Additional Pay Components for University Staff

These pay components are consistent with the hourly pay structure of University Staff covered by the Fair Labor Standards Act (FLSA).

Functional Owner

Assistant Vice Chancellor for Human Resources

Executive Sponsor

Vice Chancellor for Finance and Administration

Policy Contact

Director, Titling and Compensation

Policy Summary

These pay components are consistent with the hourly pay structure of University Staff covered by the Fair Labor Standards Act (FLSA).

Who This Policy Applies To

All University Staff, regardless of the source of funds supporting their salaries.

Rationale

UW–Madison is a 24-hour, 7 day-per-week operation and must be staffed at all times. Some University Staff may be required to work schedules that are outside normal business hours. University Staff also acquire additional skills and training that adds to the performance of their work duties. These additional pay components recognize the time outside normal work hours or any supplemental education or training completed.

Policy Detail

The following provisions provide the parameters for additional pay for nonexempt University Staff.

  1. Legal Holiday Premium

  2. Employees covered by this policy that work on legal holidays will receive compensatory time off or payment at the premium rate at the employer’s discretion.

  3. Standby Pay

    1. Employees who are FLSA non-exempt shall receive $2.25 per hour standby pay when the employer requires that an employee be available for work and be able to report to work in less than one hour.
    2. Employees who are exempt from the FLSA may receive $2.25 per hour standby pay when the employer requires that an employee be available for work and be able to report to work in less than one hour. Payment of standby pay is at the discretion of the employer.
  4. Call-Back/Call-In Pay

    1. Employees who are FLSA non-exempt shall receive a minimum of two hours pay when they are called back for duty or called in on their day off due to an emergency.
    2. Employees who are exempt from the FLSA may receive a minimum of two hours pay when they are called back for duty or called in on their day off due to an emergency.
  5. Calls or Text Messages Outside of Work

    1. If the employer contacts an FLSA non-exempt employee covered by this policy via telephone to discuss job-related business, the employee will be credited with work time for all such calls. In no case will employees receive less than a single one-half hour credit per day for calls or text messages under this section.
    2. Job-related business calls or text messages include discussion of:
      1. Specific patient treatment procedures
      2. Operation of equipment
      3. Clarification of instructions
      4. Repair procedures
      5. Other job-related matters
    3. Non-job-related business calls or text messages include discussion of:
      1. Calling an employee back to work
      2. Availability for overtime
      3. Scheduling changes
  6. Supplemental Pay for an American Association for Laboratory Animal Science (AALAS) Certification

    1. Employees in positions allocated to the classifications of Animal Research Technician, Animal Research Technician (Objective/Intermediate, Senior, & Advanced), Laboratory Technical Support Supervisor, and UW Agricultural Supervisor will receive an add-on of $1.00 per hour for any applicable AALAS certification.
    2. Employees in positions allocated to the classifications of Veterinary Technician (1, 2, or 3) or Veterinary Technician Supervisor may receive an add-on of $1.00 per hour for any applicable AALAS certification subject to the discretion of the hiring division.
    3. The hiring division will have the discretion to determine the relevance of the ALAAS certification to the position held and to authorize the hourly add-on.
    4. An employee may only receive the $1.00 per hour add-on for only one AALAS certification at a time.
    5. An employee may not receive the add-on for both an AALAS certification and a NAVTA certification.
    6. Any of the above add-ons will end immediately when the employee no longer works in the position for which the add-on was approved.
  7. Supplemental Pay for a National Association of Veterinary Technicians Certification

    1. Employees in positions allocated to the classifications of Veterinary Technician (1, 2, or 3) or Veterinary Technician Supervisor will receive an add-on of $1.00 per hour if certified as a specialist by any academy recognized by the National Association of Veterinary Technicians in America (NAVTA) and if the employee is in a position directly related to that specialty certification.
    2. The hiring division will have the discretion to determine the relevance of the NAVTA specialty certification to the position held and to authorize the hourly add-on.
    3. An employee may receive the $1.00 per hour add-on for only one NAVTA certification at a time.
    4. An employee may not receive the add-on for both an AALAS certification and a NAVTA certification.
    5. Any of the above add-ons will end immediately when the employee no longer works the position for which the add-on was approved.
  8. Supplemental Pay for Bilingual Skills

