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​Section 1201: Compensation Policies Out-of-Scope Employees

Date issued: 01/12/2000
Revision date: 25/09/2008

Compensation plan(s) and policies are established within the framework of the government's desire to be a preferred employer while balancing the need for fiscal responsibility and public accountability. The government's overall salary policy provides for competitive salary ranges.

Purpose

To establish guidelines which provide fair and equitable salary treatment for out-of-scope employees and which support the recruitment and retention of a talented, innovative and committed workforce.

Authority

The Public Service Act, 1998
The Public Service Regulations, 1999

Application

All employees appointed pursuant to The Public Service Act, 1998 and The Public Service Regulations, 1999 who are excluded from the scope of the Saskatchewan Government and General Employees' Union (SGEU) and Canadian Union of Public Employees (CUPE) Collective Bargaining Agreements.

Note: An in-scope employee who is not appointed to an out-of-scope position, but whose position is temporarily reclassified out-of-scope, is subject to the provisions of the collective agreement.

Policy/Guideline Areas

1. Salary on Initial Appointment
The Public Service Regulations, 1999 allow for flexibility, on the appointment of a person to a position in the classified service, as long as it is within the salary range established for the position (see section 31, PS Regs).

In making an offer of appointment, the manager will balance fiscal prudence with the ability to attract high quality candidates, thereby enhancing service to the public. Salary ranges, for fully experienced persons, are considered competitive, relative to the market. Therefore, normal practice is to offer a salary that recognizes the competency level of the candidates while allowing for future recognition of increased competencies. Where a rate above minimum is required to attract a candidate, the manager is guided by the following.

Considerations:

  • Quality of field of candidates in the competition;
  • Competencies of the candidate - what does the candidate bring to the job;
  • Candidate's current salary – what is he/she willing to accept;
  • Internal equity (salary rates of employees with comparable competencies in the immediate work area, near work area, ministry, government);
  • External market - does candidate possess credentials and/or competencies which are "in-demand" by other employers and, therefore difficult to recruit;
  • Will there be room to progress within the pay range;
  • Desirability of the work and/or location;
  • Has position been previously advertised with no success?

2. Salary Supplements

Purpose

To allow the government to attract and retain qualified employees where the salaries required to attract candidates from a specific profession are higher than those which the classification and compensation systems provide (market consideration) or, to provide fair and equitable salary treatment based on individual facts (see section 32, PS Regs).

Supplements are initiated by the employer and may be authorized in the following categories:

Market Supplement:
May be authorized when the regular salary range is not competitive with the external market for a particular specialty. Established for recruitment and retention purposes.

Individual Qualification Supplement:
May be authorized to recruit an individual candidate who possesses exceptional qualifications, which exceed the position requirements and where the additional qualifications are considered of value to the employer.

Special Circumstance Supplement:
May be authorized for a number of reasons such as:

  • To maintain individual salaries on transfer of an agency or a service to the government;
  • To provide a salary increase for the duration of a secondment to another employer;
  • To correct for salary compression or inversion;
  • To maintain salary on reassignment to a position in a lower salary range.

Process

  • Establishing a salary supplement requires the authorization of Compensation and Classification Plan Maintenance, Public Service Commission (PSC);
  • Conditions applicable to the supplement are specified in the letter of authorization.

Requests for individual circumstance, special circumstance, or market supplements where the "market reason" has been pre-approved, are to be directed to the Compensation and Classification Plan Maintenance, PSC and must include:

  • The reasons for the request;
  • The amount of supplement requested;
  • An indication that the request is supported by senior management of the employing ministry; and
  • An assurance that the cost of the supplement will be absorbed within the appropriation.

Requests for market supplements, whether specific to a ministry or across ministries, require:

  • A written request, with rationale, from the ministries concerned;
  • External market surveys conducted by the Compensation and Classification Plan Maintenance, PSC;
  • Written assurance the costs will be absorbed within the appropriation(s); or
  • Advice to Treasury Board to be prepared by the Commission in consultation with ministries, where the cost and number of employees affected is significant.

3. In-Range Progression 
An in-range salary adjustment is a permanent adjustment to an employee's regular salary within the regular salary range in recognition of the employee's performance (see sections 30 & 40 of PS Regs).

The Public Service Regulations, 1999 provide authority for annual increases, effective July 1st of each year in accordance with the criteria set out by the PSC.

  • In-range progression is based on performance, as assessed using the corporate performance management system (Planning for Success), during the preceding fiscal year;

  • Performance ratings and the percentage of salary adjustments are determined by ministries, within the guidelines provided;

  • Administrative guidelines and any policy changes are published annually by the PSC;

  • The Compensation and Classification Plan Maintenance, PSC authorizes the ministry pay-plans ensuring that the plan does not exceed the dollar allocation established for this purpose.

Note: Where an employee is promoted, demoted, reclassified or transferred on the same date as an in-range adjustment, these increases are to be applied in the following order:

1. In-range adjustment
2. Promotion/demotion/transfer/reclassification
3. Economic adjustment

4. Economic Adjustments
Changes to the established pay ranges are recommended by the PSC and require authorization by the Lieutenant Governor in Council (see section 42 PS Regs).

Where an economic adjustment is authorized on the same date as other transactions (e.g. in-range progression, promotion formula) the economic adjustment is always applied last.

5. Accelerated In-Range Progression
Section 41 of The Public Service Regulations, 1999 enables the Chair to authorize an in-range adjustment greater than (or in addition to) the in-range adjustment authorized under section 40. Such adjustments  are considered under exceptional circumstances, and:

  • Must be recommended by the permanent head of the employing ministry;
  • May only be authorized if the Chair is satisfied it is required for reasons of internal equity or market considerations;
  • Takes effect the first day of the month following authorization; and
  • May not exceed the maximum of the regular salary range.

