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Guidelines for Additional Duties/Responsibilities Salary Increases

Additional duties/responsibility increases may be appropriate when a substantive change in duties and responsibilities of a position occurs. The change must be a qualitative rather than a quantitative change in duties. The additional assignment(s) has duties which are more complex, higher-level in nature, span, and scope.

Non-instructional staff overloads Full-time, FLSA exempt employees only):

  • Overloads are for additional duties/responsibilities assigned for a defined period with set start and end date.
  • Additional responsibilities assigned cannot normally be completed during the employee’s scheduled workweek hours.
  • Duration is typically for at least one (1) month and last no longer than a semester (approximately 3 to 4 months) in length.
  • Amount of payments will vary but normally not be more than 10% of an employee’s annualized salary prorated for length of overload assignment. {Ex: employee’s annualized based salary is $60,000, 10% of base is $6,000 annually, which is $500 per month, so if overload assignment is for 4 months, this would equal a $2,000 overload paid over the four months}. In exceptional situations, overload amounts up to UWS policy limits may be approved by the appropriate division head/cabinet member (annual limit of $18,000 or 20%, whichever is greater). Amounts above this requires Chancellor’s approval.
  • FLSA non-exempt hourly employees are not eligible for overloads, rather they are eligible for overtime pay for hours worked over 40 in a workweek.

All employees (both FLSA exempt and non-exempt):

If additional duties/responsibilities are assigned for a minimum of 3 to 6 months and have a defined end date or unknown end date (not exceed one year), a temporary base salary increase may be considered.

  • Amount of payments will vary but normally not be more than 10% of an employee’s annualized salary prorated for length of overload assignment. {Ex: employee’s annualized based salary is $60,000, 10% of base is $6,000 annually, which is $500 per month, so if overload assignment is for 4 months, this would equal a $2,000 overload paid over the four months}. In exceptional situations, overload amounts up to UWS policy limits may be approved by the appropriate division head/cabinet member (annual limit of $18,000 or 20%, whichever is greater). Amounts above this requires Chancellor’s approval.
  • Salary increases cannot exceed UWS salary range assigned to employee’s position
  • Temporary base salary increase requests are submitted per the appropriate change form, and must include the old and new job descriptions, as well as a statement explaining any changes resulting from additional duties/responsibilities.
  • Any approved increase shall be effective the pay period following the fully completed change form is submitted to and approved Human Resources.
  • Retroactive salary adjustments are prohibited per Art. IV, §26, Wisconsin Statute.

If additional interim duties/responsibilities are assigned for a minimum of 12 months or fiscal year employees, or for an entire academic year for academic year employees, a base salary increase, and a UWS title change may be warranted.

  • Amount of salary increase will vary but will normally not be less than 5% and not more than 10% (or the minimum of the new UWS salary range assigned to the employee’s position if title change, whichever is greater) of an employee’s salary rate paid during the assignment. In exceptional situations, amounts of up to 20% may be approved by the appropriate hiring authority/Chancellor’s designee. Amounts over 20% will require Chancellor approval.
  • Base salary increase requests are submitted per the appropriate change form, and must include the old and new job descriptions, as well as a statement explaining any changes resulting from additional duties/responsibilities.
  • Human Resources will review the job description to determine if a new UWS title is justified or first within the UWS title assigned to the employee’s position.
  • If the additional duties/responsibilities has an unknown duration a UWS title change may be considered with the status “interim” (may also be considered for shorter term changes).
  • Salary increases cannot exceed the UWS salary range assigned to employee’s position.
  • An approved increase shall be effective the pay period following the fully completed change form is submitted to and approved by Human Resources.
  • Retroactive salary adjustments are prohibited per Art. IV, §26, Wisconsin Statute.
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