  9. Employees covered by this policy may receive an add-on not to exceed $1.00 per hour when their position descriptions require them to speak or translate a language other than English. The employer’s assessment of need for bilingual skills will determine the amount granted. Among other factors, the employer’s assessment can include anticipated percentage of time devoted to bilingual activity, estimates of how many customers will require bilingual services, and the number of languages used. This add-on will end immediately when the employee leaves the position or if the requirement is removed from the employee’s position description.

  10. Nurse Clinician Add-on

  11. Employees in positions allocated to the Nurse Clinician series and providing direct patient care may receive an add-on of $1.00 per hour for hours worked only. Employees who are not in the Nurse Clinician series but are providing direct patient care when filling in for a Nurse Clinician may also receive an add-on of $1.00 per hour for hours worked only.

  12. Night Differential

    1. Employees who are FLSA non-exempt shall receive night differential of $0.45 per hour for all hours worked between 6:00 p.m. and 6:00 a.m.
    2. Employees who are exempt from the FLSA may receive night differential of $0.45 per hour for all hours worked between 6:00 p.m. and 6:00 a.m. at the discretion of the employer.
  13. Weekend Differential

    1. Employees who are FLSA non-exempt shall receive weekend differential of $0.60 per hour for all weekend hours worked (i.e., work hours between 12:01 a.m. on Saturday and 12:00 midnight on Sunday).
    2. Employees who are exempt from the FLSA may receive weekend differential of $0.60 per hour for all weekend hours (i.e., work hours between 12:01 a.m. on Saturday and 12:00 midnight on Sunday) at the discretion of the employer.
  14. Responsibility Differentials for Permanent Positions in Nurse Clinician and Nursing Supervisor Classifications

    1. Eligibility.
      1. All Schedule 11 university staff employees are eligible for Responsibility Differential when the availability of medical and professional support staff is reduced, except for 1) day shift employees starting at or after 6:00 a.m., or 2) employees classified as Director of Nursing, Health Services Nursing Coordinator, Nursing Administrator, Nursing Practitioner-Management, or Nursing Supervisor.
      2. NOTE: Employees eligible to receive pay under this provision are not eligible for the Night Differential provided under IX of this policy.
    2. General Administrative Provisions.
      1. The payment of Responsibility Differential is mandatory for all qualifying work hours of employees who are FLSA nonexempt.
      2. The payment of Responsibility Differential is mandatory for employees in positions allocated to classifications in Schedule 11 and at the discretion of the appointing authority for all other eligible employees.
    3. Rate.
      1. The Responsibility Differential is $1.40 per hour for work hours between 5:00 p.m. and 7:00 a.m.
      2. Employees in positions identified by the employing unit as permanent p.m. or night shift or permanent p.m./night shift rotations, and employees who commit to or are assigned to work p.m., nights or p.m./nights for a two (2) month period, shall be compensated at the rate of $2.50 per hour in addition to the rate provided in (i) above for hours worked between 5:00 p.m. and 7:00 a.m.
      3. A responsibility add-on of $1.15 per hour shall be paid to employees in the Nurse Clinician, Nursing Specialist, and Therapist classification series when they are assigned supervisory responsibilities during the absence of a readily available supervisory employee on the premises. The payment will be limited to one employee in each unit and the employer will designate the employee to receive the pay.
      4. Work hours are defined as work time during which an employee must be on duty and/or at a prescribed place of work.
  15. Motorcycle Pay

  16. Sworn Law Enforcement Officers will receive additional pay of $25.00 per month when required to operate motorcycles in the performance of their assigned duties.

