Compensation Administration Processes

This process focuses on creating a new position within the university. 

1. Submit a New Positions Request Form
   • Departments under Academic Affairs need to provide an approved Critical Hire Form
2. Once the CA Team validates that the form has all the required information, the request will be reviewed and considered.
   Please allow up to five (5) business days for review, recommendation, and/or completion communication through the system.

This transaction repurposes a department’s current position to better suit the department’s needs. 

Please note, that any position description considered a universal position description, such as Administrative Assistant or Executive Assistant, cannot be revised.

1. Submit a Reclassification Request Form
   • Departments under Academic Affairs need to provide an approved Critical Hire Form
2. Once the CA team validates that the form has all the required information, the request will be reviewed and considered.
   Please allow up to five (5) business days for review, recommendation, and/or completion communication through the system. 

This transaction requests a change to an employee’s annual salary. 

1. Obtain written leadership approval for the transaction.
2. Submit an In-Range Adjustment Request Form
3. Wait to receive approval from the CA team before submitting the MSS transaction.
4. Once the CA Team validates that the form has all the required information the request will be reviewed and considered.
   Please allow up to five (5) business days for review, recommendation, and/or completion communication through the system.
5. The CA team will email the requestor (the form submitter) the final decision.
   • If an approval email is sent, then the MSS transaction can be submitted in OneUSG
6. Submit the MSS transaction in OneUSG upon receiving CA’s approval email
   • Log into OneUSG to submit an MSS transaction in the system
   • Attach the CA approval email associated with the request form to the OneUSG MSS transaction

Reference the Ad Hoc Salary Change Job Aid below for a step-by-step breakdown of the OneUSG system process:

Moving an employee from a Non-Exempt to an Exempt status or vice versa. 

The Fair Labor Standards Act (FLSA) is a federal law under the Department of Labor that sets standards for minimum wage, overtime pay, recordkeeping, and child labor.  
Fair Labor Standards Act (FLSA) Guidelines

1. Obtain written approval from the department’s leadership.
2. Submit a Pay Group Change (FLSA) Request Form
3. Once the CA Team validates that the form has all the required information the request will be reviewed and considered.
   Please allow up to five (5) business days for review, recommendation, and/or completion communication through the system.

Salary.com is the platform where all Georgia Southern University job descriptions are hosted. Submit a request form if you need the Salary.com link emailed to edit the job description.

1. Submit an Update a Job Description Request Form
2. The CA team will initiate the Salary.com link to be sent via email so the position description can be updated directly on the platform.
   Please check your spam folder if you cannot locate the Salary.com email.
3. Once the edits are completed, please, click “Save & Leave” in the top right corner and inform the CA team that the edits are completed.
4. Once the CA Team is notified that the recommended adjustments are completed, they will review and compare the desired edits.
   Please allow up to five (5) business days for review, recommendation, and/or completion of communication 
5. If approved, the CA team will provide a copy of the updated job description for the department’s records.

Reference the Salary.com job aid below for a step-by-step breakdown of how to edit the job description on Salary.com:

1. Obtain written approval from the department’s leadership.
2. Request the current job description if needed. (see item above)
3. Submit a Title Change Request Form
4. Once the CA Team validates that the form has all the required information the request will be reviewed and considered.
   Please allow up to five (5) business days for review, recommendation, and/or completion communication through the system.

A position can move pay bands when job duties change or for internal equity purposes.

Please note, that for any movement greater than one (1) pay band up or down leadership approval is needed along with additional information (i.e. justification, the change of duties, scope of responsibility, anticipated salary).

1. Submit the Change of Pay Band Request Form
   • Note: moving up or down more than one pay band requires written leadership approval
2. The CA team will review the inquiry to ensure it aligns with institutional equity.
3. Once the CA Team validates the form has all the required information the request will be reviewed and considered.
   Please allow up to five (5) business days for review, recommendation and/or completion communication through the system.

The below process delineates the steps to be taken when requesting an interim appointment, and the resulting process steps once approved. Renewals in the system are not automatic and must be requested in OneUSG MSS prior to the new effective date of the transaction.

Interim Pay Formula: 10% of the current salary or the position’s salary range minimum, whichever is higher.

1. The manager meets with the department/division leader to discuss and receive approval.
2. The hiring manager must submit the Job Description Update Request Form to request the position description and review for accuracy.
3. An announcement must be made in writing (e.g., email, time clock posting, or chat message) and accessible to all employees in the designated pool. The announcement must include details about the interim position, application process, and deadline. Applicants must submit a letter of interest and a current resume/CV, with any additional information requested by the hiring manager.
4. The hiring manager will submit the Interim Appointment Request Form requesting the appointment to interim.
5. Upon appointment approval, Compensation Administration prepares an offer letter for the employee. The hiring manager then presents the offer letter to the employee for signature.
6. After the offer is accepted and the letter signed, the hiring department submits a supplemental pay transaction with a screenshot of the email received after submitting the update request form attached.
7. The interim chosen will step into the role vacated for the duration of the service, but will be moved back to their previous position when the role is concluded.