How to Explain Increment Delays to Employees with Extended Probation Periods?

Clarification on Probation and Increment

I am working with a private university and I need some clarification regarding probation and increment.

1. In our university, the probation period is 1 year as per UGC guidelines, and it can be extended to two years. Are employees whose probation is extended eligible for an increment or not?

2. Our increment cycle runs from July to June. Every year, we pay increments in July, fixed at 3% of the total basic salary, and only those employees whose probation is closed on or before 30th July are covered.

For example:
- Employee A:
- Date of Joining: 01/04/2016
- Confirmation Date: 31/03/2017 (eligible for increment)
- Employee B:
- Date of Joining: 08/07/2016
- Confirmation Date: 07/07/2016 (not eligible)

Now, how do we justify this to employees like Employee B, who will get an increment in July 2018 after 2 years?

Please guide me.

Thanks & Regards,
Beena

Dear Beena, before giving a reply to your post, let us look at the dictionary meaning of the word probation. It means a trial period during which a person's character and abilities are tested to see whether he/she is suitable for work or for membership.

Understanding probation

Probation is nothing but a transit period. Even after making a job candidate undergo intensive recruitment tests, doubt always lurks about whether this person will give a desired level of performance or not. If the performance is not up to the mark, then the removal of such a person becomes easy. Hence, the clause of probation is inserted in the appointment letter.

Extension of probation and its implications

In your case, if Employee B requires an extension of the probation, then it means the organization wants to give one more chance to this person to improve. Another option is the removal of this person, but neither is beneficial to the employee nor to the employer.

Salary increments and probation

Why are employees given salary increments? It is an endorsement of the suitability for the continuation of employment. Offsetting inflation apart, a salary increment is the reward for the improved capabilities of the employee.

Against this backdrop, it can be said that the extension of probation and annual increment both are opposite to each other. These two ends cannot go hand in hand. Therefore, Employee B is ineligible for the annual increment.

Thanks,

Dinesh Divekar