6. Salary on Transfer
A transfer is defined as the movement of an employee from one position to another position that has the same maximum salary. 

  • On transfer, the employee retains salary rate;
  • A ministry may, on occasion, wish to provide an increase on transfer, however, this would need to be handled separately pursuant to section 41 of the Regulations, as an accelerated in-range adjustment.

Note: In the event of movement from a non-permanent assignment to a permanent assignment at the same level, the Commission determines salary (that is, this can be treated as a new appointment).

Note: Where an employee receives an in-range adjustment or an economic adjustment on the same day as a transfer, these increases are to be applied in the following order:

  1. In-range adjustment
  2. Promotion/demotion/transfer/reclassification
  3. Economic adjustment

7. Salary on Promotion
Promotion is defined in The Public Service Act, 1998 as "a change of employment from one position to another position that has a higher maximum salary".

For purposes of the application of this policy, a position means a set of duties and responsibilities.

The promotion formula for out-of-scope employees will normally be 8% but may be any amount "up to 8%". A manager may authorize an increase lower than 8% in circumstances such as:

  • An employee has received promotion formula for a very similar assignment on a temporary basis and is being appointed to permanent status;
  • An employee was hired as an "underfill" to allow him or her to acquire some experience needed to fully qualify for the assignment, and is promoted, through reclassification, one or more levels, in a relatively short period of time (e.g. prior to having served the equivalent of a probationary period);
  • An employee has been on a temporary reclassification for a relatively short period of time, and has received an in-range adjustment. On promotion, the temporary reclassification rate with in-range progression becomes the base salary for purposes of applying promotion formula. If these transactions result in a series of promotions in a short time period, which would result in the employee being unfairly enriched, a lesser rate for the second promotion may be more appropriate;
  • Where a series of promotions in a short time frame would result in internal inequities, a lesser rate on the later promotions may be deemed appropriate.

Employees promoting from in-scope positions always receive 8%, subject to the minimum and maximum of the range.
The promotion formula is authorized by the PSC or the ministry official who has been named as a delegated authority for this purpose.

Note: Where an employee receives an in-range adjustment or an economic adjustment on the same day as a promotion, these increases are to be applied in the following order:

1. In-range adjustment
2. Promotion/demotion/transfer/reclassification
3. Economic adjustment

Promotion of Employee with a Red-Circled Salary

"Red-circling" occurs when an employee retains a salary range in effect prior to a downward reclassification (see section 9 Salary on Reclassification). The employee remains in this range until the new, lower range, catches up to the frozen or red-circled range, through the application of economic adjustments.  

A promotion from a position in which an individual's salary has been "red-circled" is a positive move, in that it assists the employee to move forward and reduces or eliminates the amount of "overpayment" the employee is receiving. In these instances the promotion is determined by comparing the classification of the employee's home position and the classification of the position he or she is moving to.

Where an employee's salary has been "red-circled", pursuant to section 36 of the Regulations (see section 9 below) and that employee is being promoted, the salary that is applied will depend on the amount of increase available. Salary treatment can be determined on a "case-by-case" basis, as evidenced by the following examples:

Option A
Where the maximum of the range the employee is being promoted to is higher than the maximum of the "red-circled" range, normal promotion formula, subject to the maximum of the new range, should be applied.

Option B
Where the maximum of the "red-circled" range is above the maximum of the range for the "promotion" but the employee is not at the maximum of the red-circled range, the manager may provide an increase within the red-circled range to reflect that a promotion has taken place and the employee should retain their red-circled status.

Promotion of an Employee on Initial Probation

The manager has the option of providing promotion formula or offering a salary that is up-in-range for an employee on initial probation. In determining the extent to which an increase in pay will be provided the manager will be guided by:

  • Length of service (i.e. has the employee just commenced or is he or she nearly completed the probationary period);
  • Extent of increase in salary from previous employer;
  • Ability to recruit to this position (market considerations);
  • Internal equity.

8. Salary on Demotion
A demotion is defined under The Public Service Act, 1998 as "a change of employment from one position to another position that has a lower maximum salary".

Section 35 of the Regulations provides for the Commission to determine the new regular salary. This decision is made in consultation with the ministry or the decision may be delegated to the ministry.

  • Typically the employee will retain his or her current rate, if the rate falls within the range of the lower classification;
  • Where the employee's rate is above the maximum of the lower range the appointment is typically to the maximum of the lower salary range to minimize salary loss, however there may be situations where an appointment lower than the range maximum may be appropriate.

Considerations:

  • Is the move voluntary or involuntary;
  • What are the employee's qualifications;
  • Is this a permanent employee;
  • Is the demotion within the employee's field of expertise or in a new field;
  • Length of time elapsed between appointments;
  • Is the move in the interest of the government?

Note: In certain circumstances a ministry may desire to retain an employee's pre-demotion rate of pay. These may be handled through authorization of a Temporary Salary Supplement.

Demotion of an Employee with Red-Circled Salary

Where an employee's salary has been "red-circled", pursuant to section 36 of the Regulations (see section 9 below) and that employee is accepting a demotion, salary treatment would allow:

  • Retention of current rate, if the rate falls within the new range;
  • Appointment at the maximum of the range of the classification the employee is accepting a demotion to.

Note: Where an employee receives an in-range adjustment or an economic adjustment on the same day as a demotion, these increases are to be applied in the following order.

  1. In-range adjustment
  2. Promotion/demotion/transfer/reclassification
  3. Economic adjustment

9. Salary on Reclassification
Where the reclassification is a promotion (i.e. to a position having a higher maximum salary), section 36 of the Regulations provides for promotion formula to apply (see section 7 above).

