Human Resource Center
Human Resource Center
 Employee Resources
 Frequently Asked Questions - Pay and Classification Minimize
  1. What is reallocation?
  2. What’s an individual position audit?
  3. How can I request an audit of my position?
  4. How long do I need to work on my new work assignments before the Appointing Authority can submit an individual audit request of my position?
  5. What is involved in the individual position audit process and how long does it take?
  6. What are the potential outcomes of an individual position audit?
  7. Do I need to meet the minimum qualifications of the new class when my position is reallocated?
  8. What’s the effective date of an individual position audit?
  9. What happens if I am not satisfied with my position audit results?
  10. Should my PEP reflect the new duties I’ve been assigned before my position can be considered for reallocation?
  11. Do I receive a pay increase upon reallocation to a new classification?
  12. What does working out of class mean?
  13. What’s the difference between promotion and reallocation?
  14. What is a Classification Maintenance study?
  15. What is the effective date of the changes made in a Classification Maintenance study?
  16. What is a Progressive Class Series audit?
  17. What’s the effective date for a Progressive Class Series audit?
  18. How will a reallocation affect my pay as a result of a progressive class series audit?

1. What is reallocation?

Reallocation is the formal process of assigning an existing position to its proper class on the basis of duties performed and the responsibilities exercised. Reallocation is not a substitute for a pay raise, not tied to your performance, not used to reward you for length of service with the City and not based on volume of work.

2. What’s an individual position audit?

An individual position audit is a fact finding investigation of the work performed by an employee in a given position. It includes a review of the work processes, materials processed, actions taken, tools used, supervision exercised and received, all for the purpose of analyzing the type and level of duties and responsibilities assigned to the position.  

3. How can I request an audit of my position?

You can request an audit by asking your supervisor, completing the Request for Classification Consideration form, and obtaining approval from your appointing authority. An audit request should occur when there has been:

  1. A significant change in the type or level of duties and responsibilities;
  2. A reorganization affecting a number of employees, which may involve significant additions or new equipment, or substantial changes in methods or procedures; or
  3. A maintenance study resulting in changed classification specifications.

An employee may petition the Appointing Authority’s denial decision for the purpose of asking for reconsideration. A copy of the petition may be sent to the OHR Executive Director.   

4. How long do I need to work on my new work assignments before the Appointing Authority can submit an individual audit request of my position?

OHR prefers that the employee has performed the new job duties for at least 90 days. This is to ensure that the employee is familiar enough with the new job duties to describe them well during the audit process.  It is also to ensure that the changes in the duties are permanent in nature.

5. What is involved in the individual position audit process and how long does it take?

To initiate an individual position audit, a Request for Classification Consideration form must be completed by the supervisor and/or employee. The required documents outlined on the classification consideration form must also be attached to the request form. The form requires the approval of the supervisor, and the appointing authority. Once the paperwork is received by OHR it will be reviewed for completeness, logged in and assigned to an analyst.

Incomplete paperwork will be returned to the requesting agency. The incumbent, supervisor, and appointing authority and HR representative (if applicable) will be notified of the analyst assigned to perform the audit. The analyst will be in contact with the stakeholders throughout the audit process. The maximum time allocated to complete an individual audit is 70 days depending on the level of complexity, and the number of interviews required to complete the audit.  

6. What are the potential outcomes of an individual position audit?

As a result of an individual position audit there may be four potential outcomes.

1.    No change to the position’s classification,

2.    The position may be reallocated to a classification at the same pay grade in a different occupational area.

3.    The position may be upgraded to a higher classification, or

4.    The position may be downgraded to a lower classification. 

7.  Do I need to meet the minimum qualifications of the new class when my position is reallocated?

Yes, an employee whose position is reallocated must meet the minimum qualifications of education, experience, and licensure/certification requirements of the new classification.

8.  What’s the effective date of an individual position audit?

If a position is to be reallocated as a result of an individual position audit, the effective date shall be the date of the first pay period following the approved classification decision by the OHR Peer Review group. 

9.  What happens if I am not satisfied with my position audit results?

An employee may ask the Appointing Authority to request an administrative review. An Appointing Authority may ask the OHR Executive Director for review of a classification decision within (10) calendar days of the date of notice of the audit results. The OHR Executive Director, or his/her designee, shall review the decision and provide a response to the Appointing Authority. The OHR Executive Director’s decision is final.  

10.  Should my PEP reflect the new duties I have been assigned before my position can be considered for reallocation?

Yes, position audits are based on permanently assigned duties. A PEP plan should outline duties and responsibilities permanently assigned to a position which would support the appointing authority’s request to audit a position. 

