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Internal Audit Office

Kansas State University
5 Anderson Hall
Manhattan, KS 66506-0118

 

785-532-7308
785-532-0186
internalaudit@k-state.edu

Compensation for Classified Employees

Chapter 4450
Revised September 24, 2012

Table of Contents

.010 Introduction
.020 Statutes and Regulations
.030 Beginning Pay
.040 Step Increases
.050 Longevity Bonus Pay
.060 General Increases
.070 Overtime
.080 Other Pay
.090 Employee Awards
.100 Questions
Attachment
.200 Kansas State Civil Service Basic Pay Plan (PDF)

.010 Introduction

The State of Kansas classified employee pay plan is a matrix containing 34 pay grades with 13 steps on each grade, plus longevity pay. Steps 17 and 18 are reserved for the purpose of providing market based wage adjustments as authorized by executive directive.  The steps are not used for hires, promotions, demotions, etc.  Step movement is based on time on step and satisfactory job performance. Classified employees are only eligible to receive compensation specifically provided for in this chapter. For current hourly and biweekly pay rates, refer to the Kansas State Civil Service Basic Pay Plan provided as an attachment to this chapter. Employees in positions identified as non-exempt under the Fair Labor Standards Act are paid an hourly rate; employees in positions classified as exempt under the Fair Labor Standards Act are paid a biweekly rate.

.020 Statutes and Regulations

The following is a listing of statutes, regulations and policies relevant to this chapter:

.030 Beginning Pay

New Hires—Each new hire and rehire (not based on a reemployment or reinstatement) must be paid at step 4 of the pay grade for the class. If the new hire has exceptional qualifications directly related to the position and will not accept the step 4 pay, the Associate Vice President, Division of Human Resources may approve beginning pay for the individual at a higher step in the pay grade.  Submit an Above Step Request, Form PER-3 to HR to request this exception.  Contact KSU Employment ServicesDivision of Human Resources, for additional information.

Temporary Employees—The pay of each temporary employee is at step 4 of the appropriate pay grade. The Associate Vice President,  Division of Human Resources may approve a temporary employee to be paid at a higher step if the individual has exceptional qualifications directly related to the position or if the individual has former permanent status in the same class or another class at the same or higher pay grade.

Employees Rehired by Reinstatement—A person rehired within one year of leaving state employment may be paid at the same step on which the employee was previously paid. The Associate Vice President, Division of Human Resources may approve beginning pay for the individual at a higher step if the individual has exceptional qualifications directly related to the position and will not accept the previous step. The employee may accept any lower step. Time-on-step in a previous position does not count toward the time-on-step requirement for step increases.

Employee Rehired by Reemployment—Contact the KSU Division of Human Resources for information on beginning pay options for employees rehired after being laid off.

Employees Promoted or Reclassified to a Higher Class—When an employee in the classified service is promoted into another position or the employee's position is reclassified to a higher paygrade, the employee may be paid on the same step of the pay grade for the new class or any lower step that gives the employee an increase in pay. The Associate Vice President, Division of Human Resources may approve beginning pay for the individual at a higher step if the individual has exceptional qualifications directly related to the position. A pay step increase is given on the same date of the promotion, if the employee is eligible for a step increase on that date. The pay increase date on the higher grade is governed by the time-on-step requirement.

Employees Transferred within the Same Pay Grade—Pay for an employee who is transferred does not change. An employee may accept a lower step within the pay grade, if agreed upon by the employee and the Associate Vice President of Human Resources. The pay increase date does not change.

Employees Demoted to a Lower Class—An employee who is demoted, whether voluntarily or for disciplinary reasons, is paid at the same step for the lower class as the step on which the employee was being paid in the higher class, or at any higher step so long as there is a decrease in the rate of compensation. A promotional employee who is demoted because of unsatisfactory performance during the promotional probationary period, is paid on a step no lower than the same step that the employee was on immediately prior to the promotion. The next pay increase date for an employee demoted for disciplinary reasons is governed by the time-on-step requirement of the step to which demoted. The next pay increase date for an employee who takes a voluntary demotion is unchanged if the employee did not receive a pay step increase on the date of the demotion. An employee who takes a voluntary demotion may also receive a pay step increase on the same date if eligible for such an increase.