Where the reclassification is to a level having a lower salary range (i.e. reclassified downward), salary treatment depends on the employee's current rate of pay:

a) Where the employee's salary immediately before the date of reclassification is above the range maximum of the new range, the employee is "red-circled". That is, he or she retains the salary range in effect prior to the reclassification. The employee progresses through that range until he or she reaches the maximum of the range, however, the range itself is "frozen". 

The employee remains in this range until the new, lower range, catches up to the frozen or red-circled range, through the application of economic adjustments.

*Note: The purpose of "red-circling" is to balance the short term fairness for the individual with longer term fairness and equity for all employees.

b) Where the employee's salary immediately before the date of reclassification is at or below the maximum of the new range, the employee's rate of pay is unchanged, and the employee is eligible for in-range progression to the maximum of the new range (see section 36 of PS Regs).

Note: Where a reclassification involves an employee who is on probation, section 38 of The Public Service Regulations, 1999 applies.

Note: Where an employee receives an in-range adjustment or an economic adjustment on the same day as a reclassification, these increases are to be applied in the following order:

  1. In-range adjustment
  2. Promotion/demotion/transfer/reclassification
  3. Economic adjustment

10. Salary on Temporary Reclassification
Section 8 of the Regulations provides for a position to be reclassified on a temporary basis where the duties and responsibilities of the position have changed on a non-permanent basis. Temporary reclassification differs from temporary substitution (see section 14) in that the increased salary is considered base pay for all benefit plans and applies automatically to all vacation and sick leave used. A temporary reclassification is recommended where an assignment is expected to last for an extended period of time (at least 3 months).

  • Where an employee's position is reclassified upward on a temporary basis, the employee is eligible for the applicable promotion formula (see above);
  • Although an employee may, from time to time, be assigned duties which would normally be remunerated at a lower rate of pay, there is no provision for a temporary downward reclassification. These situations are normally considered work assignments and there is no change to salary. It is important to note that the employee retains his or her right to the home assignment;
  • An employee on a temporary reclassification who has received an in-range adjustment and who is subsequently promoted, is entitled to use the salary achieved through temporary reclassification plus the in-range adjustment as their base salary for purposes of calculating promotion formula (see section 36(5) of the PS Regs).

Note: In-range progression on a temporary assignment would typically be provided only where an employee has performed those duties for a significant period of time (e.g. 9-12 months.)

11. Salary on Appointment from Re-employment List
Where an employee, whose name has been on a re-employment list, is found to be qualified for a position in a classification having an equivalent or lower salary range, that employee may be re-appointed from the re-employment list pursuant to sections 14 or 43 of the PS Regulations.

On appointment, normal practice would be to provide a salary which is not less than that earned by the employee prior to leaving active service (subject to the current maximum of the salary range). In determining an appropriate salary the following should be considered:

Considerations:

  • Length of time employee has been away from employment;
  • How current are the employee's skills;
  • Have new skills been acquired while the employee has been on the re-employment list;
  • How similar is the work the employee is being offered to that previously performed by the employee;
  • What are salaries and qualifications of employees in similar jobs?

12. Salary on Promotion/Transfer between Compensation Plan
When an employee moves to a position in another compensation plan (e.g. In-scope to out-of-scope; out-of-scope to in-scope; Crown Counsel to MCP) the promotion provisions of the receiving plan govern (except that, where there is a promotion from a bargaining unit to out-of-scope, the promotion formula of 8% always applies, subject to range minimum and maximum).

On movement from a bargaining unit into one of the plans (or from an out-of-scope plan into one of the plans), the first step is to determine whether the move constitutes a promotion. To make this determination, salaries must be converted to an hourly rate.

Hours of Work Conversion Formulae:
Salaries for out-of-scope employees are stated as a monthly or annual amount, and all employees except for Management Support Occupational Group (MSG) work undefined hours. The following formulae are used to derive an hourly rate.

​a)

MSG employees:​

Monthly salary

156​

or​

Annual Salary

1872​

​b)

MCP employees:​

Monthly salary

165.333​

or​

Annual Salary​

1984

​c)

Crown Counsel and other Out-of-Scope as for MCP above​ ​ ​ ​

The move is a promotion if the hourly range maximum of the new position exceeds the hourly range maximum of the "home" position.

In all cases, the promotion formula is subject to range maximum.

13. Payment of Non-Permanent Employees

  • Out-of-scope employees employed on a non-permanent basis, who work full-time (undefined) hours, are to be paid through the exception reporting pay roll system (i.e. paid monthly and eligible for Scheduled Days Off (SDOs);
  • Out-of-scope employees employed on a non-permanent basis who work less than full-time hours on an on-going basis (i.e. on a casual or part-time basis) are to be paid through the positive reporting payroll system (i.e. paid bi-weekly and not eligible for SDOs).

14. Salary on Temporary Substitution
Temporary Substitution is the term used to describe the assignment of higher level duties on a short-term basis.
Examples of reasons for Temporary Substitution are:

  • While staffing a vacancy;
  • Replacing during an illness;
  • Replacing on an extended vacation;
  • A temporary assignment of a project which warrants a classification above the employee's normal level.

Section 39 of The Public Service Regulations 1999, provides for normal promotion formula to be applied where:

  • An assignment is made for a period greater than 15 working days but less than two years (MSG employees are eligible if the assignment is 5 complete days or more); 
  • Where the assignment, if made on a permanent basis, would warrant an upward reclassification (i.e. the employee must be handling a substantial portion of the higher level duties in order to qualify).

In order to be eligible for the higher rate, the employee must be performing the higher level duties. Therefore, time spent on vacation leave or SDOs is typically not eligible for the higher rate of pay. (Incidental days during a period of long assignment may be paid at the higher rate.)
Additional salary on Temporary Substitution is a supplementary earning and is not considered base pay for purposes of any benefit plans (including pension). Further, it is not considered base pay for purposes of promotion from the position. 

