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Employment
Services
Temporary Upgrades
The Process
Temporary upgrades occur when an employee is assigned, temporarily, the
full set of duties of a job in a higher classification due to the absence of
another employee. The employee is no longer performing his/her own
duties but rather is working temporarily in a higher level position.
This most often occurs in the crafts and trades area where an employee would
take on the supervisory role in the absence of the sub-foreman or foreman.
Important Rules
The following are Civil Service rules regarding temporary upgrades:
- the
employee must have tested and be on the register for the classification to
which he/she is being upgraded.
- the
employee can be temporarily upgraded for no more than thirty days without a
five day break.
Helpful Processing Tips
- The
appropriate rate for someone being temporarily upgraded is normally defined
in the same way as a promotional rate, that is, the employee receives an
increase or at least 4% or the minimum for the higher level class, whichever
is greater.
- Temporary
upgrade payments are made using Time Report Adjustments (TRAs) and should
include the following information:
- identify,
by complete class title, the current classification and the upgrade
classification.
- using
the Compensation Plan, for permanent and temporary upgrade
classifications, mark the workweek (37.5- or 40-hour), whether each
classification is Negotiated, Prevailing or Open Range, and the salary
grade if the classification is Open Range.
- if
the temporary upgrade classification is Negotiated, check the appropriate hrnet.uihr.uillinois.edu/labor/contract.html
for temporary upgrade instructions and follow those directions.
- if
the temporary upgrade classification is Negotiated or Prevailing, check to
see if there is only one rate for that classification. This is the rate
that would be used unless bargaining agreement language indicates
otherwise.
- if
there are no specific temporary contract requirements:
- calculate
the upgrade rate:
- if
same workweek, calculate 1.04 X Regular Hourly Rate = 4% increase
Hourly Rate
- if
going from 40 hour to 37.5 hour workweek, convert the 40- hour rate to
a 37.5-hour rate before calculating the 4% increase as follows:
Regular
Hourly Rate X 2080 = Annual Rate
Annual X 1.04 = Adjusted Annual Rate
Adjusted Annual ÷ 1950 = Hourly Upgrade Rate, reflecting 4% increase
- Check
the minimum rate of the Temporary Upgrade Classification. If the new rate is
less than the minimum, use the minimum of the range. If the 4% rate is more
than the minimum, use the 4% rate or if there are steps, the step that is
closest to but not less than the 4% rate.
- Indicate
the specific dates and the number of hours per day that the employee was
upgraded and whether these are straight time or overtime hours.
- Calculate
the upgrade payment due:
- hourly
upgrade rate - employee's regular hourly rate = difference due per hour
- number
of straight time upgrade hours x difference (+ number of overtime upgrade
hours x 1.5 x difference, if applicable) = Total payment for upgrade
Helpful Reminders to Expedite
Processing
- Did
you indicate the full title for both the employee's current
class and the upgrade class?
- Did
you indicate the work week for the current and the upgrade
class?
- Did
you identify the pay plan for the upgrade class, i.e.,
negotiated, prevailing, open range? If open range, have you identified the salary
grade?
- Did
you check for applicable contract language if class is
negotiated?
- Did
you use the correct upgrade rate?
- the
rate that is in effect at the time the upgrade work was performed. (there is
no retroactivity on temporary upgrades)
- if
there is a single rate of pay for the upgrade class, that is the rate that
must be paid.
- Did
you take into account work week differences?
- Did
the rate you used provide at least a 4% increase?
The Contacts for Questions
- To
find out whether an employee is on the register for the class to which you
wish to upgrade him/her contact Employment Services at 333-2137.
- Questions
concerning the correct rate or the calculation of payment due an employee in
a temporary upgrade situation should be directed to Tonya Wagner at 333-2136.
- Questions
concerning bargaining agreement language should be directed to Labor and
Employee Relations at 333-3105.
Mark Overmier................... zorkahn@illinois.edu
Last Update: 05/05/2009
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