September 21, 2021
Pay Plan Memo 2021-2023
The 2021-23 State of Wisconsin Biennial Budget from Governor Evers includes a pay plan of 2.0% scheduled for adjustments on January 1, 2022, and 2.0% on January 1, 2023. It is important to note that the percentages are an aggregate total for UWM; actual salary increases for individual employees may vary. The Wisconsin State Legislature has passed the state budget and Governor Evers has signed it.
The Joint Committee on Employment Relations will need to pass the final version of the 2021-23 Compensation Plan for the University of Wisconsin System and will need to do so before the increases become final.
In the meantime, in order to meet deadlines for processing potential salary increases, we are required to proceed with a suitable performance appraisal system under which the results can be converted to salary adjustments when the pay plan becomes final. A timeline with deadlines for each step of the campus decision-making process is found in Appendix 2.
In order to prepare for the potential pay plan, this memo contains the 2021-23 Pay Plan Guidelines for Faculty, Academic Staff, University Staff, and Limited Appointees (“Guidelines”). The Guidelines are based on the UW System Administrative Policy SYS 1278 (“Policy 1278”). The Guidelines have been established after consultation with the leadership of the University Committee, the Academic Staff Committee, the University Staff Council and with full agreement of Chancellor Mark Mone.
Policy 1278 states:
Each Chancellor is directed to proceed with faculty, academic staff, university staff, and limited appointee salary evaluations using a suitable evaluation system to assess meritorious performance and solid performance, the results of which can be converted to a salary, once the pay plan is known.
As such and as detailed in later sections of this memo, schools/colleges/divisions are instructed to complete a solid performance exercise to determine pay plan eligibility at this time.
Eligibility – Budgeted vs. Non-Budgeted Employees
Please note that these Guidelines apply to all UWM faculty, academic staff, university staff and limited appointees independent of source of funding for the 2021-23 fiscal years as described in this section.
- A budgeted employee is an employee who is built into the budget system (compensation administration tool) by name. A non-budgeted employee is not built into the budget system by name; funding for non-budgeted employees is typically provided through a provisional, or lump sum amount, built into the budget.
- Non-budgeted employees appointed at less than 50% FTE are not eligible for a pay plan increase; any pay increase given must meet the criteria under established UW System Administrative Policy SYS 1277 for non-merit salary changes.
- Non-budgeted positions for 50% FTE or more are eligible for a pay plan increase, consistent with treatment of on-going, budgeted positions. The exception to this is if a school, college, or division has an established and published pay schedule that is also referenced in appointment letters that states that non-budgeted employees are not eligible for pay plan increases.
- If a school, college, or division elects to establish a pay schedule that states that non-budgeted employees are not eligible for pay plan increases, regardless of percent FTE, there should be an annual review of the pay schedule to ensure that pay rates fit within updated pay ranges (e.g., that there are not published pay minimums that fall below a new pay range). A copy of this formal policy should be on file with the Office of the Provost or respective Vice Chancellor.
- Employees of UWM hired into a new UWM position post October 1, 2020, are ineligible for the first adjustment of the pay plan. Individuals hired into a new UWM position between October 1, 2020, and October 1, 2021, are eligible for the second adjustment of the proposed pay plan. A solid performance exercise will be conducted in the fall of 2022 to ensure the individuals are performing as solid performers. The hiring unit may want to take this into consideration when they establish a base salary for the new hire. If the hire took place between October 1, 2020, and the issuance of this memo, the hiring unit may want to consider a non-merit compensation adjustment.
- Employees of UWM who fail to complete UWSA mandated training or, for those required to do so, submit the Outside Activities Report by April 30 will be ineligible for a pay plan adjustment.
Please note the following additional points related to the budget issues:
- Those paid in a lump sum payment are not eligible for pay plan increases.
- Counteroffer increases: if a school, college, or division grants a counteroffer increase that becomes effective during the 21-22 academic or fiscal year or later, and contemplates that the recipient will not receive a pay plan increase in addition to the counteroffer amount, it should be stated clearly in the counteroffer letter that the recipient will not receive pay a plan increase for the 2021-2023 biennium.
- Employees who are on a leave of absence during the implementation of the pay plan will realize the pay plan increase when they return from leave as long as they were eligible under the merit determination.