When it is known in advance that the period of substitution is for an extended period of time (e.g. over 3 months) a temporary reclassification is recommended.

15. Designated Holidays
All permanent full-time out-of-scope employees are eligible for leave with pay for:

​New Year's Day

​Labour Day

​Family Day

​Thanksgiving Day

​Good Friday

​Remembrance Day

​Victoria Day

​Christmas Day

​Canada Day

​Boxing Day

​Saskatchewan Day

One additional day as designated by the Chair​ ​

Every non-permanent employee is entitled to leave with pay or to payment at the appropriate rate for each of the days designated above. Non-permanent employees paid on an exception based payroll system are provided leave with pay, while employees on a positive reporting based system are eligible to be paid an additional 5.4% of regular salary earned during the pay period.

Note: Section 2-32(3) of The Saskatchewan Employment Act provides that where any employee works on a public holiday or another day designated by the employer for observance of the public holiday that employee is to be paid for the public holiday plus a rate that is 1.5 times the employee's regular rate of wages for the time worked.

16. Additional Pay for Extended Hours
Section 44 of The Public Service Regulations, 1999 provides for the Commission to designate positions that are eligible for compensation for overtime work.

Management Support Occupational Group (MSG)

All MSG employees, including Secretaries to permanent heads, work clerical (office) hours and are eligible for the same overtime rates as their counterparts in SGEU and/or CUPE 600. Like in-scope employees, they are eligible for overtime for hours worked outside of the normal daily hours (these vary depending on whether they work a 5/4 or 5/5 work pattern), or for hours worked on a weekend, a day-off, or a designated holiday. To be eligible for an overtime premium, hours of work must be assigned or formally authorized.

Overtime rates for MSG employees are:
a) Time and one-half for the first four hours and double time thereafter;
b) Double time for all hours worked on an assigned day of rest;
c) Time and one-half for all hours worked on a designated holiday up to the employee's normal hours and double time and one half for all hours worked in excess of the employee's normal hours.

Other Out-of-Scope

Out-of-scope employees, except for MSG, work undefined hours as necessary to accomplish the job assignment. On occasion, work demands necessitate extra hours, and there is a corresponding understanding that these employees may, from time to time balance personal needs when work pressures are less demanding.

A manager may authorize leave with pay, where excessive hours have been worked.

Additional compensation for exceptional hours is not provided to these out-of-scope employees in other than the most exceptional circumstances and must be authorized by the Chair.

Examples where additional remuneration might be authorized (based on past experience*):

  • Where managers were required to work an extended period as a result of job action related to collective bargaining;
  • Working through a particularly difficult forest fire season.

Note: In past circumstances, a number of the extended hours were sometimes discounted and the hours worked were not necessarily paid at other than a "straight time" rate. Such exceptional payments may require approval of Treasury Board.

17. Additional Pay for Stand-by Duties
Section 90 of ThePublic Service Regulations,1999 allows the Commission to authorize an employee to receive a stand-by differential for each eight-hour period, (or portion of an eight-hour period) that an employee is required to be on stand-by.

Stand-by is defined as a period during which an employee is not at work but is assigned to be on call and immediately available to return to work.

While any out-of-scope employee may, from time to time, be required to return to work, on reasonably short notice, the employer recognizes that these situations should be the exception, rather than the norm. (Recognition for excessive hours worked, may be provided as time off in lieu; see Section 15 above.)

Where there is an on-going requirement for an out-of-scope employee to be available for immediate return to work, the Commission may authorize additional pay. Current rates for stand-by are consistent with those provided through the SGEU collective bargaining agreement.

18. Shift Differential
Section 88 of The Public Service Regulations, 1999 allows the Commission to authorize a shift differential for all hours worked between the hours of 6:00 p.m. and 7:00 a.m.

  • Shift differentials typically apply to institutions operating 24 hours a day;
  • A shift differential does not form part of regular salary and is not to be used in calculating overtime rates. 

19. Weekend Premium
Subsection 88.1(1) of The Public Service Regulations, 1999 allows the Commission to authorize a weekend differential for all hours worked between 6:00 p.m. on a Friday and 7 a.m. on a following Monday.

20. Severance
There is no formula for severance payments made to out-of-scope employees. Rather, consideration of any potential liability, as well as the amount of severance, is based on common law principles. (Common law, in general, is a body of law that develops and derives through judicial decisions, as distinguished from legislative enactment.) At common law, an employer has an obligation to provide reasonable notice to an employee, taking into consideration the employee's age, years of service and level within the organization. As well, there may be other factors (e.g. health, personal, location, employability, inducement  to the organization) which a court might take into consideration in settling a claim for damages.

  • On job abolishment the government's practice is to provide out-of-scope employees with an offer of severance, (based on common law principles), that is fair and equitable. All claims are negotiable, and settlements may differ based on the specific facts of a case;
  • There may be situations, other than job abolishment, where the employer is liable for severance. In all cases, legal counsel determines, based on the facts provided, whether severance will be paid;
  • In addition to the severance amount employees are eligible for up to $5000 in Career Assistance. Career Assistance is available immediately upon notice of termination being provided;
  • Severance payments are made pursuant to The Public Service Act, 1998, and The Proceedings Against the Crown Act.

The severance process, for out-of-scope employees, is jointly administered by Compensation and Classification Plan Maintenance, PSC and Civil Law, Ministry of Justice and Attorney General. First contact, in all cases where a liability for severance may exist, is to the Compensation and Classification Plan Maintenance, PSC.

21. Other
There are a number of areas related to out-of-scope compensation which are covered, either in separate policy or where the appropriate section of The Public Service Regulations, 1999 is fully explanatory.

