This guide will cover:
- The basic steps needed to make compensation changes for employees within your area of supervision. Compensation is supplemental or additional pay beyond base salary.
- Common types of compensation awards are mobile communication devices, temporary increases, and supplemental pay.
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This guide details the steps for completing this process using Supervisor/Manager WyoCloud access.
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If multiple funding sources are being used, a separate compensation must be entered for each funding source. For example, if supplemental pay is being funded from two funding sources, a compensation for the amount from each funding source must be entered.
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In order for a compensation addition or change to be reflected on a payroll, it must be entered AND fully approved by the payroll deadline for that pay period. The full list of payroll deadlines can be found on the payroll website.
If the compensation award is not fully approved or is submitted after the monthly payroll deadline, it will be rejected and you will need to resubmit the transaction using next month’s date.
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Step One
- Upon logging into WyoCloud from WyoWeb, navigate to My Team using the Navigator bar.
- First click My Team to expand, then click My Team within the navigator.
Step Two
- The My Team homepage will display. Here you will see all employees in your direct line of supervision.
- Click on the three dots to the right of the employee you’d like to manage compensation on.
- From the drop down, select Individual Compensation (note, you may need to scroll within the drop down).
- The Additional Compensation page will display. If the employee currently has any form of compensation, they will display.
- At step 1, click Add to add a compensation.
- Select the appropriate Plan and Option from the drop downs. In this example, we will be adding a Mobile Communication Device additional compensation.
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See the Appendix for descriptions of each Plan and Options available as well as if additional documentation is required.
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- Some compensation plans require additional information, such as start date and amount, will appear after selecting the Plan and Option. Start dates will default to the current date, however can be changed to a future date only. If compensation needs to be retroactive, prior to the current month, effective date should be indicated in the comments.
- For Mobile Communication Devices only, an end date of the end of the calendar year is automatically added in the End Date field and cannot be changed. This is due to UW policy requiring annual renewal of Mobile Communication Devices. If an end date of prior to the end of the year is needed, please note in the comments at Step Three.
- For all other types of compensation, you must uncheck the Ongoing check box to add a specific end date. Otherwise the compensation will continue until removed.
- Complete additional fields accordingly.
- Click OK.
Step Three
- Ensure compensation award just entered shows correctly.
- If all information is correct, click Continue to progress to step two.
- Step two is where comments and attachments should be added.
- Under Comments to add the costing string, a justification for the compensation or other information as required (such as start date).
- Under Attachments to upload required documentation for the compensation. For example, Mobile Communication Device Allowance Form (found on the Payroll website).
- Once all Comments and Attachments have been added, click Submit.
Appendix
UW currently has several individual compensation plans available. Below is an outline of both the plans and options currently available.
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Plan
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Option
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Description
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All Employees
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Award
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Given either from a nomination or competition for excellent service. (i.e.: Ellbogen GA Award, Ellbogen Teaching Award, Outstanding Staff Award)
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Award – Gross Up
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Same as Award except the amount indicated is the NET amount the employee is to receive instead of gross amount.
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Honorarium
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From the Latin word honorary meaning gift. An honorarium is a gift of a small amount of money. (i.e.: a faculty member may receive an honorarium for giving a speech for an organization.)
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Honorarium – Gross Up
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Same as Honorarium except the amount indicated is the NET amount the employee is to receive instead of gross amount.
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Moving Allowance |
Moving allowances offered to newly hired university employees with prior written approval by the hiring department are submitted using this compensation. Moving allowances may not exceed 1/12 of the hire’s annual salary. The offer letter should be attached. |
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Athletic Supplemental Pay
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Incentive Pay
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One-time payment for items such as tennis lessons, bowl games, or GPA incentive.
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Incentive Pay – Recurring
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Monthly payments for items such as Guaranteed Annual Compensation.
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Plan
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Option
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Description
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Benefited Academic Year Supplemental Pay
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Grant Funded Supplemental Pay – AY Faculty
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Extra compensation paid from Project (Grant) funding for Internal Funded Research.
