.05 per hour, with a minimum 2% increase. This will be effective January 1, 2024, and reflected in their February pay.
Back to the top
With student wages moving to $15/hr, will the salaries of staff who supervise students be adjusted?
Yes. In phase two of the compensation study, adjustments will be made to resolve compression issues that arose from the increase in the student minimum wage to $15 per hour. Any staff who supervised students and made close to $15 per hour will be adjusted to $16.05 per hour, with a minimum 2% increase. This will be effective January 1, 2024, and reflected in their February pay.
Back to the top

Titles

What is the difference between a system title and a business title?
The system classification title is used to benchmark, preserve title alignment, and maintain career ladders. System titles were determined by Segal during their market analysis. A business title is more descriptive of the function or responsibilities of an individual position. The business title should be determined by the supervisor and employee, keeping overall unit consistency in mind. For example, a system title may be Program Manager III, while a business title may be Senior Sustainability Program Manager. Both system and business titles will be housed in Workday.
Back to the top
What title will be used for employment verifications?
Both. Since both system titles and business titles will be housed in Workday, both will be provided upon an employment verification request.
Back to the top
How do I update Workday to reflect my old title, prior to the Total Rewards Study?
If approved by your supervisor, your title prior to the Total Reward Study results can remain your ‘new’ business title. You can use your business title as your email signature, your contact information on the department website, and even on your resumé and for employment references. You can also develop a new business title in partnership with your supervisor or use your system title if you prefer. Review the “Change Business Titles” quick reference guide to learn how to change business titles in Workday.
Back to the top
When hiring, will we be able to advertise using the business title rather than the system title?
Yes, you will be able to incorporate your business title into your job postings. Your employment coordinator will provide guidance.
Back to the top
When will the new titles, grades and corresponding staff system classification details reflect in Workday?
The Workday compensation configuration is underway and will be completed by December 31, 2023.
Back to the top
What title will my department use for me?
Your system title will be used for HR-related actions such as benchmarking, preserve title alignment, and maintain career ladders. If approved by your supervisor, your business title can be used for all other actions. Both system and business titles will be housed in Workday.
Back to the top
Which title will be used in Outlook, my business title or the new system title I received as a result of the Total Rewards Study?
If your business title is approved by your supervisor and added to Workday, it will appear in the Outlook Address list and can be used as your email signature, your contact information on the department website and for employment references. Note: Approved titles may take some time to update in Workday and the Outlook Address list.
Back to the top
Will Human Resources use my approved business title or system title for inquiries about my employment at UofL?
Human Resources will provide your system title as well as your approved business title listed in Workday for employment inquiries.
Back to the top
My supervisor didn’t approve my business title. What are my options?
Your first step in settling on a business title should always be to talk with your supervisor first and reach agreement about the best wording. Choosing a business title is a shared effort between an employee, their supervisor, and the department in which they work. While it can be more descriptive than the system title, it should still reflect a similar spirit and level, and it shouldn’t create internal equity issues with others in your department.
Back to the top

Total Rewards Study

When will the Total Rewards Study be complete?
The Total Rewards Study is still underway and is expected to be complete Fall 2023.
Back to the top