These items are:

​1. Northern District Allowance​Section 85 - The Public Service regulations, 1999
​2. Remuneration for Professional Fees​Section 89 - PS Regulations
​3. Salary on Reallocation​Section 37 - PS Regulations
​4. Salary on reversion on failure of probationary period​Section 26 - PS Regulations
​5. Vacation Leave​Section 48 - 60 - PS Regulations; Section 701-1 Human Resource Manual; Finance and Admin Manual
​6. Sick Leave​Section 61-66 PS Regulations
​7. Insured Benefit Plans​Public Employees benefits Agency (PEBA) web site; Benefit brochures
​8. Worker's Compensation​Section 77 PS Regulations; Section 705 of HR Manual
​9. Variable hours of Work​Section 709 HR Manual
​10. Car Allowances for Senior Officials​Section 602-1 HR Manual
​11. Relocation Allowance​Section 87 PS Regulations; Section 706 HR Manual
12. Scheduled Days Off (SDO) ​Section 1203 HR Manual

Inquiries

For inquiries, please contact the Human Resource Service Centre.

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Section 1202: Policy and Administrative Guidelines for In-Range Salary Adjustments For Management Classification & Compensation Plan (MCP), And Other Out-of-Scope Employees

In-range progression is provided pursuant to The Public Service Regulations, 1999, and the Compensation Policy for Out-of-Scope Employees.

1.      Funding

Effective July 1, 2018, all out-of-scope staff within Executive Government will be eligible for a merit‑based increase.  The funding pool will be established in an amount equal to 3.0% of straight time annual payroll and made available for increases (i.e., "eligible room") which are subject to the maximum of the respective salary ranges.

2.      Normative Distribution
Each ministry's performance rating distribution is expected to generally be within the guidelines established for 2017‑2018, which are based on the normative distribution established by the Conference Board of Canada (published by the Conference Board of Canada every second year):

Year Performance Rating
 

Does Not Meet Requirements

(1)

Meets Some Requirements

(2)

Fully Achieves Expectations

(3)

Exceeds Expectations

(4)

 

Outstanding

(5)

PS 2015-2016.1%5.5%64.3%25.5%4.6%
PS 2016-2017.3%6.2%66.1%23.5%3.9%
Conference Board Norms 2015 2% 7% 61% 25% 5%

Guidelines for

2017-2018

0-2% 2% - 10% 60% - 75% 15% - 28% 2% - 5%
 Combined: max of 10% Combined: max of 30%

 

3.      Performance Ratings

Performance Category

Planning for Success

Numeric

Rating

Performance Adjustment*
Does Not Meet Requirements10%
Meets Some Requirements20%
Developing  (6 to 12 months in new assignment)2up to 1.5%
Fully Achieves Expectations32%
Exceeds Expectations4up to 4 %
Outstanding5up to 6%

*All increases to individual rates are subject to the salary range maximum.

  • As introduced last year, the numeric rating for employees rated Fully Achieves Expectations will receive a 2% increase, while greater amounts will be available for ratings of Exceeds Expectations and Outstanding.
  • The numeric rating "2" provides a differentiation between Meets Some Requirements and Developing performance ratings.  The Developing performance category may be used for employees who are new to their position (6‑12 months in a new assignment).  Employees rated Developing are eligible for an in‑range adjustment up to 1.5%.
  • The in-range progression for any given individual must be within the guidelines for the assigned performance rating.
     

4.      Eligibility

          a) General
          i. To be eligible for an in-range adjustment effective July 1, 2018, an employee must:

  • Have occupied an out-of-scope position [i.e., MCP or other out-of-scope position (including employment as a Ministerial Assistant), having an open salary range] during a portion of the performance review period (April 1, 2017 – March 31, 2018);
  • Be employed in an out-of-scope position on June 30, 2018;
  • Have had his or her performance evaluated for the 2017-2018 performance year;
  • In circumstances where an employee transfers from one ministry to another ministry mid‑year, or transfers within a ministry to a different division or branch, the employee's manager at the end of the fiscal year is responsible to ensure a performance rating is provided.  In situations where the employee spent the majority of the year in their previous role, it may be necessary to collaborate with the employee's previous manager to complete the performance review and rating for the fiscal year.  However, there should be only one rating provided per employee

    Note:     The eligible group includes permanent and non-permanent employees as well as employees who are on secondment to another ministry/agency/employer.  Additional guidance is available under Section 1201: Compensation Policies Out-of-Scope Employees; 10. Salary on Temporary Reclassification Employees.  Note the following statement from this section:

             "In‑range progression on a temporary assignment would typically be provided only where an employee has performed those duties for a significant period of time (e.g., 9 – 12 months)."

         ii. Employees are not eligible for an in-range adjustment under these guidelines if:

  • Their salaries are at range maximum;
  • They did not occupy an out-of-scope position with an open salary range (MCP or other) in the 2017‑2018 performance year;
  • They are in-scope temporarily assigned out-of-scope duties (in this case they are eligible for an increment on their anniversary date under the terms of the SGEU collective bargaining agreement);
  • They were appointed to, or promoted into an out-of-scope position with an open range after March 31, 2018, but had not been employed in an out-of-scope position during the performance year;
  • They are in-scope temporarily assigned (or temporarily reclassified) out‑of‑scope duties during the performance year, and become a permanent out‑of‑scope employee after March 31st.

     b) Salary Supplements

Salary supplements will be adjusted, as appropriate, in accordance with the terms and conditions of the supplement and will be administered by the Public Service Commission.  Adjustments to salary supplements are communicated to ministries by memorandum and ministries will advise the employee.

             c) Temporary Reclassification

Section 36(4) of The Public Service Regulations, 1999, allows an out‑of‑scope employee on temporary reclassification to receive in‑range progression in the higher classification if they have reached the maximum of the home class and where they would have been eligible for an in‑range adjustment if the employee's home position had been reclassified permanently.

