Procedure 18-17

Compensation for administrative senior managers

Adoption

Date: February 23, 2024

Approving body:

Vice-President, Finance and Administration

Service responsible:

Human Resources

PURPOSE
1. This document defines the supporting procedure for Policy 133– Compensation for Administrative Senior Managers.
DEFINITIONS
1. The following definitions have the corresponding meaning for the purposes of interpreting this procedure and Policy 133. This procedure may also contain terms that are defined in Policy 133:
  Temporary assignment: Appointment of an employee from their substantive position to another position, approved by the employee’s vice-president, for a fixed period of at least twenty (20) consecutive working days.
  Salary analysis: An assessment done that takes internal equity into consideration and uses the salary class in effect for the position and the previous relevant work experience to determine the employee’s salary within the salary class.
  Fiscal year: Period from May 1 in one year to April 30 of the following year.
  APUO: Association of Professors of the University of Ottawa
  Red-circled employee: Employee whose base annual salary exceeds the salary cap of their salary class.
  Progress-through-the-ranks (PTR): An annual salary increase provided to administrative senior managers who have not yet reached the salary cap of their salary class and who have fully met the performance expectations for the position, provided that such annual salary increase does not result in the employee’s salary exceeding the salary cap of the salary scale for the position.
SCOPE AND APPLICATION
1. This procedure applies to incumbents of administrative senior management positions.
2. This procedure is to be read and applied in conjunction with Policy 133 – Compensation for Administrative Senior Managers .
ROLES
Associate Vice-President, Human Resources: Implements and applies this procedure.
PAY FREQUENCY
1. Administrative senior managers are paid on a semi-monthly basis, on the 15th (or the preceding working day) and on the last working day of the month.
  1. Pay deposited on the 15th or the previous working day covers the period from the 1st day of the month to the 15th day of the month.
  2. Pay deposited on the last working day of the month covers the period from the 16th of the month to the last day of the month.
ANNUAL SALARY INCREASES
Annual salary increases are normally effective at the beginning of the fiscal year (May 1). Where the incumbent of an administrative senior management position is hired on a fixed-term contract, no increase other than those increases stipulated in this procedure will be paid in cases where contracts are renewed.
1. Economic increase:
  1. An economic increase approved by the Executive Committee of the Board of Governors is applied to the administrative senior managers’ base salary and salary scales, set out in Appendix B of the Policy.
  2. Red-circled administrative senior managers will receive 50% of the economic increase, but not less than the salary cap of their salary class.
  3. Employees on temporary assignment will receive a salary increase on their substantive position in accordance with the applicable rules, and the temporary assignment salary will be recalculated according to section 11 of this procedure.
2. Progress-through-the-ranks (PTR)
  1. Administrative senior managers whose base salary is below the salary cap of their salary class will also receive a PTR-related increase equal to 2% of their base salary, up to the salary cap.
  2. Administrative senior managers with less than twelve (12) months of service on the date that the salary increase comes into effect will have their PTR-related increase calculated on a pro-rated basis.
  3. Red-circled administrative senior managers are not eligible for PTR.
  4. No PTR adjustment will be made for periods of unpaid leave of three months or less. In the case of unpaid leave in excess of three months, PTR-related increases will be pro-rated to the total duration of the leave. The full PTR-related increase may, however, be granted to a staff member on leave without pay when the activities during that leave are recognized as experience or relevant to the position held at the University. In such cases, the decision to grant full PTR will be made jointly by the responsible vice-president and the head of Human Resources.
PENSION PLANS AND GROUP INSURANCE
1. Administrative senior managers have access to the same pension plans (basic plan and supplemental plan) and to the same group insurance plans as those offered to regular non-unionized administrative and support staff.
2. Pensionable and insurable earnings are calculated solely on the base salary. For example, premiums, second source responsibilities, bonuses or other payments not considered part of the base salary do not constitute pensionable or insurable earnings.
ANNUAL LEAVE, SICK LEAVE AND OTHER LEAVE
1. Administrative senior managers are entitled to annual leave as defined in Appendix C of the Policy.
  1. In the event of a temporary assignment, vacation leave is accumulated based on the employment category of the temporary assignment position.
  2. Annual leave can be taken as it is accumulated during the year.
  3. Up to ten (10) days of non-accumulated vacation leave may be borrowed, except in the case of staff members on probation.
  4. Notwithstanding what is provided for in their employment contract, administrative senior managers can defer up to ten (10) days of annual leave in excess of their annual vacation entitlement to the following year. Any accumulated and unused annual leave in excess of that number is automatically forfeited as of December 31 of the current year.
  5. Should a death, as set out in Procedure 18-12, occur during a period of annual leave, the staff member can convert the annual leave into bereavement leave.
  6. Staff members on unpaid non-statutory leave or on unauthorized leave for more than ten (10) consecutive working days do not accumulate any vacation time during that leave.
2. Administrative senior managers are entitled to the same sick leave as regular non-unionized administrative and support staff (see Procedure 18-11).
