Ad Hoc Instructor Payment Procedures
Click here to view or download a copy of the above flowchart.
As you navigate through the flow chart, as best practice, once a year, any and all instructors should be sent through the Ad Hoc Instructor Payment Survey. An instructor's employment status within UW-Madison and the UW System has a tendency of changing not only in regards to employment status but also the FTE's of their position. The Non-Credit Payroll Specialist will follow up on these inquiries as they are received.
Overview: Payroll is used if a presenter is currently a UW-Madison staff member and plans to be paid an individual.
Purpose: Document internal DCS procedures on how and when to request payroll for an ad hoc instructor, see the DCS Instructor Payment Flowchart above.
Responsible Party: Program Support
Resources:
- Review the Payroll Instructions for detailed steps.
- Review the Payroll Calendar here.
Overview: Overloads are needed when University employees work more than a regular full-time position. For DCS instructors, this means anyone already working for the UW in a full-time capacity and working for DCS as an instructor, they are working for DCS in an overload capacity.
Purpose: Document internal DCS procedures on how and when to request an overload for an instructor being paid by payroll. To determine if an overload is needed, see the DCS Instructor Payment Flowchart.
Responsible Party: Program Support
Scope: This procedure only applies to overloads for current UW-Madison employees. Overloads for UW System campus employees also working for DCS, please see the Department Admin.
Resources:
- Review the Overload Instructions for detailed steps for creating an Overload.
Overview:An Inter-Institutional Overload (IIO) is needed when the employee works a regular full-time position at a non-UW-Madison UW System campus (UW-Green Bay, UW-Milwaukee, etc.) and the payment will exceed $1,000. IIO's are not done online like they are for UW-Madison employees, instead, there is a form to fill out that is signed and sent by email to the other campus for signature.
Purpose: Document internal DCS procedures on how and when to request an IIO for an instructor from another UW System campus also working for DCS and being paid by payroll. An IIO will be needed if the employee works a regular full-time position at a non-UW-Madison UW System campus and the payment will exceed $1,000. If the payment is $1,000 or less, the instructor will be paid on payroll and an IIO is not needed.
Responsible Party: Program Support
Resources:
- Review the IIO Instructions for detailed steps for creating an IIO.
Overview: Inter-Institutional Agreements are needed when DCS is going to buy a percentage of an instructor's time from another UW System campus. For example, this means DCS would pay UW-Milwaukee for the cost of 40% of the UW-Milwaukee staff person's time between specific dates. The cost will include the percentage of salary and fringe for the time period of the agreement. This scenario is rare and program support staff should consult with their supervisor and/or the Department Administrator if they believe this situation applies to their instructor.
Program Support staff should also review "Payment by Inter-Institutional Overload (IIO, Other UW System Employees)". An IIO is used when DCS is compensating an instructor who also works at a different UW System campus, but the payment is being made to the instructor and not the other system campus. An IIO is far more common than an IIA
Purpose: Compensating another campus for instructor time teaching for DCS
Responsible Party: Program Support
Overview: DPs (Direct Payments) are used to pay businesses or individuals with an LLC who are paid less than $5000 in the course of a 12 month period from DCS. Those entities being paid by DP need to submit an invoice and a W9 before a DP can be processed.
Purpose: Document internal DCS procedures on how and when to request a DP for a business being paid by check. To determine if a DP is needed, see the DCS Instructor Payment Flowchart above.
Responsible Party: Program Support
Resources:
- Review the DP Instructions for detailed steps for creating a DP.
Overview: PIRs (Payment to Individual Report) are used to pay ad hoc instructors who are not being paid through a business and who earn less than $5000 from UW-Madison in the course of one fiscal year.
Purpose: Document internal DCS procedures on how and when to request a PIR for an instructor being paid by check. To determine if a PIR is needed, see the DCS Instructor Payment Flowchart.
Responsible Party: Program Support
Resources:
- Review the PIR Instructions for detailed steps for creating a PIR.
Overview: ASSAs (Academic Support Services Agreement) are used if a presenter is earning more than $5000 in a 12 month period. The first step is to check in with the Department Administrator to determine if this presenter should be added to payroll or not. If they are not added to a payroll then they will be paid by ASSA.
Purpose: Document internal DCS procedures on how and when to request an ASSA. To determine if an ASSA is needed, see the DCS Instructor Payment Flowchart above.
Responsible Party: Program Support
Resources:
- Review the ASSA Instructions for detailed steps for creating an ASSA.
Adding a New Instructor to CSIS
Overview
There are a number of steps that need to occur when an instructor who has not previously provided instruction for DCS or changes from being paid as an individual to being paid through their business entity (i.e. LLC. or Inc.). Review the Checklist for Adding a New Instructor for details.