Such an adjustment is cumulative and becomes part of base salary for purposes of calculating a promotion, should the employee be promoted from the temporarily reclassified position.

 In-range adjustment is applied to the temporary reclassification range and re-applied to the home class to the extent there is room available when the temporary reclassification ends.

               d) Red Circled Employees
Employees with red-circled ranges are eligible for in-range progression within their red‑circled range.

               e) Employees on Leave of Absence

  • Employees on definite leave of absence from an out-of-scope position to accept a temporary assignment out-of-scope will appear twice on the spreadsheets, once on DLOA and once as an active employee.  These employees should be rated in their active assignment.
  • Out-of-scope employees who were on definite leave of absence for part of the performance review period, but had returned from leave not later than June 30, 2018, are eligible for the full amount of in-range adjustment (employees who are on definite leave of absence on June 30, 2018, become eligible upon their return from leave).
  • Out-of-scope employees who were on definite leave of absence for the entire performance review period are not eligible for in-range adjustment and will not be included on the database. 

                 f) Variable Hours
Employees who work variable hours are eligible for the full amount of in-range adjustment.

5.      Approval of Ministry Pay Plans

Individual ministry pay plans represent a recommendation to the Public Service Commission and are subject to approval.  Ministries must meet 2 conditions for approval:

i) Be within the dollar allocation provided;

ii) Be within the normative distribution or have approval from the Deputy Minister to the Premier for an exception (there may be some deviation from the norms allowed for smaller agencies).

Note:     The HR Business Partner Team is responsible for obtaining Permanent Head agreement for the recommended pay-plan prior to submission.  Prior to submission of the pay plan by the ministry it is expected that the Permanent Head will have been informed of the extent to which the dollar allocation is used as well as the rating distribution within the ministry, relative to the Conference Board norms. 

6.      In-Range Salary Adjustment Effective Date

In-range progression will be based on and applied to the June 30, 2018, home position salary (except in the case of a temporary reclassification), exclusive of salary supplement(s).  The applicable salary increase is effective July 1, 2018.

In the event that there are multiple salary transactions effective the same date, the changes are applied in the following order:

  1. In-Range Adjustment

  2. Promotion/Demotion/Transfer/Reclassification

Timelines

Date Action
May 9, 2018Worksheets distributed to HR Business Partner Teams.
June 14, 2018Deadline for returning completed worksheets to Total Rewards Branch to sandra.burrows@gov.sk.ca and brenda.symonds@gov.sk.ca.
June 29, 2018Total Rewards Branch forwards approved pay plans to HR Business Partner Teams to share with their client ministries (approved salary supplements will follow, approximately mid‑July).
July 31, 2018Monthly employees receive applicable in-range salary adjustments effective July 1, 2018, on their July 31st pay cheques (provided plans have been received and approved on time).

Assistance

For questions on policy guidelines, passwords or working with the Excel worksheets, contact Sandra Burrows at (306) 347-8789, or Brenda Symonds at (306) 347‑8788.

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Section 1203: Carry-over and Payout Provisions - Vacation Leave, Scheduled Days Off (SDOs) and Earned Days Off (EDOs)

Date issued: 01/02/2009
Revision date: 10/02/2017

Purpose

To outline paid leave entitlements and provisions for carry-over and payouts for out-of-scope employees.

Policy

Annual leave is important to employee wellness, productivity and maintenance of a healthy work/life balance.

The employer:

  • Encourages the scheduling of work assignments to enable employees, to the extent possible, to take vacation leave, SDOs and banked EDOs in the period of their choice;
  • Encourages employees to use paid leave during the fiscal year in which it is earned;
  • Expects managers to promote active use of full annual leave entitlements by establishing plans with their staff;
  • May direct employees to use paid leave in excess of allowable carry-over provisions;
  • May direct the payout of previous year's accumulations and determine the amount to be paid out in the absence of an employee request for payout; and
  • Will pay out accumulation of vacation leave and SDOs or banked EDOs beyond the established carry-over thresholds.

Approvals Required

Permanent head or designate approves:

  • The scheduling of vacation leave, SDOs and banked EDOs prior to commencing leave;
  • Carry-over requests; and
  • Payout requests.

Principles

  • Provides out-of-scope employees with the opportunity for revitalization through the taking of paid leave and access to carry over and payout options;
  • Provides operational flexibility in recognition that there will be times when the full leave entitlement may not be able to be taken;
  • Provides a fiscally responsible approach to carry-over accumulation and payout.

Vacation Entitlements

The annual fiscal year entitlement for vacation leave is as follows:

​Years of Service

​Vacation Entitlement

​Up to 8

​3 weeks

​8 to 14

​4 weeks

​15 to 22

​5 weeks

​22 or more

​6 weeks

Note: Employees who complete one year of service and who work in the Northern Saskatchewan Administrative District are entitled to one extra week of vacation (Special Northern Leave).

Note: Employees will be eligible for vacation leave entitlements based on eligible service as outlined in The Public Service Regulations, 1999, section 47.1 (see Appendix A).

SDO Entitlements

Permanent and non-permanent employees who work undefined hours on  a full-time basis are eligible for 12 SDOs per fiscal year.

Permanent employees who work undefined hours on a variable hours basis are eligible for SDOs on a pro-rated basis.

Non-permanent employees who work less than full-time hours and who are paid bi-weekly based on hours worked do not receive SDO entitlements. The hourly rate includes compensation for SDOs.

