Chapter 10 Compensation

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1 Chapter 10 Cmpensatin Reclassificatins and Reallcatins Plicy The duties and respnsibilities f a filled classified psitin may change fr a variety f reasns, including changes in technlgy, prgram gals, r rganizatin. The University has the right t assign and reassign duties t an emplyee, based upn the needs f the wrk unit. Wiscnsin law ( 230 Stats.) requires that the University allcate, reclassify, r reallcate classified psitins t an apprpriate class n the basis f authrity, respnsibilities, r ther factrs recgnized in the jb evaluatin prcess. If the classificatin decisin is delegated t UW-Madisn, Classified Human Resurces will determine whether incumbents f filled psitins which have been reclassified r reallcated shuld be regraded r if the psitin shuld be pened t ther applicants. If the classificatin is nt delegated, the Office f State Emplyment Relatins (OSER) r UW System Administratin will decide. Emplying Unit Review f a Reclassificatin r Reallcatin Request 1. Reclassificatin and Reallcatin requests shuld be reviewed, analyzed, and apprved by the emplying unit human resurces representative prir t apprval in JEMS-CHRIS-HR and submissin t CHR. 2. The emplying unit must have a cpy f the reclassificatin r reallcatin request signed by the supervisr and the emplyee prir t review f the request. 3. All f the required fields must be cmpleted in JEMS-CHRIS-HR in rder fr the emplying unit t review the request. 4. The unit human resurces representative r analyst may cnduct an audit f the psitin with the emplyee, supervisr, r thers with direct knwledge f the duties f the psitin. 5. If the emplying unit apprves the reclassificatin r reallcatin request, the emplying unit shuld submit the request via JEMS-CHRIS-HR t CHR fr review. Reclassificatin Reclassificatin is the mvement f a filled psitin t a different classificatin when: The duties and respnsibilities f a psitin have changed as a result f a gradual and natural utgrwth f the duties the individual was hired t perfrm r f duties which were assigned since the psitin was reviewed fr classificatin. The emplyee must have perfrmed the changed r new duties fr at least six mnths befre the reclassificatin can becme effective; r The emplyee has cmpleted specified training and has the requisite experience and prven perfrmance in a jb classificatin series that permits prgressin. Fr example, certain jb classificatins are rutinely dwn-scaled frm the bjective classificatin level t a lwer level fr recruitment and training purpses. After six mnths, the psitin may be reclassified and the incumbent mved with the psitin t the bjective level if the required perid f training and jb experience has passed and the duties nw are being perfrmed at the bjective level. Psitins, nt persns, are reclassified. An emplyee's current pay rate, length f service, r vlume f wrk d nt justify reclassificatin. When the level, cmplexity, and nature f the duties and respnsibilities assigned t a psitin are mre apprpriately described by anther jb classificatin, either the supervisr r the affected emplyee may ask the department chair/directr t submit a reclassificatin request t the emplying unit persnnel representative and the Dean r Directr's ffice fr review prir t submissin f the request t Classified Human Resurces.

