Pay Adjustment Requests: What Managers Should Expect – Employee and Payroll Services

Overview:
This article provides guidance for managers on the process of requesting pay adjustments for their direct reports, including what information is needed, the review process, and typical timelines.

What is a Pay Adjustment?

A pay adjustment is a change made to an employee’s base salary, reflecting factors such as performance, increased responsibilities, market competitiveness, or internal equity.

When to Submit a Pay Adjustment Request

Managers may consider requesting a pay adjustment in the following situations:

An employee has demonstrated consistently outstanding performance beyond current compensation.
Additional responsibilities or duties have been assigned to the employee.
Market salary data indicates the employee’s pay is below the competitive range.
Internal salary equity adjustments are needed to align with company standards.

How to Submit a Pay Adjustment Request

Prepare Documentation:
- Provide a clear justification summarizing the employee’s contributions, achievements, and any changes in role or responsibilities.
- Include any relevant market salary data or benchmarking information, if available.
Complete the Pay Adjustment Form:
Access the internal HR portal to complete the Pay Adjustment Request form and upload supporting documents.
Submit the Request:
Submit the request to the HR Compensation team for review.

What Happens After Submission?

Initial Review: HR Compensation will review the request to ensure all required information is complete and aligned with company policies.
Market Analysis: HR may conduct salary benchmarking to confirm competitiveness.
Approval Process: The request will be reviewed by the appropriate stakeholders, which may include the manager’s leadership and finance team.
Communication: The manager will receive confirmation of the decision and any next steps via email.
Implementation: If approved, the pay adjustment will be processed and reflected in the employee’s next payroll cycle.

Typical Timelines

The complete review and approval process usually takes 2-4 weeks from the date of submission.
Please plan accordingly and notify the employee only after formal approval is received.

Important Notes for Managers

Pay adjustments are not guaranteed and are subject to budget availability and company policies.
Ensure requests are fair, justified, and compliant with legal and company standards.
Confidentiality of compensation information must be maintained at all times.