- Individuals in interim appointments are eligible for the 2021-23 State of Wisconsin Pay Plan, should that plan become approved by the Joint Committee on Employment Relations. The percentage increase for interim appointees will be based upon the appointee’s base salary in the interim appointment. This does not include any additional pay being realized via overload, temporary base adjustment, or any other compensation. Upon return to their permanent position, the employee’s base salary for that position should be recalculated to include any pay plan increases that took effect while the employee served in an interim position consistent with Budget Considerations Number 3 in the 2021-23 Pay Plan Memo.
- The campus will receive funding from UW System for employees who were paid on Funds 101, 103, and 402 in the relevant October payroll. Divisions will be responsible for funding pay plan increases for employees paid on all other funds.
Section 1: General Provisions
1.1 Each chancellor is directed to proceed with faculty, academic staff, university staff and limited appointee salary evaluations using a suitable evaluation system, the results of which can be converted to a salary adjustment, if warranted, once the pay plan is known. The salary review should be conducted in accordance with the performance standards outlined in Recommendation #9 of the 1992 Report of the Governor’s Commission on University of Wisconsin Compensation.
1.2 Solid Performance determinations for faculty should be based on a systematic performance evaluation program, which identifies positive contributions by the faculty member to teaching, research, public service and/or the support functions inherent in the institution’s mission. Assessment of teaching faculty shall include consideration of student evaluations (Regent Policy Document 20-2). Solid Performance determinations for academic staff, university staff and limited appointees shall be based on a systematic performance evaluation program which allows supervisory assessment of performance in their areas of assigned responsibility. Solid Performance adjustments shall be provided to those faculty, academic staff, university staff, and limited appointees that have demonstrated satisfactory performance. For more information on considerations of solid performance, please see Appendix 1.
1.3 Any and all compensation adjustments must be based on performance; across the board compensation adjustments not based on merit are prohibited. At a minimum, continuing staff who have performed at a satisfactory level shall be entitled to a compensation adjustment from funds set aside to recognize solid performance, except when an employment contract or administrative practice holds to the contrary.
1.4 Unless otherwise specified by executive/legislative action, the effective dates of the 2021-23 pay plan rates will be January 1, 2022, and January 1, 2023.
1.5 Base salaries shall not be less than the salary minima or pay range minimum. The salary increase shall not move the base salary above the academic staff, university staff or limited appointee salary range maximum. Academic staff, university staff and limited appointees that are currently paid above the maximum shall be eligible for a salary increase of up to half of the amount by which the salary ranges have been adjusted. This does not include positions for which an Extraordinary Salary Range (ESR) has been established. For positions with an ESR, the maximum of the ESR will be adjusted by the pay plan percentage.
1.6 Chancellors are authorized to earmark up to 15 percent of the total pay plan each year for the Chancellors’ discretionary use to meet special compensation needs such as: to reward members of the university workforce for innovative and/or collaborative program delivery, and/or exceptional performance in support of institution goals; and/or to correct pay inequities.
1.7 Market determinations are not to be considered in the distribution of 2021-23 pay plan funds (UW System Administrative Policy SYS 1278).
1.8 These guidelines do not apply to those staff members represented by collective bargaining agreements.
Section 2: Faculty Pay Plan
2.1 For the 2021-23 pay plan, the Chancellor has decided not to use any funds earmarked for the Chancellors’ discretionary use.
2.2 Department chairs and executive committees are reminded that their criteria and procedures for developing pay plan recommendations must be approved by the department, circulated to all department members, and submitted to their dean.
2.3 Solid Performance Evaluation/Recommendations
- Only faculty appointed on/before October 1, 2020, and continuing in 2021-22 qualify for the first adjustment of the pay plan. Individuals hired into a new UWM position between October 1, 2020, and October 1, 2021, are eligible for the second adjustment of the proposed pay plan. A solid performance exercise will be conducted in the fall of 2022 to ensure the individuals are performing as solid performers.
- Only faculty demonstrating satisfactory performance qualify.
- Each executive committee will make a determination on whether each eligible faculty is a solid performer. This is a yes/no determination.
- Faculty who qualify will receive a salary increase equivalent to 100% of the faculty pay plan percentage, based on their current budgeted base salary rate.
- Upon approval by the Regents of the campus merit exercise, deans/directors and vice chancellors are expected to provide to each reviewed faculty member notice of what their base salary will be as a result of the pay plan.