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Grant Funded Supplemental Pay – Gross up
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Same as Grant Funded Supplemental Pay – AY Faculty, except the amount indicated is the NET amount the employee is to receive instead of gross amount.
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Grant Funded Supplemental Pay External Funded Research
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Extra compensation paid from Project (Grant) funding for External Funded Research.
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Grant Funded Supplemental Pay for Outreach Instruction
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Extra compensation paid from Project (Grant) funding for Outreach Instruction.
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Supplemental Pay – AY Faculty
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Extra compensation paid from Non-Project (Grant) funding for Internal Funded Research.
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Supplemental Pay – Gross Up
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Same as Supplemental Pay – AY Faculty, except the amount indicated is the NET amount the employee is to receive instead of gross amount.
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Supplemental Pay External Funded Research
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Extra compensation paid from Non-Project (Grant) funding for External Funded Research.
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Supplemental Pay for Outreach Instruction
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Extra compensation paid from Non-Project (Grant) funding for Outreach Instruction.
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Benefited Employee Supplemental Pay
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Car Allowance
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Extra compensation for the purchase and maintenance of a personal vehicle in lieu of an employer provided vehicle.
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Housing Allowance
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Extra compensation for personal housing in lieu of employer provided housing.
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Supplemental Pay
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One time compensation for work that is in addition to the employee’s regular duties. (i.e.: pay for teaching classes or performing other professional duties). Requires a written exception request from the employee’s supervisor, approved by the employee’s vice president which justifies the request and verifies that all conditions of UW Regulation 5-2 are met.
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Plan
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Option
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Description
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Benefited Employee Supplemental Pay (cont.)
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Supplemental Pay Recurring
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Extra compensation for work that is in addition to the employee’s regular duties. (i.e.: pay for teaching classes or performing other professional duties). Requires a written exception request from the employee’s supervisor, approved by the employee’s vice president which justifies the request and verifies that all conditions of UW Regulation 5-2 are met.
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Temporary Increase
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One-time payment. See Temporary Increase chart for additional details.
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Temporary Increase Recurring
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Payment for more than one month. See Temporary Increase chart for additional details.
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Mobile Communication Device
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Mobile Communication Device – Recurring
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Extra compensation to cover business use and one-time purchase of a personally owned device and service contract, in the form of a taxable Mobile Communication Device (MCD) allowance, for employees whose job duties include the frequent need for an MCD. Requires appropriate MCD form be attached.
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Non-Benefited One Time Increase |
To be used to award a non-benefited employee a one time temporary increase or one time award. |
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Physician Support
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Physician Support Payment
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Extra compensation to offset student loans for Family Residency Physicians.
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Temporary Increase Details:
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Option
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Definition
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Temporary Increase Classified
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An Appointing Authority may, upon written notification to Human Resources, temporarily assign an employee the duties of a different position of a higher pay grade vacated by reason of an incumbent’s extended leave or termination. Such assignments may be made for a period not to exceed one year. An employee temporarily assigned for less than thirty (30) calendar days duration shall receive no change in pay. Additionally, an employee temporarily assigned duties of the same or lesser pay grade shall receive no change in pay. If the temporary assignment exceeds thirty (30) calendar days, and if the pay grade for the classification of the temporary assignment is higher than the grade of the employee’s regular position, the employee’s salary may be temporarily increased not to exceed the same relative percentage above minimum currently held by the incumbent or up to the pay grade matrix midpoint of the new pay grade. In no case will the temporary pay be below the minimum or above the maximum of the pay grade for the classification which the employee is temporarily assuming duties.
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Temporary Increase Faculty
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A temporary increase in salary rate may be recommended for a faculty member or a University officer designated to perform the duties and responsibilities of a faculty member or University officer to be absent for two months or mor but less than two (2) years or to temporarily fill a vacant position. Temporary increases for a faculty member or a University officer for up to four (4) months maybe authorized by the President upon the recommendation of the cognizant vice president. Temporary increase for a faculty member and a University officer for a period in excess of four (4) months require authorization from the Trustees of the University.
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If you have any questions about these different awards, please contact the Payroll or HR Compensation department.