Overview
Compensation basis (formerly "pay basis") conversions for Faculty, Academic Staff, and Limited Appointees (FAASLI) should occur infrequently and are based on the duties and needs of the unit. These changes are typically permanent due to a change in long-term responsibilitie(s).
Compensation basis changes may impact the employee's benefits and/or eligible leave, and the Office of Human Resources (OHR) Benefits Services should be looped in on these requests if the employee's full-time equivalent (FTE) is below 100% to discuss any potential impacts to benefits.
Definitions
- Academic basis ("C-basis"): FAASLI employees directly tied to the academic year calendar (39 weeks) and who are in FLSA exempt job title.
- Annual basis ("A-basis"): FAASLI employees directly tied to the fiscal year and who are in FLSA exempt job title.
Effective Date
Although compensation basis changes typically occur at certain times during the year, the effective date can be the start date of any pay period. OHR Compensation Administration has the authority to make exceptions as needed.
- A to C Basis: Changes typically occur at the beginning of the academic year (Fall semester) or at the beginning of the Spring semester.
- Salary adjustments cannot occur during the summer for C-basis FAASLI employees, so any salary adjustments must either end on the last day of the Spring semester, or the last day of the summer term.
- C to A Basis: Changes typically occur at the start of the calendar year (first day of 1A pay period) or the start of the fiscal year (first day of 7A pay period).
Calculating Salary
Use the Salary Conversion Table to calculate the new compensation rate:
From | To | Use |
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Annual (12-month) | Academic (9-month) | Rate * (9/11) |
Annual (12-month) | Hourly (12-month) | Rate / 2080 |
Academic (9-month) | Annual (12-month) | Rate * (11/9) |
Academic (9-month) | Hourly (9-month) | Rate / 1560 |
Hourly (12-month) | Annual (12-month) | Rate * 2080 |
Hourly (9-month) | Academic (9-month) | Rate * 1560 |
Note: The conversion denominator of 11 takes into consideration the one-month vacation granted for annual appointments.
Documentation
Communicate the changes to the employee with an appointment change letter. Provide a copy of the Pay Basis: A Side-by-Side Comparison document and ensure they understand what changes will occur.
Processing Change in Workday
The steps below outline how to process a compensation basis change from 12-month to 9-month and vice versa.
Throughout the compensation basis business process, the absence balances are reviewed by Shared Services, the Absence Partner and/or Central Processing Absence UW. If applicable, absences will be transferred to the new plan and/or paid out; if time needs to be repaid, a Pay Input Request will be submitted.
See the Business Process Map for Job Changes for the full approval process.
Step 1: Find Employee |
From the Workday landing page, enter the employee's name in the search box and select the employee. |
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Step 2: Start Job Change |
Once you are in the employee's Worker Profile:
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Step 3: Enter Details in 'Start Job Change' |
Enter in details of the compensation basis change:
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Step 4: Change Organization Assignments |
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Step 5: Change Compensation |
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Step 6: Review and Submit |
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Questions?
Contact compensation@ohr.wisc.edu.