Section 3: Academic Staff, University Staff, and Limited Appointees
3.1 For the 2021-23 pay plan, the Chancellor has decided not to use any funds earmarked for the Chancellors’ discretionary use.
3.2 Pay plan recommendations must be based on a systematic evaluation of solid performance. This systematic evaluation may consist of the required annual evaluation conducted for all academic staff and university staff. Regardless, deans, supervisors and directors are expected to provide the academic staff and the university staff within their respective units with policies and procedures to be used to conduct this evaluation for solid performance. Regarding those staff members assigned to academic departments, Executive Committees are expected to develop policies and procedures, circulate them to the staff members they evaluate, and provide a copy to the dean. Executive Committees are expected to solicit input from their academic staff and university staff in developing and revising these policies and procedures.
3.3 Solid Performance
- Only academic staff, university staff, and limited appointees appointed on/before October 1, 2020, and continuing in 2021-22 qualify for the first adjustment of the pay plan. Individuals hired into a new UWM position between October 1, 2020, and October 1, 2021, are eligible for the second adjustment of the proposed pay plan. A solid performance exercise will be conducted in the fall of 2022 to ensure the individuals are performing as solid performers.
- Only academic staff, university staff, and limited appointees demonstrating satisfactory performance qualify. For an academic staff, university staff, or limited appointee to be determined less than a solid performer, recent (within one year), detailed and complete documentation supporting performance that is unsatisfactory must exist. Identification of the unsatisfactory performance with explanation of why performance is unsatisfactory must be furnished to the employee.
- Academic staff, university staff, or limited appointees on a formal performance improvement plan are not eligible for solid performance.
- Academic staff, university staff, and limited appointees who qualify will receive a salary increase equivalent to 100% of the pay plan percentage, based on their current budgeted base salary rate.
- Upon approval by the Regents of the campus merit exercise, deans/directors and vice chancellors are expected to provide to each reviewed academic staff, university staff member and limited appointee notice of what their base salary will be as a result of the pay plan.
Section 4: Guidelines for Graduate Assistants
Pay schedules for the graduate assistant category will not be directly impacted as a result of the pay plan exercise. However, leadership of schools, colleges and divisions need to consider graduate assistant wages separately via the budget planning process.
Questions regarding these guidelines may be directed to Unit Business Representatives (UBRs) or Associate Vice Chancellor Dev Venugopalan (email@example.com).
Guidelines for Consideration of Solid Performance in a State of Wisconsin Pay Plan
- These guidelines are distinct and separate from UWM’s Performance Pay Guidelines Outside of a State of Wisconsin Pay Plan and has no impact upon its procedures or guidelines.
- The determination of solid performance shall be based upon performance. Race, color, creed, religion, sex, sexual orientation, gender identity or expression, national origin, ancestry, disability, age, pregnancy, marital or parental status, genetic information, arrest record, conviction record, military service, veteran status, membership in any other group with a protected status, and constitutionally protected activities shall not be factors in the determination of solid performance.
- Employees who will not be continuing employment in the 2021-22 academic/fiscal year are ineligible for a pay plan salary adjustment.
- Any and all pay plan adjustments must be based upon performance; across-the-board compensation adjustments not based on merit are prohibited (UW System Administrative Policy SYS 1278).
- Individuals and/or groups establishing solid performance designation must be prepared to answer questions from employees regarding their respective designation.
Solid Performance Adjustment Guidelines:
- All employees eligible for a pay plan adjustment must be deemed as a solid performer or not. This is a yes/no designation.
- Solid performance is an indication of satisfactory performance by an employee when considering the employee’s performance in total.
- Employees on a formal performance improvement plan are ineligible for designation as a solid performer.
- For employees to be determined less than a solid performer (i.e., unsatisfactory), recent (within one year), clear documentation must exist establishing an employee’s failure to meet expectations and unsatisfactory performance.
- If employees are deemed to be solid performers, they will receive the solid performance percentage of the pay plan increase.
Timeline for 2021-2023 Pay Plan
|9/15/21||Final Pay Plan Memo Issued (no later than)|
|11/15/21||Executive Committee/Departmental Solid Performance Exercises Complete – Exercises determining solid performance are complete and submitted to the respective Dean/division head.|
Pay Plan FAQ 2021-2023
Pay Plan FAQ 2021-2023
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