2 Chapter 10 Cmpensatin Reclassificatin is NOT warranted under the fllwing circumstances: If the duties and respnsibilities f a psitin change s significantly in terms f type, level, and/r cmplexity, that a new psitin is actually created. Usually, if mre than 50 percent f the psitin duties have changed t a higher classificatin level, a new psitin has been created which must be filled by cmpetitin rather than regrading f the current incumbent. Sme pssible alternatives fr filling a new (filled) psitin include: If the emplyee currently perfrming the new functin is in a psitin classified at the same level r at a higher level than the new psitin, that emplyee may mve int the new psitin by transfer r vluntary demtin. If the emplyee's current psitin is classified at a lwer level than the new psitin, that emplyee can mve int the new psitin nly by prmtin. This requires that the emplyee cmpete fr the psitin. The emplyee has nt perfrmed the changed r new duties fr at least six mnths. When supervisry, lead wrk r managerial duties are initially assigned t r remved frm a psitin. When new duties are assigned t a psitin which will change the classificatin level and these duties culd reasnably have been assigned t ther emplyee in the wrk unit. Prbatinary emplyees cannt be reclassified. Initiatin f a Reclassificatin Request The supervisr shuld develp an accurate descriptin f duties and respnsibilities in the psitin and shuld dcument the changes which have ccurred since the previus psitin descriptin was written. A Reclassificatin Request shuld be initiated by the supervisr in the JEMS-CHRIS system. The request will include the new psitin descriptin, a justificatin explaining the lgical and gradual change between the ld psitin descriptin and the new, and a prpsed new title. The Reclassificatin Request shuld als include a revised rganizatinal chart and any Cnfidential, management r supervisry exclusin analysis frms. If there is a disagreement between the emplyee's descriptin f the duties f the psitin and the supervisr's descriptin f the assigned duties, an attempt shuld be made t reslve these differences befre the final psitin descriptin is prepared. If n agreement can be reached, the final psitin descriptin shuld reflect the supervisr's descriptin f the psitin. At that time, the emplyee shuld be directed t perfrm the duties described and t sign the psitin descriptin t acknwledge the assignment even thugh the emplyee may nt agree with the assignment. Emplying Unit Delegated Reclassificatins The emplying unit human resurces representative will apprve, mdify r deny the request. Fr apprved reclassificatin requests the emplying unit human resurces representative des the fllwing: Print ff the Reclassificatin Frm and the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin frm the packet. Replace the Reclassificatin Frm and the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin in the signed packet with the final frms. Sign the Reclassificatin Frm and the frnt page f the psitin descriptin. Send the entire packet back t the supervisr requesting signatures frm the emplyee and the supervisr n the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin frm. The entire packet shuld then be returned t the emplying unit human resurces ffice.

3 Chapter 10 Cmpensatin The emplying unit human resurces ffice shuld make three cpies f the final packet and distribute as fllws: Original t Classified Human Resurces Cpy t emplying unit human resurces persnnel file Cpy t the supervisr Cpy t the emplyee Fr denied requests the emplying unit human resurces representative des the fllwing: Denials are sent in writing t the requesting unit and the emplyee and include a statement f the appeal prcedures available t the emplyee. Denied reclassificatin requests shuld be prcessed as updated psitin descriptins Cpies f reclassificatin denials must be submitted t Classified Human Resurces fr inclusin in the persnnel file. The emplyee, if desired, may elect t withdraw a reclassificatin request rather than receive a frmal written denial. Withdrawals d nt affrd subsequent appeal rights. Classified Human Resurces Delegated Reclassificatins The Classified Human Resurces analyst will apprve, mdify r deny the request. Emplying unit human resurces ffices will receive ntificatin when reclassificatin requests are apprved by Classified Human Resurces. Once apprved, emplying unit human resurce ffices shuld d the fllwing: Print ff the Reclassificatin Frm and the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin frm the packet. Replace the Reclassificatin Frm and the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin in the signed packet with the final frms. Sign the Reclassificatin Frm and the frnt page f the psitin descriptin. Send the entire packet back t the supervisr requesting signatures frm the emplyee and the supervisr n the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin frm. The entire packet shuld then be returned t the emplying unit human resurces ffice. The emplying unit human resurces ffice shuld make three cpies f the final packet and distribute as fllws: Original t Classified Human Resurces Cpy t emplying unit human resurces persnnel file Cpy t the supervisr Cpy t the emplyee Denials are sent in writing t the requesting unit and t the emplyee and include a statement f the appeal prcedures available t the emplyee. Cpies f reclassificatin denials must be submitted t Classified Human Resurces fr inclusin in the persnnel file. Denied reclassificatin requests are prcessed as updated psitin descriptins The emplyee, if desired, may elect t withdraw a reclassificatin request rather than receive a frmal written denial. Withdrawals d nt affrd subsequent appeal rights. Nn-delegated Reclassificatins Classified Human Resurces reviews the request befre it is sent t the Office f State Emplyment Relatins (OSER) and/r UW System Administratin. OSER r UW System Administratin will apprve, mdify, r deny the request and ntify Classified Human Resurces.

