Academic Division Merit Process 2021

Academic Merit Process 2021 for Managers & Delegates


The University of Virginia encourages the recognition of strong performance and achievement through the use of merit pay increases. Across Grounds, the University utilizes various merit programs tailored to the individual business needs of our schools, units, or departments.

The University has approved merit increases for Academic Division University Staff, Classified Staff, PRS, and A&P Faculty. This webpage provides important information for Academic Managers, Delegates and Leaders who are involved in the merit process on how to implement merit this year. Please review the sections below for guidelines, key dates, webinar training sessions, and necessary action steps.

We will keep this page updated with need-to-know information. If you have questions, please reach out to the HR Solution Center by email at AskHR@virginia.edu or by phone at 434.243.3344.

Merit Process

The 2021 merit payment process will use the following methods:

  • University Staff, PRS, and A&P Faculty will be completed in Workday.
  • For eligible Classified Staff, an across-the-board 5% salary increase will be centrally processed by UVA HR.
  • T&R Faculty will be processed using an Excel Workbook via Sharepoint.
  • T&R Faculty (SOM) will be completed in Anaplan.
Faculty Salary Memo to Deans Merit Guidelines - University Staff, Classified Staff, A&P Faculty, and PRS Merit Guide & Instructions - T&R Faculty

Manager/Merit Delegate Action Items

  1. Review this webpage thoroughly, which provides everything you need to know about the merit process.  
  2. Attend a live Workday Merit Training webinar between May 21 and June 3 (optional). 
  3. Details and local process for merit pools will be managed and communicated by your school/unit leadership. Consult with your HR Business Partner and/or Dean/senior leader about merit increase planning. 
  4. See the Workday Inbox action item for merit planning; “favorite” these items so you can find them easily again.
  5. Begin the merit increase process in Workday for University Staff, PRS, and A&P Faculty direct reports on May 21 or later. 
  6. Finalize all University Staff, PRS, and A&P Faculty merit plans for your direct reports by June 25. 
  7. Share salary increases with your direct reports after the effective date. Salary increases are effective: 
    1. June 10 for Classified Staff (Classified Staff effective date is in the middle of a pay period; Workday will automatically prorate the increase based on the June 10 date.)
    2. July 5 for University Staff 
    3. July 25 for A&P Faculty, 12-Month T&R Faculty, and PRS 
    4. August 25 for Non-12-Month T&R Faculty 

What's New This Year

Here's what to expect for 2021:

  • New Functionality in Workday

    • The merit plans are combined for exempt and non-exempt staff.
    • Hourly or salaried equivalents for staff are outlined in the merit grids.
    • Improved reporting allows leaders to report on multiple merit processes in the same report (report name:  Merit Process - Employee Details - Shared Participation - UVA - Combined Plans).
    • Pay increases not related to merit may be entered at the time of merit via Additional Adjustment functionality.
    • Professional Research Staff is now included in the Workday merit process.
    • A&P Faculty and PRS are in a combined merit plan to account for a different merit increase timeline.
    • Merit delegates can now see the pay range minimums and maximums. 
    • There is no defaulting of merit percentages / amounts based on ratings.  Managers can use the Autofill button to populate the merit increases, if needed.
    • There is a Total % Increase indicator on the side panel to show the combined percentage for merit, additional adjustment, and bonus.
  • Program Launch

    • When the merit program is launched by HR, you will receive a task in your Workday inbox.
    • Some managers may receive more than one task due to there being multiple merit plans in Workday (see next item below).
    • "Favorite" this inbox task so you can find it easily later.
  • Multiple Merit Plans

    Due to different configuration needs, there are four unique merit plans in Workday. For this reason, some managers will receive more than one merit plan notification. Separate plans have been created for the following groups

    • University Staff
    • Professional Research Staff and A&P Faculty
    • School of Medicine – University Staff
    • School of Medicine – Professional Research Staff and A&P Faculty

Timeline

Read through the following key dates.

