Sign-on and Retention Bonus Policy

The Office of Human Resources and UNC System Office, in conjunction with the Office of Legal Affairs, has finalized the updates to University Policy 101.26, Sign-On and Retention Bonuses for Permanent Employees.

The policy has been approved by the Board of Trustees.

Implementation date is Feb. 8, 2022

Policy will define:

• Sign-On Bonus: A sign-on bonus is a discretionary bonus that serves as a recruitment incentive. This initiative aids in the employment of individuals for critical positions that have labor market shortages which affect the business needs of the University and impair the delivery of essential services. A sign-on bonus must be based on at least one of the following specific, demonstrated recruitment needs:
  • For a specific job classification.
  • For an individual position.
• Retention Bonus: A retention bonus is a discretionary bonus that may be granted by the University when an employee would be likely to leave the University in the absence of a retention incentive. A retention bonus must be based on at least one of the following circumstances:
  • To retain a group of employees in a specific job classification when UNC Charlotte has offered a sign-on bonus as a recruitment incentive for that same job classification
  • To retain an individual employee when UNC Charlotte has offered a sign-on bonus as a recruitment incentive to individuals in a similar, critical position within the same unit
  • To retain a team of employees assigned to a special initiative where their combined special skills and understanding of the initiative are critical to its successful completion
  • To retain a critical individual employee when they are likely to leave UNC Charlotte to work for another agency or employer.

Responsibilities: 

• Supervisor: Identifies need(s) for bonus and discusses request with management.
• Business Officers:  Consults with management, up to dean or divisional vice chancellor regarding avilable funding, and pay equity considerations.  Prepares and submits required form to Human Resources (for staff) or Academic Affairs (for faculty).
• Human Resources/Academic Affairs: Reviews the form and if approved, routes to additional approvers, if applicable. Prepares employee agreement.

Approvals: Human Resources and /or Academic Affairs Personnel reviews the bonus request form, the amount requested, and all supporting rationale to determine eligibility for approval. Depending on the bonus amount requested, additional approvals are required as identified below:

• Sign-on and/or retention bonuses exceeding $5,000 must be approved by the Vice Chancellor of Business Affairs.
• Sign-on and/or retention bonuses exceeding $10,000 must be approved by the Chancellor.
• SHRA sign-on and/or retention bonuses may not exceed 10% of the market rate associated with position without UNC System Office approval (up to 15%) or OSHR approval (above 15%).
• EHRA sign-on and/or retention bonuses may not exceed the lesser of $25,000 or 20% of the annualized base salary without UNC System President approval.

New University Policy

Policy Summary

Sign-On Bonus Request Form

Retention Bonus Request Form

FAQs

For policy and/or procedural questions, please contact:

• EHRA Staff Bonuses and SHRA Bonuses: Kieffer Gaddis at kgaddis@charlotte.edu or 7-0654
• Faculty Bonuses: Tiffani McCain at tmccain2@charlotte.edu or 7-5773