NEW INFORMATION – Fixed Term Terminal Pool
Pay Plan Policies
UPS Operational Policy: TC 4 – This policy provides the guidelines for all UW institutions on the distribution of the UW System 2017-19 approved pay plan.
Faculty & Staff Handbook GEN 2.2 Salary Adjustment Guidelines – These guidelines will be used to administer the pay plan for faculty and instructional academic staff that are eligible for the pay plan.
Forms & Documents
Merit Payment Approval Form
Performance Evaluation Form
Pay Plan Supervisor Training
Please click here to request HR verify if a performance evaluation is on file for an employee. Please add the name of the employee to this log and HR will confirm if a performance evaluation from 2/1/17 or later is in their personnel file. This will get updated frequently so check back for a response after you add a name.
TimelineDecember 7, 8, 11, 21 – Pay plan training
December 4, 2017 – February 4, 2018 – Supervisor completes Merit Payment Approval forms andperformance 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)
Frequently Asked Questions
Which employees are eligible for an increase under the pay plan?
The following classifications are eligible under the current pay plan: continuing faculty, academic staff on a renewable contract (fixed-term renewable), university staff (includes project appointments), and limited appointees.
Employees must also: be hired on or before July 1, 2017, received a performance evaluation on or after February 1, 2017, and demonstrate solid performance.
Which employees are not eligible for an increase under the pay plan?
The following classifications are ineligible under the current pay plan: academic staff on a non-renewable contract (fixed-term terminal), employees covered by the trades collective bargaining contract, university staff temporary, graduate assistants, and student employees.
If I haven’t received a performance evaluation since February 1, 2017, will I be ineligible for the pay plan?
No. Your supervisor will have an opportunity to complete an updated evaluation and submit it along with their recommendation for the pay plan.
How will employees be rated?
For faculty and instructional academic staff, ratings will be submitted according to GEN 2.2 Salary Adjustment Guidelines.
For professional academic staff, university staff and limited appointees, the supervisor will rate their performance as either solid, extra-meritorious or outstanding. They can also choose to not recommend an employee for an increase based on their performance.
What documentation will be used for the pay plan?
Supervisors of University Staff and Professional Academic Staff employees will need to complete a Merit Payment Approval Form. This document will be used as the official record of their recommendation for the pay plan.
Why does every employee need to have a performance evaluation done?
Any increases under the pay plan must be based on solid performance. The most effective way to document performance is by completing a performance evaluation.
How will raises be determined?
For faculty and instructional academic staff, raises will be determined by the point system outlined in GEN 2.2 Salary Adjustment Guidelines.
For professional academic staff, university staff and limited appointees, the amount of increase will be determined by the division heads after all of the supervisor ratings are received.
Will market data be taken into consideration when looking at how much of an increase an employee is eligible for?
No. Salary adjustments based on external market data are not to be considered according to the guidelines. This means that adjustments will be based solely on performance and merit.
Will the UW System salary ranges be taken into consideration when looking at how much of an increase an employee is eligible for?
Yes, but only in cases where someone is at or near the maximum of their pay range. Any increase awarded shall not move the base salary above the applicable salary range maximum. Also, staff that are currently paid above the applicable salary range maximum shall be eligible for an increase up to half of the amount by which the salary and pay ranges would have been adjusted.
Why can’t the university give everyone the same increase? (i.e. across-the-board)
Because the pay plan was approved to be administered strictly based on solid performance. Across-the-board compensation adjustments are actually prohibited in this pay plan.
Will there be measures in place to ensure their pay plan is implemented in a fair, unbiased manner?
Yes, there will be several measures in place to ensure a fair, unbiased pay plan is administered. These measures include:
- Each supervisor will be expected to have a performance evaluation on record to support their pay plan recommendation. This performance evaluation will be reviewed to ensure it aligns with the recommendation from the supervisor.
- If a supervisor is recommending an employee as “extra-meritorious” or “outstanding”, they will be expected to provide evidence to support their rating.
- The supervisor’s recommendation will need to be reviewed and approved by next level leadership within the division. This means that several people will be reviewing each recommendation.
- The Office of Human Resources will complete a compliance review before recommendations are finalized. They will be looking for any evidence of adverse impact as well as ensuring ratings are consistent with appraisals on file.
How will employees know how much their raise is?
Supervisors will be given compensation information about their direct reports once raises are approved and will be asked to verbally share this with each affected employee. Every eligible employee will also receive a letter sent to the home address on file with their new compensation information.
When will employees actually get their raise?
Raises will be split between 2 different dates and the effective date will depend on employee type. Employees that work year-round will have effective dates on or around July 1, 2018 and January 1, 2019. Employee that work the 9 month academic year will have effective dates based on the beginning on the first and second semester contract calendar.
The total increase will be based on the employee’s salary at the time the pay plan is given final approval. The second half of the raise will not be based on the new rate after the first installment is effective. The raise will also be split with the first installment paid as 49% of the total increase and the second installment paid as 51% of the total increase.
What if an Academic Staff employee changed contract types since the eligibility date of July 1, 2017?
- If the employee stayed on a Fixed-Term Renewable contract but changed positions, they will be eligible for the pay plan.
- If the employee was on a Fixed-Term Terminal contract and changed to a Fixed-Term Renewable contract after July 1, 2017, they will not be eligible.
What if my position has changed since the first pay plan installment?
It depends on what kind of change it was. For employees that went through a full recruitment and were awarded a new position, they will no longer receive their pay plan increase based on their previous position. If the job change is a result of a reclassification and the content of the work is the same or very similar, they will receive the second pay plan installment. It is always best to work with your supervisor directly in these situations or have your supervisor consult with HR as needed.
Is my increase paid as a lump sum or as a permanent base adjustment?
All pay plan increases are a permanent base adjustment, meaning the raise received through the pay plan will permanently increase your regular base salary or hourly rate of pay. No raises are paid as one-time only or lump sums. It is recommended to review the gross wages or hourly rate listed on the check stub before your pay plan increase against the first one with the new rate of pay. This will let you know if there was an increase applied to your wages.
Here is what this increase looks like for a salaried and hourly position:
- Salaried (Faculty, Academic Staff, Limited): The installment amount is divided by the number of payroll cycles in the year, which is typically either 12 or 9 based on your contract. This amount is then added to the base wages that are paid on the employee’s future paychecks. This amount is prorated if not working 1.0 FTE. (i.e. a $600 raise for the first installment would result in a $50 increase to gross wages each paycheck to someone working full-time and 12 months of the year)
- Hourly (University Staff): The installment amount is divided by 2,080, which represents the total hours worked per year based on 1.0 FTE (40 hours per week x 52 weeks per year = 2,080 hours). This amount is then added to the base hourly rate on the employee’s future paychecks. (i.e. a $600 raise for the first installment would result in a $0.29 increase to their hourly rate)