11.  Do I receive a pay increase upon reallocation to a new classification?

When a position is reallocated to another class, the incumbent’s pay shall be set at a pay that is closest to the employee’s existing rate of pay without losing pay.

If the reallocation results in the employee’s pay being over the pay range of the new class, the employee’s pay shall remain at the employee’s existing rate of pay until such time that either 1) the employee changes positions, or 2) the pay range of the new class catches up to the employee’s rate of pay when the pay range is adjusted.  

12.  What does working out of class mean?

An appointing authority may temporarily assign the duties of a vacant position in a higher level classification to an employee in a lower level classification for a period of one year. Assignments for periods longer than one year require the approval of the Executive Director. Employees are eligible for additional pay for such assignments when they have been assigned all of the duties and responsibilities of the vacant position in the higher level classification.

Additional pay for work outside of an employee’s job classification shall start at the beginning of the work week following the fifteenth day of the temporary assignment, and continue for the duration of the assignment. The employee shall receive additional pay equal to 6.9% above his or her regular base pay, unless the employee is receiving equipment differential.

Upon completion of the temporary assignment, the employee’s pay shall return to the employee’s base pay prior to the temporary assignment, including any merit increase awarded during the temporary assignment. Pay for work outside of an employee’s job classification does not impact subsequent pay for promotion, demotion, or any other personnel action. (See Section 9-40 Work Assignment Outside of Job Classification in the Career Service Rules)

13.  What’s the difference between promotion and reallocation?

A promotion is an appointment of an employee to a vacant position in a new class with a completely new set of duties.  An employee must compete for the position by applying for the position and upon appointment an employee must serve a probationary period. In addition, a promotion occurs when range minimum of the pay range for the new class is a higher pay rate than range minimum of the employee’s current pay range. Upon promotion, the employee shall receive a minimum of 6.9% increase without going beyond the range maximum of the new pay range. In this case the pay will be set on the range maximum of the new pay range. In no event shall the new pay be lower than range minimum of the pay range for the new classification.

Reallocation refers to a permanent change in a filled position resulting from; a) a gradual change in the type and level of essential duties, b) operational change of an agency/department, or c) changes in the classification plan.

When a position is reallocated to another class, the incumbent’s pay shall be set at a pay that is closest to the employee’s existing rate of pay without losing pay. If the reallocation results in the employee’s pay being over the pay range of the new class, the employee’s pay shall remain at the employee’s existing rate of pay until such time that either 1) the employee changes positions, or 2) the pay range of the new class catches up to the employee’s rate of pay when the pay range is adjusted. The incumbent must also meet the minimum qualifications of the proposed class and there is no probationary period required upon reallocation. 

14.  What is a Classification Maintenance study?

Classification maintenance studies are classification reviews or job analyses conducted on a group of classes within an occupational group. The classes may be located in one or more department/agency divisions, sections or work units and are generally part of a job family or classification series. Analysts use a variety of job analysis techniques to determine if positions are properly classified, if classes can be consolidated (collapsed into a single classification when the work is substantially similar and if pay remains equitable and competitive in the market), to create new classes or modify existing ones, to make decisions about moving current positions into the new or modified classes, to develop progressive class series criteria when appropriate and to develop appropriate performance standards. The study is comprehensive and is OHR’s mechanism for maintaining the City’s Classification and Pay Plan.

15.  What is the effective date of the changes made in a Classification Maintenance study?

Changes to the classification and pay plan will be effective on the date of the first pay period following approval by the Career Service Board and contingent upon City Council approval.

16.  What is a Progressive Class Series audit? 

A progressive class series is an arrangement of classes in sequence that are alike in kind but not in level. In other words, it is a series of classifications that typically consists of entry, developmental and full performance level where the levels of the duties are different, but the types of duties and nature of the work are the same. Thus a progressive class series is a group of classes where progression based on factors such as increase in the level of responsibility, impact of error, complexity, education, experience, knowledge, licensure, certification, etc. The progressive class series program is designed to delegate classification reallocation responsibly to department/agency appointing authorities and/or supervisors. OHR works with departments/agencies to develop appropriate reallocation factors and criteria which appointing authorities/supervisors use to make classification reallocation recommendations. Appointing authorities/supervisors use the Progressive Class Series reallocation form to process reallocations.  

17.  What’s the effective date for a Progressive Class Series audit?

If a position is to be reallocated based on approval within a progressive class series, the effective date shall be the date of the first pay period following the date of the appointing authority signature.

18.  How will a reallocation affect my pay as a result of a progressive class series audit?

When an employee meets the requirements to progress to a higher classification in a current delegated progressive classification series and the Executive Director approves the progression to the higher classification, the employee’s pay shall be increased by two and one quarter percent (2.25%). In no event shall the employee receive less than the range minimum of the pay range of the new classification.