Comprehensive Compensation System

In the event that an employee does not receive a cost-of-living increase, the salary may fall below the minimum of the salary range. This factor alone shall not be justification for any type of salary adjustment.

The amount of the CGRA shall be determined by the General Assembly each year.  The increase shall be added to the employee’s salary but not to exceed the maximum of the range. A partial increase may be given to the maximum.

On the date CGRA’s are effective, an employee shall have:

• a permanent or time-limited permanent full- or part- time (1/2 time or more) appointment,
• a salary below the maximum of the range,
• an overall summary rating at or above the Good level, and
• shall not be in final disciplinary procedure.

An employee who has been denied the CGRA because of a final disciplinary procedure shall receive the award on a current basis at the time that final disciplinary procedure is resolved. For purpose of calculating the CGRA, only the most recently awarded increase shall be utilized (i.e., the last increase that was funded).

An employee having a probationary or trainee appointment is not eligible for a CGRA. The employee becomes eligible when increases are effective for the next cycle after:

• receiving a permanent appointment,
• completing a work cycle, and
• receiving a summary rating at or above the Good level.

An employee who is on leave without pay shall receive the CGRA on the date of reinstatement if the work cycle has been completed and an overall summary rating given. If the work cycle and summary rating have not been completed, the employee shall receive the CGRA at the time when both are completed.

An employee who separates from State service prior to the effective date CGRA’s are effective is not eligible for the increase.

CGRA’s shall be effective on the first day of July unless otherwise specified by the General Assembly or because they are delayed due to leave without pay or a final disciplinary procedure.

On the date the COLA’s are effective, an employee shall have:

• a permanent, probationary, trainee, or time-limited full- or part-time appointment,
• an overall summary rating at or above the Below Good level; or a rating based on the provisions under the paragraph below, and
• shall not have received a suspension or demotion.

For the purpose of granting the COLA to employees who have a probationary appointment or who have not completed a full performance management cycle and not received an overall summary rating, the following shall apply:

• Each employee’s performance shall be reviewed and determined if it is unsatisfactory or above.
• If the review indicates unsatisfactory performance, the employee shall not receive the COLA until the performance level is above the unsatisfactory level. The actual results shall be documented with the employee.
• If the review indicates that the performance is above unsatisfactory, the employee shall be granted the COLA.
• If the COLA has not been granted during the probationary period, it shall be granted on a current basis at the time the employee is given a permanent appointment since the employee’s performance must be satisfactory to move from a probationary to permanent appointment.
• If the supervisor feels that the employee has not worked long enough for a determination of performance level to be made, a review shall be made each month for the purpose of determining whether the performance is above unsatisfactory and the COLA should be granted. (If this should occur, a PD-105 must be submitted to cancel the COLA since the computer will automatically grant the increase to employees coded as “Insufficient time to evaluate.”)

An employee who has been denied the COLA because of a suspension or demotion shall receive the adjustment on a current basis when that final disciplinary procedure is resolved.

An employee who is on leave without pay on the date a COLA is effective shall receive the increase on the date of reinstatement if the employee’s performance has been determined to be above the unsatisfactory level, or at such time as the employee’s performance is determined to be above the unsatisfactory level.

An employee who separates from State service prior to the effective date a COLA is effective is not eligible for the increase.

A COLA shall be effective on the first day of July unless otherwise specified by the General Assembly or because they have been delayed due to leave without pay or a disciplinary procedure involving a suspension or demotion.

A Performance Bonus is a lump sum award to an employee whose final overall summary rating is at or above the Very Good level of the rating scale and who is not in a final disciplinary procedure.

On the date PB’s are effective, an employee shall have:

• a permanent or time-limited permanent full- or part-time (1/2 or more) appointment,
• a salary at or below the maximum of the salary range or, if above the maximum, see paragraph below “PB for Salaries Above Maximum” and “PB for Flat Rate Salaries”,
• an overall summary rating at or above the Very Good level, and
• shall not be in final disciplinary procedure.

An employee who has been denied a performance bonus because of a final disciplinary procedure shall not be eligible for a performance bonus during the current cycle. The employee will be eligible in the next cycle based on the overall summary rating.

An employee having a probationary or trainee appointment is not eligible for a PB. The employee becomes eligible when increases are effective for the next cycle after:

• receiving a permanent appointment,
• completing a work cycle, and
• receiving a summary rating at or above the Very Good level.

An employee who is on leave without pay shall receive the PB on the date of reinstatement if the work cycle has been completed and an overall summary rating given. If the work cycle and summary rating have not been completed, the employee shall receive the PB at the time when both are completed.

An employee whose salary is above the maximum of the salary range is eligible for a performance bonus only to the extent that the base salary paid the employee plus the performance bonus allocated according to the employee’s performance rating does not exceed the maximum salary paid on the adopted pay schedule for the applicable pay grade plus the allocated performance bonus calculated on the maximum salary on the pay schedule.  This PB shall be calculated as follows:

To determine eligibility for a Flat Rate Salary, a maximum salary shall be established as the maximum of the range that has a rate nearest, but not exceeding, the flat rate salary of the eligible employee. If the flat rate salary is below that maximum, the employee is eligible for the PB. Otherwise, the eligibility shall be determined in accordance with the paragraph above, “PB for Salaries Above the Maximum.”

An employee who separates from State service prior to the date PB’s are effective is not eligible to receive the bonus.

PB’s shall be effective on the first day of July unless otherwise specified by the General Assembly or because they have been delayed due to leave without pay. (Note: Administrative procedures determine when they are pay rolled.)

For purposes of this policy, a FDP is deemed to be resolved when it becomes inactive (as defined in the Disciplinary Action, Suspension and Dismissal Policy) when:

• an authorized manager or supervisor places a written statement in the personnel file of an affected employee indicating that the issue addressed in the final written disciplinary procedure, while not inactive for purposes of future discipline, is sufficiently resolved to warrant the granting of the appropriate salary increase; or
• the presence of the same final written disciplinary procedure in the personnel file was utilized as a basis to deny a salary increase in a previous performance management cycle; or
• eighteen (18) months have passed since issuance of the warning or disciplinary action, the employee does not have another active warning or disciplinary action which occurred within the last 18 months; and the agency has not, prior to the expiration of the 18-month period, issued to the employee notice of the extension of the period.