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CITY OF SPRINGFIELD, MA

DEPARTMENT OF HUMAN RESOURCES


MERIT PAY PLAN GUIDELINES
July 16, 2014
As was discussed at a recent meeting with the Mayor and CAFO on June 17, 2014 Department Heads
have a cost pool allocation included within their FY 15 budget for non-union employees. This cost pool
allocation is separate from the 2% cola being granted to non-union employees in FY 15. This cost pool
allocation is designed to be a merit based award to your most outstanding employees in FY 14.

The Human Resources Department issues the following guidelines for this merit based award.

1. Department Heads are limited to the amount of money in their cost pool, other
considerations may be made depending on justifications.
2. Employees who have had meritorious service are eligible for these awards. These are your most
outstanding employees. The award is not designed to be simply divided up amongst all non-
union staff.
3. Employee attendance should be reviewed for FY 14. If an employee has more than four
occasions of sick leave use they should not be included in the cost pool award, unless there are
exigent circumstances.
4. If an employee was subject to disciplinary action in FY 14 they are not eligible for this cost pool
award.
5. If an employee has less than one year of experience in their current title they are not eligible for
this benefit.
6. If an employee has had a compensation change approved in FY 13 or FY 14 for their current
position they may not be eligible for this benefit.
7. An employees award cannot put them over the maximum amount for their pay grade. In the
case of an employee who is recommended for an award who is at maximum the award will be a
bonus and will not be added to base salary. If an employee is near maximum, the award can be
used to reach the maximum pay for the grade and any surplus award can be a bonus.
8. Funding for merit raises for grant employees will be reviewed first by looking at the grant if the
grant can sustain the increase and second, the possible use of general fund monies. The
department must demonstrate why the grant cannot cover the cost and why they cannot seek
an amendment to the grant.
9. Department Heads should forward their recommendation for a merit award to the Director of
HR/LR. The recommendation will be reviewed by a Committee which consists of the CAFO,
Mayors Chief of Staff and the HR/LR Director.
10. The recommendation must include the following information: number of occasions of sick leave
utilized in FY 14 and an explanation of exigent circumstances if over 4, a statement indicating
that there was no compensation change approved for the employee in FY 13 or 14, and a
statement that no disciplinary action was imposed in FY 14.
11. The Department head should include his/her recommended amount for an award and the
requested effective date.( N.B. the award is not retroactive.)
12. Finally, (and most importantly) a statement from the Department Head explaining how the
employee is amongst your best employees and your reasoning for recommending the employee.
This should include specific examples of how this employee provides exceptional government
service, how this employee models a positive work ethic for co-workers, how this employee
anticipates and resolves challenges, how this employee makes the City a better place to work,
live and recreate, etc. The recommendation must clearly demonstrate that this employees
contributions to City government have an overall exceptional impact.
13. Employees should not be told that they have been recommended for this merit award as the
final decision rests with the Committee referenced above.
14. The Committee will notify the Department Head of its decision so the Department head can
then notify the employee of their award (if approved).

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