2018-2019 Pay PlanEmployee Training UNIVERSITY OF WISCONSIN OSHKOSH

OFFICE OF HUMAN RESOURCES

OverviewBackground

Eligibility

Administration

Compensation

Forms

Timeline

Communication & Resources

Pay Plan - Background Wis. Stat. § 230.12(3)(e)

Board of Regents does not have authority to approve a pay plan

Board of Regents recommends a pay plan to the Administrator of the State’s Division of Personnel Management (DPM)

DPM Administrator submits pay plan recommendation to the Legislature’s Joint Committee on Employment Relations (JCOER) and final authority for the approval of a pay plan rests with JCOER

Regent Policy Document 20-21, University Personnel Systems

Delegates to the President of the University of Wisconsin System, except for the University of Wisconsin-Madison, the authority to formulate operating policies to administer the personnel system

UPS Operational Policy TC4 : 2017-19 UW System Pay Plan Distribution Guidelines

Pay Plan – Guidelines Two compensation pools will be created and administered

Employees must meet eligibility requirements

Adjustments must be based on merit and solid performance

Across-the-board compensation adjustments not based on merit are prohibited

Chancellors are authorized to earmark up to 15 percent of the total pay plan each year for the Chancellors’ discretionary use

Eligibility ELIGIBLE CLASSIFICATIONS:

Academic Staff with renewable contract (fixed term renewable)

Faculty

Limited Appointees

University Staff Continuous & Project

INELIGIBLE CLASSIFICATIONS:

Academic staff with non-renewable contract (fixed term terminal)

Employees part of a collective bargaining unit (trades)

Graduate Assistants

Student workers

University Staff Temporary Must also be hired on or before July 1, 2017,

received a performance evaluation on or after February 1, 2017 and demonstrate solid

performance

Administration – 2 PoolsPool 1 – Faculty & IAS

• Administered by Provost’s office

• Implemented according to GEN 2.2

• Follows established merit pay procedures

Pool 2 – Limited, PAS, & Univ Staff

• Administered by Human Resources

• Implemented according to UPS OP TC4

• Based on solid performance, with additional tiers of percentage increases based on extra-meritorious and outstanding performance

Compensation – 2+2The 2+2 Pay Plan does mean:

◦ The allocation for increases is based on approx. 4% of base salaries overall

◦ Is administered in two installments

◦ Merit & performance based = employee increases will vary depending on performance rating

The 2+2 Pay Plan does not mean:

◦ All employees will receive the same increase

◦ All employees will receive a 4% increase overall (most will receive less)

*Solid Performance *Extra-Meritorious *Outstanding

Scale is TBD

*Ratings used for HR administered pool

Compensation – Effective Dates

EmployeesFirst Installment

Salary AdjustmentEffective Dates*

Second InstallmentSalary Adjustment

Effective Dates*

12-month staff paid monthly July 1, 2018 January 1, 2019

9-month staff paid monthlyBeginning of academic year

contract calendarBeginning of second semester

contract calendar

12-month staff paid biweeklyBeginning of the biweekly pay

period that includes July 1, 2018

Beginning of the biweekly pay period that includes January 1,

2019

Other appointment periods To be determined based on

appointment datesTo be determined based on

appointment dates

*Final effective dates will be determined by JCOER. Effective dates do not represent when employees will see the pay plan increase in their paychecks.

Forms – HR Administered Pool 2018-2019 Merit Payment Approval Form – Completed by supervisor & includes the following sections:◦ Review of Eligibility Criteria

◦ Merit Recommendation

◦ Justification for Merit Recommendation

◦ Signature Requirements

Performance Evaluation – Completed by the supervisor on or after 2/1/17 ◦ If already completed and in personnel file, indicate on Merit Payment Approval Form

◦ If need to complete one, it must be attached to the Merit Payment Approval Form when submitted (form located on HR website)

Performance Criteria – HR Administered Pool Supervisors will choose one rating on Merit Payment Approval Form:

◦ Solid Performance - The most recent performance review ratings are generally “meets expectations” or higher. Employee competently performs most or all aspects of the job on a consistent basis. At times may exceed expectations.

