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

2. 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

3. 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)

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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   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

13. 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

14. 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 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.

15. 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
Today we are providing a list of TBAs with set end dates for your review

16. 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

17. 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

18. 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
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

19. 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

20. 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.

21. 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

22. 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

23. 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

24. Compensation Administration Tool

25. Compensation Administration Tool

26. 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