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. Generally speaking, most employees will have effective dates on or around July 1, 2018 and January 1, 2019. For example, if an employee received a 2% increase overall, they would see 1% effective 7/1/18 and another 1% effective 1/1/19
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.
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.
- If the employee was on a Fixed-Term Renewable contract and changed to a Fixed-Term Terminal after July 1, 2017, they will not be eligible.