Employees in Positions Reclassified to a Lower Class—An employee whose position is reclassified to a class with a lower pay grade may continue to be paid at the current pay rate (dollar amount) if that rate is on a step in the lower pay grade. The next pay increase date does not change. If the rate is above the maximum step, then the employee will be paid at the highest step of the lower pay grade.

.040 Step Increases

Each employee whose latest performance review rating in the preceding 12-month period is at least satisfactory will receive a pay step increase. Each employee who is on step 4 or 5 of a pay grade will receive a one-step pay increase after six full months on that step. Each employee who is on any step 6 - 14 of a pay grade will receive a one-step pay increase after 12 full months on each step. Employees on step 15 do not receive step increases.

An employee who does not receive a step increase when due because of a less than satisfactory performance review will be given the increase with the effective date of a satisfactory or higher performance review. The date the increase is given becomes the new pay increase anniversary date. Effective June 10, 2001, step increases are frozen.

Length of Service—Length of service is used in determining the time spent on each step (i.e., six months or twelve months.) Length of service means total time worked in the classified or unclassified service, excluding time worked as a temporary or student employee. The appointment Full-Time Equivalent (FTE) or the number of hours worked is irrelevant; a part-time employee receives the same service credit as an employee working full-time.

Time spent on military leave, or time off while receiving worker's compensation wage benefits is considered to be time worked. Time spent on involuntary leave without pay by "school employees" (i.e., summer leave without pay with benefits) is considered time worked for Regents institutions only, and is not transferable to other state agencies as time worked. Authorized voluntary leave without pay over 30 days does not count toward length of service; authorized voluntary leave without pay for 30 days or less is not considered a break in service and the length of service is unaffected.

Regular employees, who work seasonally or intermittently, should be placed on leave without pay during periods when their services are not required for over 30 days, to prevent them from receiving service credit when they are not actively working.

Step increases are automated in the Human Resource Information System (HRIS) if the employee has the requisite satisfactory performance review on file; however, departments are responsible for monitoring step increases each pay period for accuracy. For further information regarding this monitoring procedure, contact Payroll and Employee Data, KSU Division of Human Resources.

.050 Longevity Bonus Pay

Upon completion of 10 years of length of service, each classified employee, excluding temporary employees, is eligible for longevity bonus pay. The definition of length of service is the same definition used in the granting of step increases. Longevity bonus pay is issued regardless of the documented performance review rating of satisfactory or better within the 12 months immediately preceding the date the employee is eligible for a longevity bonus payment. The longevity bonus payment is computed by multiplying $40 by the number of full years of state service, not to exceed 25 years ($1,000).

Longevity bonus pay increases the regular rate applying to overtime pay for hours worked during the 12 months preceding the date the longevity bonus is paid to the employee, and is considered in calculating the payment of compensatory time to an employee upon termination. See Section .070 Overtime for further information.

.060 General Increases

Periodically, the Kansas Legislature may authorize an overall general increase (cost of living increase) in the Kansas State Civil Service Basic Pay Plan. Historically, this increase is effective at the beginning of the state's fiscal year, or occasionally, at the mid-point of the fiscal year. Normally, each step of the pay plan is adjusted by the same percentage increase.

.070 Overtime

Employees in positions identified as non-exempt from the Fair Labor Standards Act are eligible to receive overtime compensation. For further information concerning eligibility to receive overtime compensation, see PPM Chapter 4220, Hours of Work, Overtime, and Compensatory Time .

Overtime Pay —The overtime pay rate is automatically calculated each week in the Human Resource Information System, using the following calculation:

(Regular Hours x Hourly Rate) + (Overtime Hours x Hourly Rate) + Premium Pay
____________________________________________________________ 
Total Hours Worked In Work Week
= FLSA Rate

 

(Overtime Hours x Hourly Rate) + (Overtime Hours x FLSA Rate x .5)= Overtime Earnings

Premium Pay includes shift differential and stand-by paid during the week the overtime was worked. It does not include pay for holidays worked or any call-in and call-back compensation paid for hours not actually worked.

All employees eligible for overtime compensation, and who were paid for overtime during the 12 months preceding the receipt of a longevity bonus payment, will receive an additional overtime payment to be calculated as follows:

Overtime Hours (OTP) x Longevity Pay 
___________________________
2080
X .50 = Overtime Differential Pay (ODP)

This additional overtime pay is automatically calculated in HRIS and paid at the same time as the longevity bonus is paid. No additional overtime pay is due for any overtime hours worked during the preceding 12 months for which compensatory time was given instead of overtime pay.

