Pay Plan Meeting with HR Directors and Budget Officers January 26, 2018 10:00 – 11:00 a.m. Room 1106/1108, 21 N Park

Agenda Overview of Pay Plan Eligibility and Effective Dates Range Minimums and Maximums How to Request No Pay Plan Temporary Adjustments Pay Plan Distribution CAT Q&A

Overview of the Pay Plan Phased pay plan of 4.04% for eligible employees 2% will be paid July 1, 2018 (see C and H basis dates on later slide) 2.04% will be paid January 1, 2019 Employees will either receive the 4.04% (satisfactory performance), or will receive 0% if performance is unsatisfactory (documented) Terminology: Is it Pay Plan or Merit? It’s both. HRS code is 019-Merit-Pay Plan Only Not to be confused with Performance Adjustments awarded throughout the year (code 091)

Overview of the Pay Plan When possible, all future-dated pay rates effective for FY 19 must be approved and entered in HRS by the budget lock (April 1, 2018) The 4.04% will be calculated based on the rate in HRS for employees on the first day of fiscal year (FY) 19 All requests for adjustments effective between April 1 and July 1 require manual recalculation and clean up of pay plan information in HRS

Effective Dates Phase 1: Phase 2: H basis: June 24, 2018 A basis: July 1, 2018 C basis: August 20, 2018 Phase 2: H basis: December 23, 2018 (or January 6, 2019) A basis: January 1, 2019 C basis: January 3, 2019

Range Minimums and Maximums Range maximums will go up 4.04% in July 2018 Employees currently at the maximum of the range will receive phase one of the pay plan and be within the salary range In January, phase two will bring employees to the new range maximum No requests for base adjustments that would bring an employee to the range maximum will be allowed for employees between July and January C&T will increase ESR maximums as well to allow employees to receive the pay plan (different from past years) Range minimums will go up 4.04% in January 2019 This allows all employees to receive phase 1 without falling under a new range minimum

Eligibility To be eligible: Employee (FAASLI and University Staff) must have been hired into their current position on or before January 8, 2018 X01NN (research associate) and X50NN (research intern) also receive pay plan Employee must be meeting expectations on their last performance review Employees must have completed required sexual harassment prevention training (for positions that must complete this requirement) Supervisors must be current on their employee performance evaluations -Must have received phase one of pay plan

Eligibility Ineligible Individuals hired into a new position (new hire or transfer) after January 8, 2018 will not receive either phase of the pay plan Rehired annuitants are not eligible to receive the pay plan Employees who have not completed required sexual harassment prevention training Supervisors not current on their employee performance evaluations Employees with documented unsatisfactory performance If an employee did not receive phase 1 of the pay plan, they are ineligible to receive phase 2

Eligibility Also ineligible to receive pay plan: Temporary employees (CL) Student Assistants (SA) Student Hourly (SH) Other (OT) Post Degree Training (ET) except Research Associate (X01NN) and Research Intern (X50NN) with an EJED after July 1, 2018 Represented Craftworkers/Trades

Terminal Appointments Terminal appointments hired before January 8, 2018 are eligible for pay plan, but it is at the division’s discretion Terminal appointments with a rate established for the duration of the appointment (e.g. Visiting Professor, Interim Director) typically have not received pay plan in the past Divisions should be consistent in their application for similar situations We are providing you with a list of your terminal positions: If the position needs to be extended, work with OHR to extend the end date (if eligible) If position is terminating before end of fiscal year, no action is needed

Individuals Hired After January 8 If you made a hire with start date after January 8th assuming the employee would be eligible for the pay plan, you can request an adjustment to the employee’s starting rate Contact your C&T rep about seeking a correction to the employee’s original rate. C&T would update HRS Division would update the offer card in TREMS and issue a revised appointment letter Hiring unit should factor this in when setting the rate of pay for new hires after January 8th

People Hired After January 8 Optional Template language for appointment letters: Because you started after January 8, 2018, you are not eligible to receive the 4% state pay plan that was approved for distribution in 2018-19.  Your starting rate was set with this understanding.  Employees becomes eligible for a Performance adjustment after their probationary period ends Employees are eligible for other adjustments (equity, market) in the campus pay adjustment policy

People Hired After January 8 What if a current UW employee takes a new job? Between April 1 and July 1: If an employee takes a new job, they will not receive the pay plan row that was set up for their last job CAT to HRS load will not load due to the new position number Exception: If the move is a result of Employee Choice or a reclass that involves a change in Empl Class (thus creating a new position number), division needs to contact C&T to manually add the pay plan row into HRS Between July 1 and January 1: Employee received phase 1 of the pay plan but will not receive phase 2 Process will be communicated after UWSC finalizes the plan for budget load Divisions should consider this when setting rates on new hires

Requesting No Pay Plan for Unsatisfactory Performance If you have an employee not meeting expectations, contact your Workforce Relations representative and submit a copy of the most recent performance evaluation documenting the employee’s unsatisfactory performance. (Due date to OHR: March 23, 2018) If the performance evaluation supports the request, they will send an email to document the decision Once approved, the pay plan row can be removed from CAT If a person does not receive pay plan on July 1, they are ineligible to receive the second phase even if performance improves.

