Maryland EXCELS Toolkit  

Incremental Salary Scale & Employee Benefits

Gaining and retaining well-qualified and committed staff is a challenge for many child care programs. Fair and equitable pay and employee benefits show your respect for, and a recognition of, everyone’s contributions and commitment to your program’s quality. A flexible salary scale based on education and experience emphasizes the importance of ongoing training and professional development. And, offering benefits can make a difference in the quality of the staff your program is able to recruit.

illustration of a diverse group of people
Equitable Compensation

This section guides you in reviewing how you determine your staff’s salary, as well as the kinds of employee benefits your program offers. It helps you meet the requirements for Administrative Policies and Practices: Salary and Benefits: ADM 12.4.

NOTE: If you are a family child care provider and do not employ any staff, please leave a comment for your Program Coordinator (PC) in the Maryland EXCELS System (ADM 12.4) explaining that you have no employees.

Select the Requirements tab to learn about key information to include in your documentation.

Requirements

Let's look at the requirements for Administrative Policies and Practices: Salary and Benefits: ADM 12.4. The following interactive shows you the requirements for each program type. Key requirements are marked by a bright dot. Select each dot for information about what to include in your documentation.

Select the option that applies to your program type:

 

  Child Care Center
ADM 12.4: Incremental salary scale Incremental salary scale based on education and experience; employee benefits. Documentation to submit: Incremental Salary Scale & Description of Employee Benefits

  Family Child Care
ADM 12.4: Incremental salary scale Incremental salary scale based on education and experience; employee benefits. Documentation to submit: Incremental Salary Scale & Description of Employee Benefits

  School-Age Only
ADM 12.4: Incremental salary scale Incremental salary scale based on education and experience; employee benefits. Documentation to submit: Incremental Salary Scale & Description of Employee Benefits

 

Instructions

To meet the requirements for Administrative Policies and Practices: Salary and Benefits: ADM 12.4, you will upload:

NOTE: If you are a family child care provider and do not employ any staff, please leave a comment for your Program Coordinator (PC) explaining that you have no employees.






Incremental Salary Scale Based on Education and Experience

An incremental salary scale shows increasing rates of pay or pay ranges. At a minimum, your program’s scale should be based on position, education, and related experience. Your scale should show that salaries increase as an employee’s responsibilities, education, and experience increase. For example, lead staff should have a higher salary than those with less responsibility, staff with college or other advanced degrees should receive more compensation than those without, and staff salaries should increase based on the number of years staff members have worked in education. By using a salary scale, you demonstrate that staff members are treated fairly and rewarded for their commitment to education and ongoing training.

 

What does the documentation look like?

Your salary scale clearly shows salaries are determined by position, education, and experience. The salary scale is provided to staff upon hire and may be included in a staff handbook or other documentation your employees receive. A salary scale can be as simple as a chart that shows the range of pay based on education and experience.

This sample chart shows how a staff member's pay increases with an increase in years of experience and education.

 
sample pay increase scale
 

NOTE: These are sample amounts. Be sure to use figures that align with your program’s salary scale.

 

How can you tell if you're on the right track?

Your salary scale is reasonable and fair based on the education and years of experience your employees have in a related position.

 

Where can you learn more?

The Program Administration Scale (PAS) and Business Administration Scale (BAS) trainings provide information on business practices, including employee wages and benefits.

Program Administrative Scale (PAS)

Program Administration Scale (PAS)

The Program Administration Scale (PAS) is a valid and reliable instrument designed to measure the leadership and management practices of early childhood programs. The PAS provides valuable information to directors about the quality of their administrative practices and can be used as a springboard for program improvement efforts.

Business Administrative Scale (BAS)

Business Administration Scale (BAS)

The Business Administration Scale for Family Child Care (BAS) is a reliable and easy-to-administer tool for measuring the overall quality of business and professional practices in family child care settings. Providers use the information from the BAS to learn about the quality of their practices and take action toward positive change.






Description of Staff Benefits

Staff benefits are contributions made by a program to its employees, or on behalf of its employees, as an incentive for sustained employment. Benefits are provided in addition to salary and may or may not include financial contributions. Examples of typical benefits include: insurances (medical insurance, dental, vision plans, long-term and short-term disability), paid leave (vacation, holidays, sick leave, personal time, emergency or inclement weather leave), professional development, training, and tuition reimbursement, mileage reimbursement for training and education, reduced child care rates, and retirement plans.

 

What does the documentation look like?

A clear description of the benefits provided to staff members in your program. This information may be included in a staff handbook or other documents your staff receives.

NOTE: If you are a family child care provider and do not employ any staff, please leave a comment for your Program Coordinator (PC) explaining that you have no employees.

 

How can you tell if you're on the right track?

Your program offers fair and equitable benefits to all employees. Information about employee benefits are shared with staff members when they are hired and may be explained in a staff handbook or other documents.

 

Where can you learn more?

The Program Administration Scale (PAS) and Business Administration Scale (BAS) trainings provide information on business practices, including employee wages and benefits.

Program Administrative Scale (PAS)

Program Administration Scale (PAS)

The Program Administration Scale (PAS) is a valid and reliable instrument designed to measure the leadership and management practices of early childhood programs. The PAS provides valuable information to directors about the quality of their administrative practices and can be used as a springboard for program improvement efforts.

Business Administrative Scale (BAS)

Business Administration Scale (BAS)

The Business Administration Scale for Family Child Care (BAS) is a reliable and easy-to-administer tool for measuring the overall quality of business and professional practices in family child care settings. Providers use the information from the BAS to learn about the quality of their practices and take action toward positive change.

Final Touches

Check your documentation as you prepare to upload it to the Maryland EXCELS System.



Check to be sure your documentation includes:

 
  • Education
  • Experience
 
 

Save your document:

  • Use a file name that you can find easily when you upload it to the system (example: salary-benefits.docx)
  • Use any one of these:
    • Typed electronic version of salary scale and benefits (examples: Microsoft Word, PDF)
    • Scanned versions of your salary scale and benefits (examples: PDF, PNG, JPG)
    • Identified section(s) within your staff handbook (examples: PDF, PNG, JPG)

Next Steps

Use the following guide to upload your documentation, look ahead, and think about a plan for ongoing improvement.



Step 1: Prepare to Upload Your Document

  • Locate your username and password for logging into your Maryland EXCELS account
  • Locate where you saved your staff salary scale and description of benefits on your computer
 

Step 2: Look Ahead and Plan for Improvement

Look Ahead

Congratulations! You are ready to upload documentation to meet the requirements for Administrative Policies and Practices: Salary and Benefits: ADM 12.4. If your documentation meets the requirements, it also meets the requirements for ADM 12.5.

 

Plan for Improvement

Review your salaries and benefits periodically to see if there are additional opportunities, incentives, or benefits that might appeal to your staff. Research the benefits other programs offer and determine whether any of them are viable options for your program. Remember to upload and update any new information to the Maryland EXCELS System.

 

Step 3: Upload Your Documentation (ADM 12.4, ADM 12.5)

Log in to the Maryland EXCELS System to upload your staff salary scale and description of benefits.

Remember, if you are a family child care provider and do not employ any additional staff, leave a comment for your Program Coordinator.

screenshot of Maryland EXCELS upload screen with a comment box
Upload Documentation