Permanent Additional Duties

Permanent salary increases may be justifiable when the work has permanently changed for a position, but the change does not require a change in job profile (reclassification). This often happens because of a redistribution of work or an organizational change that increases the accountability of a specific position.

Permanent Additional Duties Requests

1. Gather all the following information before proceeding with the permanent additional duty request:

   1. Current job responsibilities (max of 8), with percentages (minimum of 5% per job responsibility).

   2. Proposed job responsibilities (max of 8), with percentages (minimum of 5% per job responsibility). Highlight the changes in job responsibilities. Changes must be significant enough to justify the permanent additional duties pay.

   3. Employee’s hire date and length of time they have been in their current position.

   4. Current and proposed annual salary. Please state the date and percentage of employees’ last salary increase.

   5. Please confirm with your unit financial contact that funding is available to support the salary increase.

2. Submit the Permanent Additional Duties request form.

   1. Fill out the form

   2. Get the appropriate approvals:

• Academic departments require approval from the Chair, HR Director, CBO.

• Dean’s Office requires approval from the department head, Dr. Beth Maloch - Senior Associate Dean, HR Director, and CBO.

• Centers require approvals from the Center’s Executive Director, Dr. Alex Loukas –Associate Dean for Research and Graduate Studies, and HR Director.

• Schools – UT High School, Charter and Elementary School require approval from the Executive Director, Dr. Victor Saenz, Associate Dean for Student Success, Community Engagement, and Administration, and HR Director

3. Permanent Additional Duties pay requests must be submitted for review and approval in the Box Folder. Send a follow up email to COE-HR@austin.utexas.edu to let them know you have uploaded to the folder. Submission period is from February 1 – April 30. The deadline for submission is April 30^th each year. All approved permanent additional duty pay requests are effective September 1. Submitting a request does not guarantee approval.

4. Do not communicate any changes with your employee unless the salary increase is final approved by the Dean.

5. Once approved, the unit will then process the salary adjustment in Workday. 

HR Partners should:

• Ensure the compensation matches the information on the approved request.

• Upload the Permanent Additional Duties request and any relevant supporting documentation to the Request Compensation BP in Workday.  Include comment: “See attached SAR request form/supporting documentation”.

• If you plan to permanently change an employee’s job duties via the Edit Position Restrictions BP, please note – the update will overwrite current job duties, thus you will lose the historical job duty information.  It is highly recommended to save a copy of prior job duties in the employee's personnel file for future reference.