Manage Compensation

Tags WyoCloud hcm

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.

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.

  • 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 Manage Compensation (note, you may need to scroll within the drop down).

​​​​​​​

  • The Manage Compensation page will display. If the employee currently has any forms 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.

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

  • Some compensation plans require additional information such as start date and amount this 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.
  • 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 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.

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.

Mobile Communication Device

Mobile Communication Device – Recurring

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.

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 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.

 

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
Mon 9/16/19 2:58 PM

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