Understanding UW-Madison Salary and Activities Guidelines
This document covers the guidelines and policies related to salary, compensation, and activities for faculty members at UW-Madison. It explores topics such as institutional base salary, total UW effort components, exempt employee salaries, and overload policies. It emphasizes the importance of following the Uniform Guidance regulations and outlines the various components of compensation received by full-time employees. The content also delves into the expectations for exempt employees and the breakdown of institutional base salary components. Overall, it provides a comprehensive overview of the salary structure and activities expected from individuals at UW-Madison.
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Overloads Overloads March 4, 2021
Agenda Agenda UW-Madison guidance on salary and activities Uniform Guidance regulation on compensation UW-Madison Overload policy References
Activities of UW Activities of UW- -Madison faculty Madison faculty Research Teaching Service
Salary Salary Salary received by full-time employees exempt from FLSA = full compensation during the period of appointment 9-month (C-basis) appointment 12-month (A-basis) appointment Salary received for appointment = institutional base salary Exempt employees are expected to work without extra pay to complete their assignments
Institutional base salary (IBS) Institutional base salary (IBS) Annual compensation paid by the University of Wisconsin for an individual s appointment, whether that individual s time is spent on research, instruction, administration, or other activities Salary components: Regular salary Summer salary Regular hourly wages Overtime wages, for hourly employees Sabbatical leave Paid professional leave, such as vacation and sick leave IBS is received for total UW effort
Total UW effort includes: Total UW effort includes: Externally sponsored research, including all activities that the federal government recognizes as allocable to sponsored projects Departmental/university research, including UW-funded projects Instruction/university supported academic effort, including classroom teaching, presentations to students/trainee groups, mentoring trainees unless specifically part of a sponsored project, and participation in resident training Administration (e.g. Department Chair, Program Director, Dean) Service on institutional committees, including IRBs, IACUCs, and governance bodies Clinical activities, except UWMF clinical activity Effort expended on preparing proposals for new or continuing sponsored projects Activities related to pursuing intellectual property Public service activities directly related to UW professional duties Paid absences, including vacation time and sick leave
Uniform Guidance, Uniform Guidance, Compensation 200.430 200.430 Compensation personal services. personal services. (a)(2) Follows an appointment made in accordance with a non- Federal entity's laws and/or rules or written policies and meets the requirements of Federal statute, where applicable
Uniform Guidance, Uniform Guidance, Compensation 200.430 200.430 Compensation personal services. personal services. (h)(2) Salary basis. Charges for work performed on Federal awards by faculty members during the academic year are allowable at the IBS rate. in no event will charges to Federal awards, irrespective of the basis of computation, exceed the proportionate share of the IBS for that period. This principle applies to all members of faculty at an institution.
Uniform Guidance, Uniform Guidance, Compensation 200.430 200.430 Compensation personal services. personal services. (h)(2) Salary basis. (continued) IBS is defined as the annual compensation paid by an IHE for an individual's appointment, whether that individual's time is spent on research, instruction, administration, or other activities. Unless there is prior approval by the Federal awarding agency, charges of a faculty member's salary to a Federal award must not exceed the proportionate share of the IBS for the period during which the faculty member worked on the award. Caveat: Salary must be in alignment with state laws and institutional policies
Uniform Guidance, Uniform Guidance, Compensation 200.430 200.430 Compensation personal services. personal services. (h)(3) Intra-Institution of Higher Education (IHE) consulting. Intra-IHE consulting by faculty should be undertaken as an IHE responsibility requiring no compensation in addition to IBS. Exception for unusual cases where: consultation is across departmental lines involves a separate or remote operation work performed by the faculty member is in addition to his or her regular responsibilities, any charges are allowable provided arrangements are specifically provided for in the Federal award or approved in writing by the Federal awarding agency.
Uniform Guidance, Uniform Guidance, Compensation 200.430 200.430 Compensation personal services. personal services. (h)(4) Extra Service Pay normally represents overload compensation, subject to institutional compensation policies for services above and beyond IBS. The non-Federal entity establishes consistent written policies which apply uniformly to all faculty members, not just those working on Federal awards. The non-Federal entity establishes a consistent written definition of work covered by IBS which is specific enough to determine conclusively when work beyond that level has occurred.
UW UW- -Madison Overload description Madison Overload description When an employee holds two positions that combined exceed 100 percent, including work for: Two separate UW-Madison or UW System departments A state agency and a UW-Madison department Workload in excess of 100 percent of an employee s time Substantial additional work requirements are added to the existing duties of a full-time employee Performance of these duties is unusual, short-term, or nonrecurring Compensation paid above 100 percent is considered an overload
UW UW- -Madison Overload Policy Madison Overload Policy Determination that an overload is appropriate must be made before work is performed Employees should not be asked to assume additional duties outside of their normal work assignments for a sustained period of time Recurring needs for special responsibilities must be handled through some method other than overload payments Adjust employee's other duties to allow time to meet special recurring responsibilities Provide a temporary base adjustment, if appropriate
UW UW- -Madison Overload Policy Madison Overload Policy Federal cost principles Federal cost principles do not permit charging more than 100 percent of an individual's base salary to: federal awards nonfederal funds that are used as cost sharing on a federal award Only exception: where arrangement has been specifically provided for in the award OR approved in writing by sponsoring agency Policy states to check with RSP before submitting a request Ideally: Dept. checks with RSP and sponsor prior to submitting request to division
UW UW- -Madison Overload Policy Madison Overload Policy Overload compensation is limited Work done within UW System, overload may not exceed 20% of employee's base appointment salary or $18,000, whichever is greater (unless Provost/OHR grant exception) Work done outside the UW System, overload may not exceed $12,000 Overloads should not exceed six months Maximum effort or time spent should not exceed 25%
UW UW- -Madison Overload Policy Madison Overload Policy Summer employment for C-basis employees is not considered an overload Summer appointments for C-basis employees are managed through a separate policy and procedure (2/9ths rule applies) For employees on H1-B visa or other immigration status, must consult with International Faculty and Staff Services to verify if employee is eligible to receive additional payment Overload requests within UW-Madison are processed through the OHR's online overload system
Summary of major points Summary of major points Faculty are hired to do research, teaching, and service Research, teaching, and service = total UW effort Institutional base salary = compensation received for total UW effort A faculty member is expected to adjust their 100% effort to accommodate any new sponsored projects Caveat: Joint VA appointments
Summary of major points Summary of major points HR makes determination if overload is justifiable based on duties and institutional policies Overload paid on sponsored project must be approved in writing by sponsor (federal or nonfederal) Joint effort: Dept./Div. HR and grants; RSP; sponsor Recommend that overload on sponsored project be paid through separate appointment, not lump sum, since lump sum payments are not included on effort cards (and overload payments should be included on effort cards)
References References UW-Madison Effort Guidelines: https://rsp.wisc.edu/effort/ectraining/GuidelinesForEffortReporting.p df Overload Policy: https://policy.wisc.edu/library/UW-5031 Summer Appointments for Faculty, Academic Staff, and Limited Appointees on C-Basis Policy: https://policy.wisc.edu/library/UW- 5032 Uniform Guidance, 2 CFR 200: https://www.ecfr.gov/cgi-bin/text- idx?SID=0f2a809bf40911042da19574723d358c&mc=true&node=pt2. 1.200&rgn=div5
