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CIT Implementation
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Overview
Employees may be called upon individually or as part of a team, to demonstrate extraordinary initiative to meet organizational objectives, including but not limited to:
- Substantially improving processes and/or results;
- Significantly enhancing customer satisfaction;
- Developing and implementing new and/or improved products or processes to increase organizational productivity and effectiveness;
- Providing innovation and cost-savings to operational processes;
- Other specific contributions to the success of the organization.
Bonuses will generally fall into one of the following categories:
Extraordinary Accomplishment - applies to strong or leading role in an initiative outside of the normal scope of work, or far in excess of the normally expected level and quality of contribution. Amounts less than $200 will be processed in accordance with the Recognition check process. Amounts greater than $200 must be approved by Division Director, Business Analyst, CIT/HR Director, and Vice President for Information Technologies.
Retention — not a substitute for regular review of compensation levels, but may be used to retain staff through a milestone or critical project.
Special Duty — provided for taking on additional responsibilities for a limited time due to temporary staff shortage. In this case, an employee has not actually taken on a different role but temporarily assumed additional responsibilities.
Signing — to avoid compromising internal equity, a signing bonus can be helpful in an attempt to match the first-year compensation expectations of a new hire to the department. Signing bonuses are a targeted recruitment tool and not a general practice. They are discussed with CIT/HR Director as part of the offer process, and require approval by Division Director, Business Analyst and Vice President for Information Technologies. Refer to Filling Vacancies policy for process (to be created).
Bonuses do not affect employee's base pay and are not intended to address changes in workload as a result of cyclical fluctuations that are in the normal scope of department business needs.
All payments will be included in the employee's regular paycheck and will be subject to applicable taxes and withholdings.
Division Directors are expected to discuss with all HR actions including bonuses with the Vice President for Information Technologies after initial consultation with manager and Business Analyst.
Process/Procedures
Division Directors are expected to discuss with all HR actions including bonuses with Vice President for Information Technologies after initial consultation with manager and Business Analyst.
Eligibility
Regular full- or part-time, temporary, casual, or limited term employees of CIT are eligible to receive a bonus under these guidelines.
Extraordinary Accomplishment & Retention
Managers requesting an Extraordinary or Retention bonus for one of their reports must:
- Consult with division Director
- If approved by Director, submit a written request (e-mail) and forward to CIT/HR that includes justification for and dollar amount of the bonus
CIT/HR will review and initiate internal approval process which consists of:
- Generating a CIT HRAF (Human Resource Action Form);
- Obtaining signatures from manager, Director, Business Analyst, CIT/HR Director, and Vice President;
- Notifying manager when approved HRAF is received;
- Confirming date of payment to be included in employee's paycheck.
Recognition Bonuses for $200 or less
Division Directors are responsible for the distribution of their division Recognition checks. Prior approval from CIT/HR, CIT Finance, or Vice President for Information Technologies is not required.
CIT Recognition bonus checks are awarded to employee(s) under the following guidelines:
- Manager contacts Division Director to request and provide justification for bonus check.
- If approved, the Director writes and gives the recognition check to the manager.
- Director or manager sends completed tab to CIT/HR for processing.
- CIT/HR notifies Director and/or manager of receipt of tab and confirms date of payment to be included in employee's paycheck.
- Manager issues recognition check to employee and communicates when the payment will be received.
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Definitions
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University definitions are marked with an asterisk, all others are CIT definitions.
| Term |
Definition |
| Extraordinary Accomplishment* |
"For circumstances in which a dean/vice president documents that an employee has been expected to and has performed for a major period of time remarkably above the usual position expectations under extraordinary circumstances, a special payment or temporary adjustment of base pay may be authorized by the dean/vice president or designee. This payment does not affect the individual's base pay. This is intended to address infrequent, unusual, and highly select cases when the usual performance increase does not adequately reward the performance and circumstance. These extraordinary circumstances must have a definite commencement and conclusion, and any exceptions must be approved by the local hr representative or designee. This is not intended to address changes in workload arising from usual cyclical fluctuations." |
| Regular employee* |
"An appointment to a position of least 20 hours per week with an expected duration of at least six months." |
| Temporary employee* |
"An appointment to a position of at least 20 hours per week with an expected duration of less than six months." |
| Casual employee* |
"An appointment to a position of less than 20 hours per week. Casual employees are never eligible for benefits." |
| Full Time* |
"A position of at least 35 hours per week. May apply to regular or temporary appointments." |
| Part Time* |
"A position of less than 35 hours and more than 20 hours per week. May apply to regular or temporary appointments." |
| Recognition Check |
CIT designed non-negotiable written request to pay a specific amount of money. |
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