Date: August 8, 2017
To: Chancellors, Vice Presidents, Deans, Directors and Department Chairs
From: Vivian Fernández
Senior Vice President for Human Resources and Organizational Effectiveness
Re: FY 2017-2018 Pay-for-Performance Program for Eligible Non-Aligned Staff

I am pleased to announce that the 2017-2018 Pay-for-Performance (P4P) Program for eligible non-aligned staff has been approved. The program provides the opportunity to recognize staff members who have contributed in the previous performance cycle to the ongoing success of the University. Please note that the merit pool dollars for this year’s program will be calculated based upon the aggregate of 2.25 percent of eligible non-aligned employee salaries as of June 30, 2017. The merit increase effective date will be retroactive to July 1, 2017, and reflected in the paycheck dated November 3, 2017.

To be considered for the FY 2017-2018 merit salary increase program, eligible employees must have been appraised using the performance evaluation process in accordance with University policy (Legacy Rutgers Policy 60.4.9 and Legacy UMDNJ Policy 60.9.28, available at http://policies.rutgers.edu/view-policies/human-resources-hr-%E2%80%93-section-60). Employees in program-eligible titles who meet eligibility criteria include staff in Legacy Rutgers Managerial, Professional, Supervisory and Confidential (MPSC) titles and Senior Administrators, and those in Legacy UMDNJ non-aligned staff and Faculty Administrator positions.

Non-Aligned Performance Evaluation Processes

This year’s appraisal period is July 1, 2016 to June 30, 2017. Managers and supervisors must complete performance evaluations and notify employees of results by September 6, 2017 to allow managers to provide the completed appraisals to their 10-month staff returning to work for the new academic year. Please note that managers have the flexibility of providing completed performance appraisals to their employees prior to September 6. 

Non-Aligned Legacy Rutgers Staff
Employees in eligible Legacy Rutgers MPSC titles and Senior Administrators must receive formal evaluations on an annual basis, and be appraised against the performance standards established during the previous evaluation cycle.

In order to facilitate the P4P process, we provide tools and information to assist you on the University Human Resources (UHR) website at http://uhr.rutgers.edu/P4P-deans-managers.

Non-Aligned Legacy UMDNJ Staff and Faculty Administrators
The Legacy UMDNJ Staff Performance Review Table outlines staff employee groups for which performance appraisals are required, review dates by which appraisals must be finalized, and the name of the appraisal form to be used for each group. The Table is available as a link on the Performance Management for Legacy UMDNJ Positions webpage: http://uhr.rutgers.edu/uhr-units-offices/consulting-staffing-compensation/performance-management/performance-management.

Performance Appraisal Forms for Legacy UMDNJ employees may be accessed from the UHR Forms webpage at http://uhr.rutgers.edu/policies-resources/forms/performance-appraisal-forms. Supervisors must complete annual performance evaluations and notify employees of appraisal results. Completed performance evaluations must be signed by appraised employees and multiple levels of supervisors, and forwarded to the UHR HCM Unit, Administrative Services Building II, Cook Campus. Please contact HCM at (848) 932-3906 for questions. Be sure to retain copies of the performance appraisal for your records.

Supervisors may access performance management information, tools and resources at the Performance Management for Legacy UMDNJ Positions webpage at http://uhr.rutgers.edu/uhr-units-offices/consulting-staffing-compensation/performance-management/performance-management.

FY 2017-2018 P4P Program Summary

The following summary outlines the merit pool, salary structures, eligibility criteria and range of increases, award management online system, deadlines and pay date information for the P4P Program:

Merit Pool and Salary Structures
The salary increase pool for all eligible non-aligned employees is the aggregate of 2.25 percent of eligible salaries as of June 30, 2017. Merit awards are based on performance and the eligible employee’s salary in effect on June 30, 2017. The allocated merit pools for each major area will be distributed to chancellors and vice presidents on August 28, 2017. Effective July 1, 2017, all applicable July 1, 2016 salary structures will be increased by 2.25 percent.

Eligibility Criteria and Range of Merit Increases
Employees in program-eligible titles on or before January 3, 2017 are eligible to participate in this program and receive performance appraisals by September 6, 2017. Salary increases of 1 to 6 percent based on June 30, 2017 salaries may be awarded to employees who meet standards. Increases will be effective July 1, 2017 for 12-month employees, and September 1, 2017 for 10-month employees. In order to receive performance awards, employees must remain in program‐eligible titles through the date of payment.

An eligible non-aligned staff member whose salary is currently close to, or at the maximum of, his or her salary grade may receive a salary increase of up to the grade maximum established in the July 1, 2017 salary scale. An employee whose proposed salary increase exceeds the maximum salary for his or her salary grade may receive a one-time, lump-sum payment for the amount that exceeds the maximum salary. The sum of the salary increase and/or one-time, lump-sum payment cannot exceed the 6 percent award maximum.

P4P Online System, Deadlines and Pay Date Information
A data entry/modeling system, the P4P Online System, facilitates the process of managing and awarding increases, and provides listings of eligible employees and related reports to unit administrators. This system will be available to designated users on August 28, 2017, and all final awards must be entered into the P4P Online System by September 29, 2017.

Merit award increases to base salary shall be retroactive to July 1, 2017 for calendar year employees and September 1, 2017 for academic year employees. Salary increases, applicable one-time, lump-sum payments, and any retroactive pay will be reflected in the November 3, 2017 paycheck.

Program information, tools, and resources are available from the P4P webpage at: http://uhr.rutgers.edu/p4p-information-deans-and-managers.

For questions regarding the non-aligned merit salary program, please contact your UHR representative as follows: New Brunswick, contact your assigned UHR consultant by phone at (848) 932-3020, or by email via the UHR website at http://uhr.rutgers.edu/hr-consultant-assignments; Newark, contact the Newark Human Resources Office at (973) 353-5500; Camden, contact the Camden Human Resources Office at (856) 225-6475; and for RBHS, contact the Compensation Services Office at (973) 972-4845.