Memo: 2020 Performance-Based Merit Pay Program

About the UBC Merit Pay Program

The University’s Performance-based Merit Pay program recognizes and rewards meritorious performance.  The following employee groups are eligible for this program:

  • AAPS,
  • Executive Administrative staff (i.e., excluded clerical),
  • Farmworkers, and
  • Non-union Technicians and Research Assistants.

This program provides a means of moving employees who have demonstrated above average performance from the midpoint toward the maximum of their salary ranges. 

Important Considerations

  • Faculty/department participation in the merit program is a requirement. Consistent commitment to the program helps ensure its integrity, as well as the University’s ability to retain and recruit outstanding staff.
  • Staff members should be evaluated on the basis of their meritorious performance, and not other factors such as equity and market pressures.  This focus on performance helps to reinforce the purpose of the program – recognition and reinforcement of outstanding performance.  
  • It's important that managers communicate with staff who are eligible for merit increases, whether they are awarded 0%, 3%, or something in between.  This is an excellent opportunity to discuss the staff member’s performance and development, and is a key element of the Merit Pay program.
  • Staff who are in job exchange and secondment situations are generally eligible for the merit program, and HR will review the situation on a case by case basis with faculties and departments to determine eligibility.

Eligibility Criteria

In accordance with the new language in the AAPS agreement, employees who are at or above the midpoint of their salary grade will receive their first merit pay on their anniversary date (based on the start date in their current position), provided that they are off probation and at or above the midpoint as of January 1, 2019.  

  • If an employee’s anniversary date falls in the period of January 1st-June 30th, they will receive any merit pay retroactive to the anniversary date within the first year of merit assessment.  In subsequent years, the employee will be considered eligible for an increase on the standard university merit effective date (typically July 1) of each year. E.g., Employee was off probation and at the midpoint on May 31, 2019.  The employee will be assessed for merit eligibility on July 1, 2020.  If the employee is deemed eligible, they will receive the 2020 Merit retroactive to May 31, 2020.  In 2021, the employee will be considered for merit on July 1, 2021.
  • If an employee’s anniversary date falls in the period of July 1st-December 31st, any merit payment shall be deferred until the employee reaches their anniversary date within the first year of merit assessment.  In subsequent years, the employee will be considered eligible for an increase on the standard university merit effective date (typically July 1) of each year. E.g., Employee was off probation and at the midpoint on August 1, 2019.  The employee will be assessed for merit eligibility on July 1, 2020.  If the employee is deemed eligible, they will receive the 2020 Merit on August 1, 2020.  In 2021, the employee will be considered eligible for merit on July 1, 2021.
  • Employees who have been receiving their merit on July 1 will continue to do so, if they are eligible

For the Non-union groups (Executive Administrative Staff, Farm Workers, and Non-union Technicians and Research Assistants), staff members are eligible for merit increases, effective July 1, 2020 if, as of June 30, 2019, if:

  • They were at the midpoint of their salary range or above, and
  • They had completed their probationary period.

Staff members who are currently at the maximum of their salary ranges are not eligible for ongoing salary increases.  However, these employees can still be rewarded within the merit scale for meritorious performance through a one-time honorarium payment, extra vacation time, or professional development opportunities.
 
Performance reviews should be conducted for staff members on an annual basis, and are required to support performance-based Merit Pay decisions.  The Workplace Learning & Engagement unit of Human Resources offers a performance evaluation tool that may assist in conducting performance reviews.

Excluded Management and Professional (XMP) staff and Service Unit Directors (SUDs) are not included, as their compensation is governed by a separate process.

Funding

Faculties/departments at both the Vancouver campus and the Okanagan Campus are required to fund the implementation of the 2020 Merit Pay program from existing budgets regardless of funding source. 

Points to Remember

1. The midpoint of a job range signifies that the staff member is performing fully in the job.  Merit is for salary increases above the midpoint, so “meeting the job requirements” is 0% on the merit rating scale.  Staff members must demonstrate above average, excellent, or extraordinary (role model) performance (respectively) in order to receive 1%, 2%, or 3% merit increases:

  • 0% - Meets job requirements
  • Up to 1% - demonstrates above average performance
  • Over 1% and up to 2% - demonstrates excellent performance
  • Over 2% and up to 3% - demonstrates extraordinary performance (role model)

2. Additional information can be found on the following web page

3. Due to the launch of Workday on November 2, 2020, the merit will be processed in a different way.  Departmental Merit spreadsheet, once completed, should be submitted to Human Resources.  Please complete the spreadsheets and ensure that the requested data has been entered, and return them to Sabrina Basra in central Human Resources (sabrina.basra@ubc.ca) by January 31, 2021.

4. In some cases, staff members have dual departmental reporting relationships.  While this complicates the performance evaluation, consultation across the departments is important in order to ensure that there is a common understanding of performance criteria, and that a consistent framework is used to evaluate performance.

5. It is most common to award merit increases through an increase to staff members’ base salary.  However, another option is to offer an alternative, such as a one-time bonus, extra vacation, or professional development.  If you are providing a one-time bonus, once you have completed the spreadsheet and have returned it to Human Resources, you can proceed to process the “One-Time Payment, Merit” through Workday

6. It is good practice to keep your staff notified.  The Integrated Service Centre (ISC) and Payroll are often contacted directly with inquiries about Merit increases when Administrators are a better source of information about merit results and the reasons for them.  

Instructions and Attachments

The spreadsheet(s) of staff members in your faculty/department who are eligible for the 2020 Merit Pay program will be distributed to faculty/department contacts through UBC Workspace version 2.0, a cloud-based file sharing system.  If you have difficulties accessing the spreadsheets, please contact Sabrina Basra (604-827-2464 or sabrina.basra@ubc.ca).

There are a number of factors that may result in a staff member being excluded from your department spreadsheet.  Inquiries about your spreadsheet can be directed to Sabrina Basra. 

Please visit the Merit webpage for merit related information.     

Here you will find the following resources:

  • Step by Step Instructions
  • Instructions for completing your Department Spreadsheet
  • Merit FAQs

Tagged

  • HR
  • Memo

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