Compensatory Time —In lieu of paying an eligible employee at the time and a half rate for overtime worked, the employee may agree to accept compensatory time off at the rate of one and a half hours off for each hour of overtime worked, at some time after the workweek in which the overtime was worked.

An eligible employee shall not accrue more than 120 hours of compensatory time for overtime hours worked. Any eligible employee who has accrued 120 hours of compensatory time off must, for any additional overtime hours of work, be compensated with overtime pay.

If an eligible employee is paid for accrued compensatory time off, payment must be made at the regular rate earned by the employee at the time the employee receives the payment. Each eligible employee who has accrued compensatory time off, upon termination of employment, retirement, promotion, demotion, or transfer to another state agency, or to an exempt position, must be paid for the unused compensatory time at a rate of compensation not less than

  1. the average regular rate received by the employee during the last three years of the employee's employment; or
  2. the final regular rate received by such eligible employee, whichever is higher.

Any longevity bonus payment received during the last three years of employment is included in determining the average regular rate and the final regular rate in these two options.

For further information regarding overtime and compensatory time, refer to PPM Chapter 4220, Hours of Work, Overtime, and Compensatory Time .

.080 Other Pay

Call-In and Call-Back Pay—Employees may be called in to work on a regular day off or may be called back to work after a regular work schedule. In these instances, non-exempt employees will be paid at the appropriate rate of pay for the number of hours worked. Such employees will be paid for a minimum of two hours except in the following circumstances:

  1. The employee was on stand-by status when called in or called back; or

  2. employee was called in or called back during the two hour period immediately prior to the beginning of the employee's next regularly scheduled work shift. Only hours actually worked will be credited in determining eligibility for overtime compensation.

Stand-by Compensation—An employee who is required to remain on call on the employer's premises, or so close thereto that the employee cannot use the time effectively for personal pursuits, is considered to be working while "on-call." In this instance, an employee must be paid for this time at the regular rate of pay instead of receiving stand-by compensation. An employee who is not required to remain on the employer's premises but is merely required to leave word at his home or with the employer where he can be reached, is not working while on-call.

The State of Kansas has adopted "Stand-by Compensation" for this purpose. If an employee is required to remain available to an employer within a specified response time, but is otherwise free to engage in personal pursuits, then the employee will receive stand-by compensation. When an employer is able to contact an employee by means of a paging device during on-call time, then the unit's policy will determine whether such an employee is eligible for stand-by compensation. The unit's policy should clearly define the expectations for those employees required to wear a pager. The stand-by rate of compensation is set at $2.00 per hour for each hour the employee serves on stand-by status. If an employee is called in to work, the employee will be compensated for the actual hours worked, but not also be paid stand-by compensation for those hours. Hours on stand-by pay are not considered when determining hours worked for overtime purposes.

Shift Differential—Kansas State University has established two day shifts: 6:00 a.m. to 6:00 p.m. and 7:00 a.m. to 7:00 p.m. Each department must specify only one of these 12-hour periods from which normal day shifts may be designated. Normal day shifts must fall entirely within those specified hours. A shift differential will be paid to non-exempt employees whose regularly established work shifts begin before or end after the designated 12-hour period. For example, an employee who is regularly scheduled for and works from 2:00 p.m. to 10:00 p.m. will be paid shift differential for their entire work shift. The default day shift established by the University is the 6:00 a.m. to 6:00 p.m. time period. A department wishing to change its specified day shift must first get approval from the Associate Vice President, Division of Human Resources. The department must give its employees at least seven days notice prior to implementing the change.

The amount of shift differential is set by the Governor and is currently $.30 per hour. For Maintenance and Service Unit employees, the shift differential is set at $.40 per hour effective June 6, 2004.  For Registered Nurses, Licensed Practical Nurses and Radiologic Technologists, the shift differential is set at 10% of base salary. The shift differential will not be paid to an employee for any time the employee is on any type of leave or holiday or when an employee works unscheduled hours before or after a normal day shift.

.090 Employee Awards

Award and Recognition Program—Classified employees are eligible for various award programs.  Information about these programs may be found at:  http://www.k-state.edu/hr/awards.htm.   Classified employees are not eligible for any other monetary awards.

.100 Questions

Questions regarding compensation for classified employees should be directed to KSU Division of Human Resources at (785) 532-6277.