Second Phase Actions

If you are using my old title to determine years in my role, are you also using my old pay grade?
No, your old pay grade is not being used. The midpoint of the new job grade that was communicated to you via email on July 2023 is what is being used in this phase. Your previous title determines years of service in your current position.
Back to the top
What if my title was changed due to a reorganization but I have received no change in pay grade or increase in salary and I have been in this job for over 7 years?
This may affect your eligibility. Eligibility reviews are being conducted and employees eligible for an adjustment will be notified by Dec. 1.
Back to the top
To grow my career, I have moved into several different titles around the university, but I have been at the university for over 20 years and am still below the midpoint. Will that be considered?
As stated in the Oct. 2 email, while you may have been at the university for many more years, you must have been in your current position since at least Oct 1, 2017, for Action 2 or prior to October 1, 2013, for Action 1.
Back to the top
Will you adjust other employees to midpoint after a certain time period? How will this address the lack of movement towards midpoint for all other employees?
At this time, there are no plans to make additional adjustments to staff salaries based on years of service.
Back to the top
What if these new adjustments create a new compression issue between a supervisor and an employee?
Any newly created potential issues with compression will be reviewed on a case-by-case basis.
Back to the top
What if I have more than 10 years' experience? Is that being considered for a Phase 2 pay adjustment?
Employees with a start date prior to October 1, 2013 in their current position are indeed included in Phase 2, Action 1. Therefore, someone with 20+ years of service is included if they have been in their current position prior to October 1, 2013.
Back to the top
How can I determine my new pay grade?
This past July, you received an email about the compensation study results that provided your position’s new classification title and grade. Please refer to that email to find your pay grade. Then, you can view the Staff Salary Structure 2023 to see the range by grade. After December of this year, this information will be stored in our new HR system, Workday, and you will be able to find these details there.
Back to the top
Where can I find my start date or position start date to determine if I am eligible for Phase 2 adjustments?
Workday does track start dates, and you can find them by following these steps: log into Workday > Profile > View Profile > Job > RPT050 All Jobs by Worker > Position Start Date. However, in terms of your eligibility, HR is reviewing each employee between now and December 1 and determining who meets the criteria for a salary adjustment. Once they have been confirmed, employees who are eligible will be notified by December 1.
Back to the top
How do supervisors access their team’s position start dates in Workday?
Supervisors can review their employees’ position start dates by following these steps: Run the RPT032 report in Workday, filter on Employee Type and select “Regular.” Leave all other fields blank, including “Supervisory Organization.” This will return all Workers in your area(s) and their respective position. Navigate to the Position Start Date column for review and validation.
Back to the top
Will the 6-year requirement be a rolling timeframe?
At this time, there are no plans for a rolling timeframe.
Back to the top
When will staff be notified if they will receive an increase during Phase II of the Staff Compensation Study?
Staff who are eligible for a pay adjustment, per the president’s email, will be notified by Dec. 1, 2023.
Back to the top
If I am notified that I am eligible for a pay adjustment on Dec. 1, when will the pay adjustment take effect?
If eligible, pay adjustments will be effective Jan. 1, 2024. Any resulting salary adjustments will be included in the February payroll for those who are eligible, but it will be retroactive to Jan. 1, 2024.
Back to the top
Who determined eligibility for the Jan. 1, 2024, pay adjustments?
Eligibility determination involved considerable collaboration among representatives from Senior Leadership, Human Resources, Business Operations, department leadership, and Staff Senate.
Back to the top
What was the eligibility criteria for Jan. 1, 2024, pay adjustments?
Eligibility is determined by the following criteria below.
Action 1: Salary adjustments for staff with start dates in their current position prior to October 1, 2013. Staff whose start date in their current position was on or before Oct. 1, 2013, will receive an adjustment that results in their annual salary being no less than 110 percent of the pay grade midpoint for their position.
For example, you are staff and started in your current position on or before 10/1/13, and your current annual salary is $48,500. If your pay grade midpoint is $51,000, your salary will be adjusted to $56,100, which is 110 percent of the midpoint.
Additionally, any salary adjustment that results from this action will be a minimum of 2 percent and no staff will have their annual salary adjusted downward, even if it is above 110 percent of midpoint.
Action 2: Salary adjustments for staff with start dates in their current position between Oct 2, 2013, and Oct 1, 2017. Staff whose start date in their current position is from Oct. 2, 2013, to Oct. 1, 2017, will receive an adjustment to their position’s pay grade midpoint, which is considered 100 percent of the market median.
For example, you are a staff member who started in your current position on or from 10/2/2013 to 10/1/2017 and you have an annual salary of $48,000. If your pay grade midpoint is $51,000, your annual salary will be adjusted to $51,000.
Additionally, as in the previous action, any salary adjustment that results from this action will be a minimum of 2 percent and no staff members will have their annual salary adjusted downward, even if it is above 100 percent of market midpoint.
Action 3: Salary adjustment for staff supervisors of students.
Those supervisors affected by compression will receive salary increases to at least $16.05/hr., with a minimum increase of 2 percent.
NOTE: Staff who receive increases based on any of these three actions will not be eligible for cost-of-living adjustments that might be included as part of the Fiscal Year 2025 budget.
Back to the top
If I am eligible for a pay adjustment, when will I see that on my paycheck?
The salary adjustments that result from these three actions will be effective January 1, 2024. Due to the timing of year-end, any resulting salary adjustments will be included in the February payroll for those who are eligible, but it will be retroactive to January 1, 2024.
Back to the top
I have questions about my individual position and whether I meet eligibility, who should I contact?
Pay adjustments will be given to staff employees who met the criteria outlined in the President’s Oct. 2 communication. Eligibility determination involved considerable collaboration among representatives from Senior Leadership, Human Resources, Business Operations, department leadership, and Staff Senate. If you have questions regarding your individual position, please contact your LFO to review. If it is determined you are eligible for a pay adjustment, your LFO will contact Human Resources to review.
Back to the top
I believe I am eligible for the Jan. 1 pay adjustment, but I didn’t receive a notification Dec. 1. What should I do?
Pay adjustment notifications were given to staff employees who met the criteria outlined in the President’s Oct. 2 communication. Eligibility determination involved considerable collaboration among representatives from Senior Leadership, Human Resources, Business Operations, department leadership and Staff Senate. If you believe you should have received a notification, please contact your LFO to review. If it is determined you should have received a notification, your LFO will contact Human Resources to review.
Back to the top
Why didn’t I receive a pay adjustment notification Dec. 1?
Pay adjustment notifications were given to staff employees who met the criteria outlined in the President’s Oct. 2 communication. Eligibility determination involved considerable collaboration among representatives from Senior Leadership, Human Resources, Business Operations, department leadership and Staff Senate. If you believe you meet the criteria and should have received a notification, please contact your LFO to review. If it is determined you should have received a notification, your LFO will contact Human Resources to review.
Back to the top
If I didn't receive a pay adjustment Jan. 1, 2024, will I be eligible for pay adjustments in the future? If so, when?
Any full time, regular staff (defined as those working at .8 FTE or greater) staff who were not affected by any of the three eligibility actions will be eligible for any potential cost of living or merit increases that are part of the Fiscal Year 2025 budget. NOTE: To be clear, no decision on any cost-of-living adjustments will be made until the Fiscal Year 2025 budget is completed and approved mid-year 2024.
Back to the top