Employees who work defined hours (i.e., administrative support who work a 36 hour week) are eligible for 26 unpaid EDOs per year and are not eligible for SDOs. Employees who are provided EDOs are allowed to bank a maximum of five (5) EDOs per fiscal year.

Carry-over Provisions

Employees may carry-over vacation leave and SDOs or banked EDOs to a combined maximum allowable bank as follows:

​Fiscal Year

​Maximum Allowable Carry-over

​2016-17

​40 days

​2017-18

​30 days

​2018-19

​20 days

​2019-20

​15 days

Note: In the event of prolonged illness, a permanent head may approve exceptions to the carry-over limit. The Human Resource Service Centre (HRSC) must receive the approval on or before April 15 to prevent automatic payout of the carry-over in excess of the maximum allowable limit (see Payout of Carry-over section below).

Payout of Carry-over

Permanent heads may authorize an employee's request for payout of vacation leave, SDOs or banked EDOs carried over from the previous fiscal year at any time (minimum of 10 days per request or payout of total carry-over balance if less than 10 days). Please see attached form.
Carry-over in excess of maximum allowable limits (see Carry-over Provisions section above) will be paid out automatically in the first quarter of the new fiscal year.

Payout Upon Retirement

Payout of Carry-over
Effective April 1, 2017, retiring employees are to be paid out any unused entitlements (vacation leave, SDO, EDO, and time in lieu) and the carry-over balance of all entitlements accumulated to the date of retirement.

Payout of Retirement Entitlement 
Effective April 1, 2017, to comply with section 56 of The Public Service Regulations, 1999, employees leaving the public service on retirement with 35 or more years of service are to receive pay in lieu for any unused portion of their full vacation entitlement for the year of retirement.

Application

All non-unionized employees appointed under The Public Service Act, 1998.

Authority

The Public Service Regulations, 1999, sections 47.1 and 56
The Saskatchewan Employment Act, section 2-27(2).

Inquiries

For inquiries, please contact the Human Resource Service Centre.

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Section 1204: Phased-In Retirement Guidelines for Out-of-Scope Employees

Date issued: 26/06/2003
Revision date: 01/10/2013

Purpose

To provide management with a framework for the use of existing employment/retirement mechanisms to:

1) Enhance retention of selected out-of-scope employees nearing retirement who desire a period of time to adjust their work patterns, finances and lifestyle, in circumstances where:

a) An occupation is in short supply;

b) it is in the employer's interest to delay full time retirement to retain corporate memory and/or provide greater time for development of replacement expertise;

c) it is deemed, for other reasons, to be in the employer's interest to do so.

2) Use post-retirement employment in similar circumstances.

Definition

Phased-in retirement involves some form of less than full-time employment with or without partial or full income from pension.

Guidelines

The employer will give consideration and may, at its discretion, provide approval for the use of existing employment/retirement mechanisms [eg., definite leave of absence, reduced hours of work, less than full-time employment, public sector pension plans (PSSP and PEPP)] as follows:

a) On a pre-retirement basis:
- Reduction of hours worked on a daily, weekly, monthly or annual basis;
- After age 50 and within five years of the anticipated date of retirement; and

b) Rehiring on a post-retirement basis (excluding those individuals who had accepted an early retirement benefit).

Approvals would be subject to operational requirements and restricted to the following circumstances:

  • The position is out-of-scope;
  • Where the occupation is in short supply; or
  • Where it is in the employer's interest to delay full time retirement to retain corporate memory and/or provide greater time for development of replacement expertise; or
  • Where for other reasons, subject to the approval of the Chair, Public Service Commission, it is determined to be in the employer's interest.

The employer cannot commit, in advance of retirement, to post-retirement employment, nor provide financial counsel to employees.
Where a retired individual who is in receipt of pension benefits under The Public Service Superannuation Act (old plan) is appointed post retirement, the ministry appointing that individual must advise the Public Service Superannuation Board, in writing, on the date of that appointment.

Out-of-scope participation in PEPP is mandatory. As federal pension legislation prohibits contribution to a pension plan beyond age 69, pension contributions by both the employer and the employee shall cease when the employee turns 69.

Authorities

Definite Leaves of Absence:
Public Service Regulations, Section 67(1)
Reduced Hours of Work:
Human Resource Manual, Policy 709 (Out-of-scope)
Staffing Provisions:
Public Service Regulations, Part III, Division 3 
Pension Provisions:
The Public Employees Pension Plan Act
The Public Service Superannuation Act
The Superannuation (Supplementary Provisions) Act
Public Service Regulations, Section 92
Other:
The Freedom of Information and Protection of Privacy Act

Appendices

Appendix A: Options and Primary Pension Implications
Appendix B: Summary of Benefit Implications - Selected Benefits O/S
Appendix C: Summary of Specific Employment and Pension Plan Information Relating to Phased-In Retirement 

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Section 1205: Out-of-Scope Employees Flexible Benefit Account Program

Revision date: 05/04/2017

To promote the physical fitness of out-of-scope employees of Executive Government by encouraging physical activities that have been shown to improve wellness, contribute to reduced absenteeism and reduce the cost of health benefits.

To encourage long-term financial planning through financial advice and/or enhanced retirement savings.

To enhance youth recruitment and retention, through reduction of student loan costs and encouraging family wellness.

Amount of Benefit

Out-of-scope employees are eligible for a flexible benefit in the following amount per full-time employee per fiscal year:
2016/2017=$825
2017/2018=$825
2018/2019=$825
This amount will be adjusted annually by the amount of the general wage increase.

Eligibility

Full-time employees (permanent full-time, probationary, employees on variable hours and term)
Full-time employees will become eligible for the full amount of the flexible benefit in the fiscal year in which they complete six months of service.

Less than full-time employees (part-time employees)
Less than full-time employees on staff April 1 and who have completed six months of service will be eligible for a prorated portion of the flexible benefit based on their time worked in the previous fiscal year.