  • Important Merit Effective Dates

    Employee Type

    Effective Date

    Check Date

    Classified Staff

    June 10, 2021*

    June 25, 2021

    University Staff

    July 5, 2021

    July 23, 2021

    A&P Faculty, 12-Month T&R Faculty & PRS

    July 25, 2021

    September 1, 2021

    Non-12 Month T&R Faculty

    August 25, 2021

    October 1, 2021

    Medical Center & University Physicians Group Staff**

    September 19, 2021

    October 8, 2021

    *Classified Staff effective date is in the middle of a pay period; Workday will automatically prorate the increase based on the June 10 date.

    **Included in timeline as some divisions may have a combination of employees from Academic Division, Medical Center, or UPG. 

  • Program Timeline

    UStaff/Classified/A&P Faculty/PRS/T&R Faculty

    Dates

    University Staff/Classified/A&P Faculty/PRS/T&R Faculty

    May 21

    Merit Process opens in Workday Manager Self-Service for University Staff, PRS and A&P Faculty.

    May 24 – July 4

    Soft freeze on non-competitive salary increases – work with your HRBP/Compensation on non-competitive increases to ensure the merit grids update.

    May 28

    UVA HR distributes Faculty merit workbooks.

    June 10

    Classified Staff pay increases effective date.*

    By June 25

    Leaders and/or Delegates finalize University Staff, PRS, and A&P Faculty merit plans in Workday.

    By July 1

    Submit finalized Faculty merit workbooks to Provost Office.

    July 5

    University Staff pay increases effective date.

    July 21

    Updated salary visible in Workday for University Staff.

    By July 23

    Provost’s Office will provide feedback directly to schools for Faculty.

    July 25

    A&P Faculty, 12-Month T&R Faculty, and PRS increases effective date.

    August 25

    Non-12-Month T&R Faculty pay increases effective date.

    August 30 Updated salary visible in Workday for A&P Faculty, 12-Month T&R Faculty, and PRS.
    September 19 Medical Center & University Physicians Group Staff increases effective date.**

    *Classified Staff effective date is in the middle of a pay period; Workday will automatically prorate the increase based on the June 10 date.

    **Included in timeline as some divisions may have a combination of employees from Academic Division, Medical Center, or UPG.

Workday Merit Training

Take the Workday Merit Training Webinar for Managers and Delegates, which includes the virtual merit session (multiple live webinars to choose from between May 21 and June 2), and merit guidelines. Or take the Digital Self-Guided Course in Workday Learning.

Register for a Webinar for Managers and Delegates Take the Digital Self-Guided Course in Workday Learning Merit Job Aid (step-by-step instructions)

Guidelines

Read through the Merit Guidelines, which provide an overview of the University of Virginia Merit Program. The first set of guidelines applies to University Staff, Classified Staff and A&P Faculty.

Specific emphasis is given to the new Workday Merit Program functionality.

Merit Guidelines - University Staff, Classified Staff, A&P Faculty, and PRS Merit Guide & Instructions - T&R Faculty

Frequently Asked Questions

Please refer to the frequently asked questions below, grouped by topic.

FAQs - Merit Allocation

  • How should we approach making a determination?

    For University Staff, A&P Faculty and Professional Research Staff, the merit plan is designed to enhance strategic decision-making. Details and local process for merit pools will be managed by your school/unit leadership. Your HR Business Partner is a great resource for these discussions. 

    This year’s merit process allows each school and unit flexibility and local discretion in crafting allocation approaches for how merit increases are awarded. Schools and units may elect to use a portion of the salary increase pool for special adjustments, including retention, equity, compression, bonuses, and other critical personnel actions.  

    Schools and units may recommend a different pool percentage based on budget. Should school leadership have budgetary limitations requiring a merit pool different from what is reflected above, any changes must be made in consultation with the Office of the Provost or respective Executive Vice President.

FAQs - Eligibility

FAQs - Exceptions

FAQs - Funding

FAQs - Merit Delegates

FAQs - Classified Staff

FAQs - Retiring or Resigning Employees

FAQs - Communications