Temporary Base Adjustments Two types of temporary base adjustments Temporary with end date set Temporary while serving (no end date set in JEMS) Pay Plan is applied to the rate in HRS on the first day of the fiscal/academic year 2018-19 Today we are providing a list of TBAs with set end dates for your review

Temporary Base Adjustments TBAs can be applied before or after pay plan is awarded. Divisions should be consistent in how they apply pay plan for employees with TBAs May consider different actions for those with end dates set vs. those that are open-ended If you want pay plan to be awarded on an employee’s base rate for a person with an open-ended TBA: Division must submit a (future-dated) 064-Temporary Adjustment End Date adjustment in rate/title to OHR before April 1st After the pay plan is loaded in June, the division would then submit a new 025-Temporary Base Adjustment request through rate/title

Temporary Base Adjustments If Pay Plan is awarded while a person has a TBA, the individual receives more than 4.04% of their base rate If the TBA was active in October 2017 (payroll used for calculations), the pay plan distribution for that person included the higher rate For ongoing TBAs, past practice for many divisions has been to award pay plan on the current rate that includes the TBA

Faculty Adjustments for FY 19 Post Tenure Review Increment money must be allocated by April 1st for adjustments that will be effective at the start of fiscal/academic year 2018-19 Requests must be submitted to OHR in late March (at the latest) to ensure we have time to process them before April 1 All approved faculty promotions must be submitted to OHR by late March for C&T to process in rate/title by April 1st Promotions approved after April 1st require manual pay plan correction

Miscellaneous Still determining if IT ranges will just go up by the 4.04% or link to classified state ranges This determination does not impact ability of current employees to receive pay plan Employees on Leave of Absence will have pay plan rows added New BOR Threshold (75% of UWSA President Salary) will be set and C&T will work with divisions who need BOR approval for pay plan rates

Pay Plan Allocation Distributions Pay plan allocation was calculated based on frozen snapshot of 101 funding (and 402 where it applies) from the October 2017 payroll. The two planning allocation entries will reflect the permanent full-funding of the 4.04% increase and a one-time deduct for the 1.02% savings from the phased pay plan.  101 allocations may not precisely match merit distribution due to fluctuations in staff base. It is possible a unit may be slightly over or under funded.

Compensation Administration Tool Merit amounts equal to 4.04% were loaded for all employees in CAT Ineligible employees had their merit rows removed and a comment was added to describe the reason for exclusion NOT MERIT ELIGIBLE – START DATE AFTER 1/8/18 NOT MERIT ELIGIBLE – TRADES NOT MERIT ELIGIBLE – REHIRED ANNUITANT NOT MERIT ELIGIBLE – ATHLETICS CONTRACT

Compensation Administration Tool Divisional CAT admin will be responsible for removing merit from individuals ineligible due to performance and, at the division’s discretion, any terminal positions with fixed rates loaded into CAT (visiting appts, interim appts, etc.) Please add a comment describing why merit was removed from these employees NOT MERIT ELIGIBLE – UNSATISFACTORY PERFORMANCE EVALUATION NOT MERIT ELIGIBLE – NOT CURRENT WITH PERFORMANCE REVIEWS NOT MERIT ELIGIBLE – NOT COMPLIANT WITH HARASSMENT/VIOLENCE TRAINING NOT MERIT ELIGIBLE – TERMINAL APPOINTMENT

Compensation Administration Tool Rate increases approved in Rate and Title, between now and April 1st, will automatically update the merit amount The merit percentage will remain 4.04% Rate increases approved in Rate and Title between April 1st and June 30th will not automatically update merit amounts in CAT MBO and OHR staff will work together to correct these records prior to the batch merit load to HRS

Compensation Administration Tool

Compensation Administration Tool

Compensation Administration Tool Other CAT administrative items We recommend you do no enter any other compensation rate changes on the CAT page All Non-Merit compensation rows will need to be removed prior to 4/1 Use AAP page to enter pending rate increase for balancing purposes Divisions may want to consider entering a balancing entry in the AAP for the 1.02% savings resulting from the phased pay plan MBO staff will work with budget officers to ensure compliance with merit policies