3. In addition to the leave provided for by law and other University regulations, administrative senior managers are entitled to the same leave as regular non-unionized administrative and support staff (see Procedure 18-12). Such leave includes, but is not limited to, statutory holidays, holiday season leave, bereavement leave, marriage leave and maternity/parental leave.
4. Administrative senior managers are also entitled to additional compensation while on maternity/parental leave, under the same conditions as those applicable to regular non-unionized administrative and support staff (see Procedure 18-12).
RETIREMENT ALLOWANCE
1. Administrative senior managers who were entitled to a retirement allowance prior to May 1, 2018 (regardless of group) may receive that benefit when they retire, provided they have sent an official notice of retirement to Human Resources and to their vice-president at least three (3) months prior to their retirement date.
2. Administrative senior managers who, on the date of retirement, are on unpaid leave not prescribed by law, are ineligible for a retirement allowance. However, this provision does not apply to long-term disability leave.
3. The formula used to determine the retirement allowance for administrative senior managers is the same as the formula used for APUO members on the date of their retirement.
HIRING SALARY
1. Human Resources is responsible for conducting a salary analysis for newly hired and promoted administrative senior managers, taking internal equity into account.
2. The salary determined following the salary analysis must not be less than the minimum salary in the salary class for the position.
3. The hiring salary may not under any circumstances exceed the salary cap of the salary class for the position.
4. The results of the salary analysis will be communicated to the responsible vice-president, who will then inform the candidate.
TEMPORARY ASSIGNMENTS (Acting)
1. Where an employee accepts a temporary assignment to a position in a higher salary class, no salary analysis will be performed. Human Resources will grant a temporary allowance (premium) equal to 5% of the base salary for every salary class above the salary class of the substantive position. For calculation purposes, salary class CA-4 is considered two classes above salary class NM5. However, the result of this calculation may not be less than the minimum salary in the salary class of the temporary position.
2. If the salary class for the temporary position is equal to or less than the salary class for the substantive position, the employee will maintain their current salary, even if their salary exceeds the salary cap of the salary class for the temporary position. In such a case, the base salary may not be increased, and no premium may be paid. In the case of a lower salary class, future salary increases will be based on the employee’s substantive position, and the employee will not be considered red-circled.
3. Where an employee is on a temporary assignment, all benefits are based on the employee’s substantive position, except for annual leave accrual, which is based on the temporary assignment position.
TEMPORARY ADDITIONAL RESPONSIBILITIES (second source)
1. Where temporary additional responsibilities are assigned to an employee who remains in their substantive position, the employee will receive a temporary allowance (second source) equal to 5% of their salary per salary class above their substantive position salary class. No salary analysis will be performed for second-source responsibilities.
2. Any second source must be justified by the addition of considerable responsibilities lasting for at least twenty (20) consecutive working days.
3. Additional compensation paid for the performance of temporary responsibilities will not be included in pensionable or insurable earnings.
RECRUITMENT PREMIUMS
1. In very rare cases, a recruitment or market premium may be paid to attract candidates.
2. The total compensation package (base salary, pension plans, group insurance, etc.) for administrative senior managers should be taken into account before considering a premium.
3. Such premiums are not included in pensionable and insurable earnings.
4. Market premiums
  1. Market premiums are designed to compete with compensation levels available outside the University. Following a market study, Human Resources determines if a premium is warranted and, if so, establishes the maximum amount that can be offered.
  2. The amount of the market premium is valid for a period of three (3) years. After that time, Human Resources will conduct a new market study to determine whether the premium should be discontinued, adjusted or extended for another three (3) years (renewable every three [3] years).
  3. Market premiums are increased annually based on the economic increase applicable to the salary class for the position. To remain at the market level, the premium will be:
    1. reduced by any PTR provided;
    2. adjusted proportionally if the employee’s position is reclassified; or
    3. adjusted proportionally following a change in the salary scale other than the annual economic increase.
  4. The market premium will be discontinued if the employee changes positions
5. Recruitment premiums
  1. Recruitment premiums are designed to temporarily compensate candidates who would experience a decrease in compensation by accepting employment at the University, or to incentivize candidates to accept an administrative senior management position.
  2. Such a premium may be offered in the form of a signing bonus or be paid at each pay period for a specific number of years. In the event the premium is paid over several years, it will decrease by the same percentage each year over a period of two (2), three (3), four (4) or five (5) years (50%, 33.3%, 25% or 20% per year).
TRANSITION PERIOD
1. Cash compensation will not be adjusted upward or downward when this policy enters into force.
2. All new employment contracts, including renewals, must be in accordance with the terms and conditions of the policy and this procedure.