Louisiana Department of Education                                  Employee Policies

Special School District (SSD)                                               Effective Date:

                                                                                                Upon Civil Service Approval

 

Optional Pay Adjustments

 

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Applicability

 

This policy applies to permanent, classified employees of Louisiana Special Schools.

 

Authority

 

In accordance with Civil Service Rule 16.16.2, the Appointing Authority may grant base pay or lump sum pay adjustments to permanent classified employees, in the following circumstances. 

 

Retention of an Essential Employee

 

When the loss of a permanent employee would be detrimental to SSD, the employee may be granted a base pay increase up to the maximum allowed by Civil Service to match a written and verified job offer from a private employer, for an unclassified position in State service, or for a position at a non-State governmental entity. Employees who are at range maximum may receive a lump sum payment only.

 

Recruitment into a Difficult to Fill Position

 

A permanent classified employee who fills a difficult-to-recruit-for job may be granted a base pay increase up to the maximum allowed by Civil Service. This increase may be granted in addition to promotion pay under Civil Service Rules. Employees who are at range maximum may receive a lump sum payment only.

 

A request for payment under this option must include information to show that the position is difficult to fill (e.g., a position was advertised and fewer than five qualified applicants were available; the position has had significantly greater turnover than other positions) and must justify the need for the payment (state the consequences of not filling the position).

 

An employee who accepts a probational appointment to a difficult to fill position may be granted payment under this policy after attaining permanent status and serving at least one year in the position.

 

Adjust Pay Differentials

 

When a pay inequity has been identified as a result of a pay increase given to other employees in the same job series or supervisory chain, an employee may be granted a base pay increase up to the maximum allowed by Civil Service. A pay inequity may occur as a result of implementation of Civil Service Rule 6.5, the implementation of a structure adjustment, or another pay action that results in unintended compressions in pay. Before submitting a request under this option, consider the affect granting the increase will have on other employees, to avoid multiple requests. Employees who are at range maximum may receive a one-time lump sum payment only.

 

Performing Additional Duties

 

An employee who is permanently assigned additional duties may be granted a base pay increase up to the maximum authority delegated by Civil Service. An employee who is temporarily assigned additional duties, or an employee who is permanently assigned additional duties but who is at range maximum, may be granted a lump sum payment up to the maximum authority delegated by Civil Service. A lump sum increase may be paid over several pay periods for the duration of the assignment or in one lump payment upon completion of the temporary assignment/project.

 

The amount of the increase requested should be based on the level of the additional duties the employee is performing. Consider that a reallocation up one pay level requires a 7% pay increase. If the additional duties are not sufficient to warrant a reallocation, a request for a 7% optional pay adjustment must be strongly justified.

 

The Department may request Civil Service approval to grant an employee an increase greater than that which has been delegated, up to the maximum allowed by Civil Service Rules. These requests should be limited to situations in which the additional duties are at a significantly higher level than the employee’s regular duties, or other exceptional circumstances.

 

The permanent assignment of duties must be documented in the official position description (SF-3).

 

If additional duties are assigned because another position is unfilled, either permanently or temporarily, the request must include a list of other employees, if any, who will also assume additional duties.

 

Policy Conditions

 

These pay adjustments are contingent upon the following conditions/criteria:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The State Civil Service Director has the authority to revoke the discretion to use these special pay options if it is determined that SSD has abused its discretion. Further, an employee who has benefitted from increased pay as a result of a violation of Civil Service Rules or an abuse of discretion may be subject to a reduction in pay, after a hearing before the Civil Service Commission or designee.

 

Requests

 

All requests for consideration of a pay adjustment under the provisions of this policy must be addressed in writing to the SSD Superintendent and include the Optional Pay Adjustment Questionnaire available on the intranet, any additional justification the requestor wishes to provide, and any supporting documentation or information required by this policy (e.g., written job offer, updated SF-3).

 

The request must contain signature approvals from the Budget Office, the Human Resources Office, the School or Division Director, and the SSD Superintendent.

 

Upon receipt of the required final approvals, the Human Resources Director or Administrator shall establish/confirm the effective date and forward the request for payroll processing.

 

No payment may be made under the provisions of this policy until the policy has been approved by the State Civil Service Commission.