For example, a part-time employee who worked 60% in the previous fiscal year would receive 60% of the benefits.

Less than full-time employees who become eligible after April 1 will receive a prorated portion of the flexible benefit after completion of six months of service, based on the previous six months of service. For example, a part-time employee or employee hired May 1 working 60% would receive 60% of the benefit following completion of the waiting period.

Employees who change employment status from less than full-time to full-time will be eligible for 100% of the flexible benefit (upon becoming eligible).

Employees who take a Definite Leave of Absence
Employees who take a definite leave of absence of six months or less in the fiscal year will be eligible for the full amount of the flexible benefit in that fiscal year.

Employees who take a definite leave of absence of greater than six months in the fiscal year will be eligible for a prorated portion of the flexible benefit (allocated benefit dollars reduced by 1/12th for each full calendar month not worked) in that fiscal year. For example, an employee who takes a definite leave of absence for eight months starting May 3 and returning January 3 would be eligible for 5/12ths of the flexible benefit because they would have worked all of April, part of May and January, all of February, and all of March.

Employees not eligible
If the employee does not complete the six months of service in that fiscal year, no benefit will be provided to the employee for that fiscal year; i.e. employees hired after October 1 will not be eligible for a benefit in that fiscal year.

In-scope employees and in-scope employees on temporary reclassification of TAHD to an out-of-scope assignment  are not eligible.

Enrollment

All employees will be required to complete an enrollment form in order to be eligible for the flexible benefit account. Employees who do not complete an enrollment form will not be eligible to access the flexible benefit account until the form is completed and submitted. If the enrollment form is not completed by February 28 of the fiscal year, the benefit is lost for that fiscal year. (Please note that an enrollment form is only required once, not each year).

Application

The flexible benefit will be administered as a reimbursement (receipts required) to offset the costs associated with:

  • Activities that promote physical fitness, strength, mobility and/or balance (fees and/or equipment;)
  • Fitness counselling;
  • Financial advice;
  • Payment of student loans.

Guideline: Registration fees for programs contributing to fitness should be for a minimum of six weeks of duration.)

Employees are eligible to claim reimbursement for fees for themselves or for fees associated with family membership or family registration.
The flexible benefit can also be directed as a contribution at any time in the fiscal year towards:

  • PEPP; or
  • An RRSP, accompanied by a receipt.

Funds allocated to PEPP will not be matched by the employer.

Employees are responsible to ensure that their personal RRSP contribution and PEPP contributions do not exceed annual maximum allowable deduction amounts in a calendar year.

Unused amounts of the flexible benefit less than $10 will be forfeited; unused amounts as of February 28 each year are to be authorized by the employee to be directed to PEPP as part of the enrollment process.

As of January 31 of each fiscal year, employees will be advised by their Human Resource Branch, as to the outstanding balance.

Employees who terminate prior to March 31 of a fiscal year will have their allocated benefit dollars reduced by 1/12th for each full calendar month not worked. For example, if an employee terminates January 14, their allocated benefit dollars would be reduced by 2/12ths due to the fact they would have two full calendar months not worked in that fiscal year. Any amount owed to the employer will be deducted from their final pay cheque; unused amounts will be paid out.

Submission of Claims 

It is intended that claims made under this program be at arms-length from other public servants and/or family members. No claims should be filed seeking reimbursement based on receipts issued by another public servant, his or her immediate family member nor the employee’s immediate family member. Claims must be made on the prescribed form, accompanied by an itemized receipt. 

Employees may submit claims dating back to April 1 in the year in which they become eligible, but not prior to their date of employment and not prior to October 1, 2007.

To offset the cost of a student loan or contribution to an RRSP, a receipt showing the payment must be attached to the claim form and specific direction provided as to the amount of money to be reimbursed.

To direct funds to PEPP, a claim form is to be completed and the section specifically identified for the PEPP contribution must be completed.
Employees are encouraged to accumulate and submit claims when the total reaches $100.00 or more.

A receipt for an item may only be submitted once. For example, if you purchase a $2000 item, you cannot claim a portion this year and the remainder the next year for the same item.

Claims for reimbursement received between March 1 and March 31 are not eligible for reimbursement in March. A receipt for an item purchased from October 1 to March 31 may be submitted for reimbursement in the next fiscal year. Employees who become eligible for the flexible benefit in March will have the full amount for which there are eligible in that year directed to PEPP.

Tracking of Employee Claims and Eligibility

Ministries are required to determine employee eligibility, date eligible and amount eligible in each fiscal year, amounts reimbursed and outstanding balance on an ongoing basis.

Eligible/Ineligible Equipment and Activities

Examples of equipment and activities that will and will not be considered for reimbursement are available here. This list will be updated from time to time.  

Authority

Public Service Regulation 89.1.

Interpretation

Interpretations of employee eligibility or any application of this program rests with the Compensation Branch, PSC.

An Advisory Committee of Human Resource Branch Directors will assist the Compensation Branch, PSC, in responding to queries regarding eligibility of claims where there is uncertainty.

Other

Note: Claims will be taxable and will be reflected on your T4.

Reimbursement for an RRSP or for financial planning related to retirement, for example, will be taxed at source. However, you will be able to claim this as a deduction on your personal tax return. For payments to PEPP, the flexible benefit payment will be processed at the same time as the voluntary contribution; therefore, there will be no impact on the income tax owing.

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If you have any questions or require more information please contact:

HR Service Centre

hrsc@gov.sk.ca

Phone: 1-877-852-5808 or 306-798-0000

Fax: 1-877-852-9219 or 306-798-9966

HR Service Centre Fax Cover Sheet

2100 Broad Street, Regina, SK, S4P 1Y5

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