Individual Compensation

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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 temporary increases and supplemental pay.

This guide details the steps for completing this process using Supervisor/Manager WyoCloud access.

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.

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.

Step One

Upon logging into WyoCloud from WyoWeb, navigate to My Team using the Navigator bar in the upper left corner.

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 would like to manage compensation for.

From the drop-down, select Individual Compensation (note, you may need to scroll within the drop-down).

Step Three

The Additional Compensation page will display. If the employee currently has any form of compensation, it will display.
At step 1, click +Add to add a compensation.

In the Additional Compensation pop-up, select the appropriate Plan and Option from the drop-down menus.
After selecting your Plan and Option, additional information will appear for you to complete.
- These fields will depend on how you initially categorized the compensation, with two exceptions:
- Start Date: Start date will automatically default to the current date, however, it can be adjusted to a future date only. If compensation needs to be retroactive, that date should be indicated in the comment section in the next step.
- Amount: Input the amount of the additional compensation. (Note: If recurring, this is the amount that will be disbursed monthly).
  - If you are selecting a Recurring amount, two additional options appear:
    - Ongoing Checkbox: This is checked by default. If left checked, the payment will disburse each month indefinitely. Please ensure you uncheck this if the payment has a defined end date.
    - End Date: If the Ongoing option is unchecked, a field will appear where an end date for the payment can be entered.

See the Appendix for descriptions of each Plan and Options available as well as if additional documentation is required.

Complete additional fields accordingly.
Click OK.

Ensure compensation award just entered shows correctly.
If all information is correct, click Continue.

Step Four

Enter Comments to add the costing string, a justification for the compensation or other information as required (such as effective date).
Click the hyperlink in the Attachments area to upload required documentation for the additional compensation. For example, a Mobile Communication Device Allowance Form.

Once all Comments and Attachments have been added, click Submit in top right corner.

Appendix

UW currently has several individual compensation plans available. Below is an outline of both the Plans and Options currently available.

Plan	Option	Description
All Employees	Award	Given either from a nomination or competition for excellent service. (i.e.: Ellbogen GA Award, Ellbogen Teaching Award, Outstanding Staff Award)
	Award – Gross Up	Same as Award except the amount indicated is the NET amount the employee is to receive instead of gross amount.
	Honorarium	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.)
	Honorarium – Gross Up	Same as Honorarium except the amount indicated is the NET amount the employee is to receive instead of gross amount.
	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.
	Mobile Communication Device – Recurring	Employees whose job duties include the frequent need for a mobile communication device may receive extra compensation, in the form of a mobile communication device allowance, to cover business-related use of their personally owned device, service plan and/or equipment. No further reimbursement for mobile communication device costs is available to employees who receive such an allowance. Requires appropriate MCD form be attached.
Athletic Supplemental Pay	Incentive Pay	One-time payment for items such as tennis lessons, bowl games, or GPA incentive.
	Incentive Pay – Recurring	Monthly payments for items such as Guaranteed Annual Compensation.

Plan	Option	Description
Benefited Academic Year Supplemental Pay	Grant Funded Supplemental Pay – AY Faculty	Extra compensation paid from Project (Grant) funding for Internal Funded Research.
	Grant Funded Supplemental Pay – Gross up	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.
	Grant Funded Supplemental Pay External Funded Research	Extra compensation paid from Project (Grant) funding for External Funded Research.
	Grant Funded Supplemental Pay for Outreach Instruction	Extra compensation paid from Project (Grant) funding for Outreach Instruction.
	Supplemental Pay – AY Faculty	Extra compensation paid from Non-Project (Grant) funding for Internal Funded Research.
	Supplemental Pay – Gross Up	Same as Supplemental Pay – AY Faculty, except the amount indicated is the NET amount the employee is to receive instead of gross amount.
	Supplemental Pay External Funded Research	Extra compensation paid from Non-Project (Grant) funding for External Funded Research.
	Supplemental Pay for Outreach Instruction	Extra compensation paid from Non-Project (Grant) funding for Outreach Instruction.
Benefited Employee Supplemental Pay	Car Allowance	Extra compensation for the purchase and maintenance of a personal vehicle in lieu of an employer provided vehicle.
	Housing Allowance	Extra compensation for personal housing in lieu of employer provided housing.
	Supplemental Pay	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.

Plan	Option	Description
Benefited Employee Supplemental Pay (cont.)	Supplemental Pay Recurring	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.
	Temporary Increase	One-time payment. See Temporary Increase chart for additional details.
	Temporary Increase Recurring	Payment for more than one month. See Temporary Increase chart for additional details.
Non-Benefited Additional Pay	Non-Benefited One-time Increase	To be used to award a non-benefited employee a one-time temporary increase or one-time award.
Physician Support	Physician Support Payment	Extra compensation to offset student loans for Family Residency Physicians.

Temporary Increase Details:

Option	Definition
Temporary Increase Classified	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.
Temporary Increase Faculty	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 more 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 may be 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 more than four (4) months require authorization from the Trustees of the University.

If you have any questions about these different awards, please contact the Payroll or HR Compensation department.

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Details

Article ID: 69454

Created

Wed 1/2/19 11:46 AM

Modified

Wed 1/19/22 1:41 PM

Updating...