  17. Add-On for Certain Law Enforcement Positions

    1. UW–Madison may grant an add-on to certain employees of the University of Wisconsin–Madison Police Department based on the following classifications and degree qualifications:
    2. Classification Class Code
      Police Captain 65240
      Police Detective 65260
      Police Lieutenant 65222
      Police Officer 65200
      Police Sergeant 65221

      Degree Amount
      Associate’s Degree $1.00 / hour
      Bachelor’s Degree $2.00 / hour
      Master’s Degree $3.00 / hour

    3. Any add-on will immediately when an employee no longer serves in a position for which an add-on is approved.
    4. Any add-on will take effect at the beginning of the first pay period following approval of the add on.
  18. Supplemental Pay for Engineering Related Classifications

    1. An add-on of $0.30 per hour may be paid to an employee whose position is allocated to a classification in Schedule 14 or one a management or supervisory engineering and related classifications when the employee possesses a license or registration as an Agricultural Engineering Practitioner, Professional Geologist, Professional Hydrologist, Professional Soil Scientist, Petroleum Operations Engineer, or Wisconsin Registered Interior Designer.
    2. An add-on of $1.00 per hour may be paid to an employee whose position is allocated to a classification in Schedule 14 or one of the management or supervisory engineering and related classifications when the employee possesses 1) a Designer of Engineering Systems permit, 2) an Architect registration or 3)a license as a Land Surveyor, Professional Engineer, or Landscape Architect.
    3. The hiring division will have the discretion to determine the relevance of the registration or permit to the position held and to authorize the hourly add-on. If granted, the add-on will be effective at the beginning of the first pay period following receipt by the appointing authority of proof that the registration or permit has been obtained and is currently held.
    4. If the incumbent moves to a position not allocated to one of the authorized classifications, the add-on will end. If the incumbent moves to another position allocated to one of the authorized classifications, the hiring division of the new position has the discretion to determine whether to continue the add-on in the new position.
    5. If an employee’s registration or permit expires or is revoked, the add-on will end at the beginning of the first pay period following the expiration or revocation date.
  19. Supplemental Pay for Science Related Certifications, Licenses, and Registrations

    1. The hiring division may provide an add-on not to exceed $0.30 per hour to an employee whose position is in Schedule 15 and holds:
      1. A Department of Safety and Professional Services certification, license or registration as a Professional Geologist, Professional Hydrologist, Sanitarian, Nutrient Management Planner or Professional Soil Scientist; or
      2. A certification from the National Credentialing Agency or the American Society for Clinical Pathology.
    2. An employee will be eligible for only one add-on regardless of how many licenses orregistrations the employee holds.
    3. The add-on will immediately end if the employee leaves the position.
  20. Certified Public Accountant (CPA) Add-On

    1. CPA Add-On (Pre-Certification): An add-on amount of $0.25 per hour may be paid when an eligible employee successfully completes the Certified Public Accountant (CPA) examination and possession of the CPA "Notification of Grades." To be eligible for the add-on, all three of the following criteria must be met:
      1. The employee must be in a position that is allocated to an Accountant or Auditor classification, or one of the following professional confidential, supervisory, or management fiscal classifications: Accountant-Confidential, Auditor-Confidential, Financial Program Supervisor, Financial Officer, Financial Manager or Financial Management Supervisor;
      2. The employee must successfully complete the CPA examination and possess the CPA "Notification of Grades" from the Department of Safety and Professional Services or another state; and
      3. The CPA-related knowledge must be relevant to the position's assigned duties and responsibilities.
    2. CPA Add-On (Post-Certification): Upon earning the CPA certification, an additional add-on of $0.25 per hour may be paid to bring an employee’s total add-on amount up to $0.50 per hour. To be eligible for this additional add-on amount, all three of the following criteria must be met:
      1. The employee must be in a position that is allocated to an Accountant or Auditor classification, or one of the following professional confidential, supervisory, or management fiscal classifications: Accountant-Confidential, Auditor-Confidential, Financial Program Supervisor, Financial Officer, Financial Manager or Financial Management Supervisor.
      2. The employee must possess a current certificate from the Department of Safety and Professional Services or another state as a Certified Public Accountant.
      3. The CPA-related knowledge must be relevant to the position's assigned duties and responsibilities.
    3. The hiring division will have the discretion to determine the relevance of the successful completion of the CPA examination or CPA certification to the position and to authorize the hourly add-on.
    4. An add-on will take effect at the beginning of the first pay period following the appointing authority’s receipt of proof that the CPA examination has been successfully completed that the CPA certification has been obtained and is currently held.
    5. If the incumbent moves to a position not allocated to one of the authorized classifications, the add-on will cease. If the incumbent moves to another position allocated to one of the authorized classifications, the hiring division of the new position has the discretion to determine whether the add-on will be continued in the new position, based on the criteria above.
    6. If an employee’s certification expires or is revoked, the add-on will end at the beginning of the first pay period following the expiration or revocation date.
  21. Certified General Appraiser Add-On