◦ Extra-Meritorious Performance – Frequently exceeds performance expectations and job requirements. Demonstrates very high level of performance in most or all areas of responsibility.

◦ Outstanding Performance - Rare, superior performance. Typically evidenced by a significant effort beyond the fulfillment of all job duties and normal expectations of the position – effort that is major, key or vital to the unit and that resulted in a significant positive impact or productivity gain.

◦ Do Not Recommend – Employee has not demonstrated solid performance.

Justification – HR Administered Pool Supervisor will need to submit justification for an “Extra-Meritorious” or “Outstanding” performance rating

Justification will need to be:◦ Specific and objective

◦ Evidence of accomplishments must be clearly documented in measurable terms

◦ Examples could include the following:

Extraordinary efforts and high performance on major projects, including those of a considerable time duration

Extraordinary effort during times of critical need (e.g., meeting a critical deadline that could otherwise have an adverse impact on critical business operations or major project)

Accomplishments that led to significant cost reductions, gained significant efficiencies, generated new revenue, etc.

Extra-Meritorious Performance - Example“Jane (Academic Department Associate) performs all aspects of the job on a satisfactory basis. She is dependable and goes out of her way to help the faculty, staff and students in the department. She works extra hours as needed. She even had to take on extra work due to staffing shortages this past year, all while maintaining a positive attitude.”

“Jane exceeds expectations for the job on a consistent basis. Because of her planning and organizational skills, she was able to process enrollments without error and ahead of schedule. She took the time to teach herself Excel formatting by using online tutorials because no one else in the office had this skillset. She used what she learned to launch a new tracking system to department associates that assisted meeting department deadlines. She also documented 5 of our 7 critical department processes to assist with training and ensure consistency. We saw a 60% increase in overall satisfaction from the student survey after her projects were implemented.”

Not Acceptable

Acceptable

Outstanding Performance - Example“Tom really went above and beyond this past year. He took on a big project that pushed him outside of his comfort zone. He worked collaboratively across campus. He put in the extra effort and really impacted the operation of the department. His work led to more funding for the campus.”

“Tom’s work on the ABC University Excellence project was a huge success for our campus this past year. He spent 9 months as the project lead and collaborated on a consistent basis with 4 other departments on campus – all while maintaining strong performance in his day-to-day job. Tom was truly the driving force behind each stage and his leadership allowed him to work through several roadblocks. This project got our campus national exposure and earned the university a prestigious award. We have also received a $150,000 research grant as a result of this project.”

Not Acceptable

Acceptable

Approval Process – HR Administered Pool

Supervisor

Next level leader(s)

Ex. Director, Dean, AVC

HR completes compliance

review

Division head gives final approval

(Chancellor / VC)

Approvers should ensure:• Form is completed thoroughly • Justification and/or performance evaluation warrants merit recommendation • The extra-meritorious and outstanding ratings are reserved for truly high performers

TimelineDecember 7, 8, 11, 21 – Pay plan training

December 4, 2017 – February 4, 2018 - Supervisor completes Merit Payment Approval forms and performance appraisal if one hasn’t been done since February 1, 2017

February 5, 2018 - All forms must be turned into HR (late forms could jeopardize eligibility)

February 5 – March 1, 2018 - HR compliance review

March 1, 2018 - Final proposals due to UWO Budget Office

April 2, 2018 – Final budget deadline

July 1, 2018 – First half of increase is applied (actual date based on employee type)

January 1, 2019 – Second half of increase is applied (actual date based on employee type)

Communication & ResourcesCampus wide training & informational sessions

Pay Plan website – located under “Quick Links” on Human Resources homepage

Employees will receive letters with their new compensation information once pay plan is finalized and approved

External References:

UPS Operational Policy TC 4: 2017-19 UW System Pay Plan Distribution Guidelines

GEN 2.2 Salary Adjustment Guidelines

Questions?