Employee Appeal Process

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Process for Inquiry and Resolution of Employee Rights and Pay Issues

  1. Initiating an Inquiry or Concern: Any employee who has questions or concerns regarding their pay, placement on the salary scale, rights under the university’s compensation structure, or any other related matter may initiate an inquiry by following the steps below:
    • Contacting Human Resources: Employees should reach out to the Human Resources (HR) Department via email, phone, or in-person meeting to formally raise their concern. Employees are encouraged to provide all relevant details, including the nature of their inquiry, the issue they are experiencing, and any documentation (e.g., salary statements, employment contracts, etc.) that can support their case.
    • Submitting a Formal Written Request: If preferred, employees can submit a written request outlining the details of their pay-related concerns. This request can be submitted through HR or through the university’s confidential reporting mechanism if anonymity is desired.
  2. Acknowledgment of Inquiry: The audit compares salaries of male and female employees in similar roles, with a focus on equal pay for equal work. Factors such as experience, qualifications, and job responsibilities are considered to ensure fair comparisons.
    • Upon receiving the inquiry, the HR Department will acknowledge receipt within three (3) working days and begin the process of reviewing the employee’s concern.
    • If additional documentation or information is needed, HR will request this from the employee during the initial acknowledgment phase.
  3. Investigation and Review:
    • The HR Department will conduct a thorough review of the employee’s salary, pay grade, and any related employment records. This may involve:
      • Reviewing Salary and Grade Documentation: HR will assess the employee’s initial placement on the salary scale, promotion history, and any adjustments made over time.
      • Cross-Referencing with Policies: HR will ensure that the employee’s pay and placement align with the university’s Conditions of Service and any other relevant internal policies.
    • Identifying Discrepancies: If HR identifies any issues, such as a wrongful placement on the salary scale or a discrepancy in pay, these will be documented and rectified according to university guidelines. Specific to wrongful placement, HR will follow the university’s policy that allows for adjustments to be made and arrears (if applicable) to be paid.

      Reference to Past Guidelines:

      • Employees found to be wrongly placed on a salary grade will have the error rectified by the Appointments and Promotions Committee or the Chairman acting on its behalf.
      • If the employee’s salary was incorrectly lower than what it should have been, they will be entitled to arrears. If it was incorrectly higher, arrangements for reimbursement will be made in a fair and transparent manner.
  4. Resolution and Communication:
    • Once the review is complete, the HR Department will communicate the outcome to the employee in writing, explaining:
      • The findings of the review.
      • Any adjustments to salary or grade placement, if applicable.
      • The timeline for implementing the resolution, including any payment of arrears or adjustments in the employee’s salary going forward.
    • Implementation of Salary Adjustments: Any necessary adjustments to salary or pay scale will take effect immediately, and employees will see these reflected in the next payroll cycle. In the case of arrears, the university will work with the employee to determine the payment method (either as a lump sum or in installments).
  5. Appeals Process:
    • If an employee disagrees with the outcome of their inquiry, they have the right to appeal the decision. The appeals process includes
      • Submitting an Appeal to the Appeals Committee: The employee can submit a written appeal to the university’s Appeals Committee within ten (10) working days of receiving the initial decision from HR.
      • Review by the Appeals Committee: The Appeals Committee will review all documentation and may hold meetings with the employee and relevant HR personnel to gather more information. A final decision will be communicated to the employee within twenty (20) working days of the appeal submission.
  6. Confidentiality and Protection from Retaliation: Redeemer’s University guarantees that all inquiries related to employee rights, pay, or placement will be handled with the utmost confidentiality. No employee will face retaliation or negative consequences for raising concerns or seeking clarification on their pay.


Additional Information for Employees:

  1. Salary Advances: Employees can also inquire about salary advances in line with the university’s Conditions of Service. Requests for salary advances can be made through HR, and employees are eligible to apply for an advance up to one month’s gross salary. Repayments are made over three equal monthly installments.
  2. Adjustments Due to Wrongful Placement on Salary Scale: If an employee is found to be placed on the wrong salary scale, the error will be corrected as soon as it is detected. In cases of underpayment, arrears will be paid to the employee. In cases of overpayment, the employee will be asked to refund the excess amount in a manner that is agreed upon with HR.
  3. Living Wage and Gender Pay Equity: Redeemer’s University guarantees that all employees are paid at least the local living wage. Additionally, the university ensures that gender pay equity is maintained, meaning that male and female employees of the same grade and role are compensated equally.


Conclusion:

Redeemer’s University is dedicated to ensuring that all employees are paid fairly and according to their appropriate pay scale and grade. Through this process, we ensure that any discrepancies in pay or grading are addressed promptly and transparently. Employees are encouraged to reach out to HR if they have any concerns or questions regarding their compensation or placement on the salary scale.

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