    1. An add-on amount of $0.30 per hour may be paid to an eligible employee in a position in which the primary responsibility is property assessment or real estate appraisal, when the employee possesses a current certification as a Certified General Appraiser from the Department of Safety and Professional Services. The General Appraiser Certification must be relevant to the position’s assigned duties and responsibilities.
    2. The hiring division will have the discretion to determine the relevance of the certification to the position and to authorize the hourly add-on.
    3. An add-on will take effect at the beginning of the first pay period following the hiring division’s receipt of proof that the certification has been obtained and is currently held.
    4. If the incumbent to a position not allocated to one of the authorized classifications, the add-on will end. If the incumbent moves to another position allocated to one of the authorized classifications, the hiring division of the new position has the discretion to determine whether the add-on will be continued in the new position, based on the criteria noted above.
    5. If an employee’s certification expires or is revoked, the add-on will end at the beginning of the first pay period following the expiration or revocation date.
  22. Safety Shoe Allowance

    1. If the employer requires the purchase of safety shoes to perform assigned duties, a division may pay an allowance of $30.00 payable the first pay period of January or July of each calendar year.
    2. Employees hired after July 1 will not be eligible for reimbursement in the year of hire.
    3. Divisions that decide to reimburse a safety shoe allowance shall do so for all employees in their division eligible for reimbursement.

Definitions

Compensatory Time: paid time off the job which is earned and accrued by an employee instead of immediate cash payment for overtime. Section 7 of the FLSA provides that any employee of a public agency who has accrued compensatory time shall be permitted to use such time off within a reasonable period after making the request, if such use does not unduly disrupt the operations of the agency therefore compensatory time may be used to cover pre-planned, approved absences at the employee’s discretion. The ability to use compensatory time when the absence was unplanned is at the employer’s discretion.

Nonexempt Staff: staff eligible for overtime pay or compensatory time off according to federal and state law.

Premium Rate: the employee’s regular rate times 1.5.

Responsibilities

Office of Human Resources (OHR)
  • Provides policy oversight to ensure compliance with campus policy
  • Conducts periodic reviews of the policy with campus human resources departments
  • Implements changes to the policy as needed
  • Serves as the liaison with the UW Service Center to ensure that additional pay components are available within HRS
College/School/Division HR
  • Ensures that all eligible employees receive compensation in accordance with the additional pay components listed above
  • Ensures administrators, supervisors, and managers are aware of and comply with the additional pay components
  • Serves as records custodians for additional pay components in their employing unit
Supervisor
  • Consult with College/School/ Division HR Departments on any of the pay components found in this policy

Link to Current Policy

https://kb.wisc.edu/ohr/policies/page.php?id=53294

Link to Related Policies

Standard Office Hours

Personal and Legal Holidays 

Overtime 

Link to Policy History

Wis. Stat. § 230.35, State office hours, standard workweek; leaves of absence; holidays

Wis. Admin. Code § ER 18.04, Holidays




Keywords:Additional Pay Components for University Staff   Doc ID:53294
Owner:OHR .Group:HR Policies
Created:2015-06-25 16:40 CDTUpdated:2016-11-17 12:57 CDT
Sites:HR Policies
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