4 Chapter 10 Cmpensatin Emplying unit human resurces ffices will receive ntificatin when reclassificatin requests are apprved by OSER r UW System Administratin. A cpy f the apprved reclassificatin request will be sent t the emplying unit human resurces ffice. Once received, emplying unit human resurce ffices shuld d the fllwing: Print ff the Reclassificatin Frm and the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin frm the packet. Replace the Reclassificatin Frm and the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin in the signed packet with the final frms. Sign the Reclassificatin Frm and the frnt page f the psitin descriptin. Send the entire packet back t the supervisr requesting signatures frm the emplyee and the supervisr n the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin frm. The entire packet shuld then be returned t the emplying unit human resurces ffice. The emplying unit human resurces ffice shuld make three cpies f the final packet and distribute as fllws: Original t Classified Human Resurces Cpy t emplying unit human resurces persnnel file Cpy t the supervisr Cpy t the emplyee Denials are sent in writing t the requesting unit and t the emplyee and include a statement f the appeal prcedures available t the emplyee. Cpies f reclassificatin denials must be submitted t Classified Human Resurces fr inclusin in the persnnel file. Denied reclassificatin requests are prcessed as updated psitin descriptins Appeal Prcedures If a frmal reclassificatin request is denied, the emplyee may appeal in writing t the designated ffice within the table within 30 days f receiving the denial. If denied by: Emplying Unit Human Resurces Classified Human Resurces Office f State Emplyment Relatins Appeal t: Classified Human Resurces Delegated title: Wiscnsin Emplyment Relatins Cmmissin Nn-delegated title: Office f State Emplyment Relatins Wiscnsin Emplyment Relatins Cmmissin Implementatin f Reclassificatin Reclassificatin may result in allcatin f a psitin t a classificatin which is in a higher, equivalent, r lwer pay range than the current pay range f the psitin. Upn reclassificatin f a psitin t a high level and regrading f the incumbent, the incumbent may receive a pay increase. Questins regarding pay upn reclassificatin shuld be referred t the apprpriate human resurces representative. The effective date f a reclassificatin actin is the beginning f the next pay perid after r the delegated emplying unit human resurces ffice receives the reclassificatin request. After reclassificatin, the incumbent btains permanent status in the new classificatin and des nt have t serve a prbatinary perid.

5 Chapter 10 Cmpensatin Reallcatin Psitins are mst frequently reallcated after statewide persnnel management classificatin surveys. These surveys are undertaken peridically by OSER t update state jb classificatins t enable state agencies t recruit mre effectively, t retain emplyees, and t ensure equitable cmpensatin rates fr duties perfrmed. Emplyees affected will receive reallcatin ntice dcumenting the new classificatin, effective date, new pay rate, and emplyee appeal rights. Occasinally, a psitin is incrrectly classified because f incrrect infrmatin prvided n the psitin descriptin r a judgment errr in the riginal classificatin actin. Either the emplyee r supervisr can bring the incrrect classificatin t the attentin f thrugh the emplying unit persnnel representative. Emplying unit persnnel representatives will advise the supervisr and the emplyee f its decisin. An emplyee wh is nt n prbatin when reallcatin ccurs has permanent status in the new classificatin withut a prbatinary perid. Reallcatin is the reassignment f a psitin t a different jb classificatin when: A change in cncept f the class r series. The creatin f new classes. The ablishment f existing classes. A change in the pay range f the class. The crrectin f an errr in the previus assignment f a psitin. A lgical change in the duties and respnsibilities f a psitin. A change in the level f accuntability f a psitin such as that resulting frm a rerganizatin when the change in level f accuntability is the determinant factr fr the change in classificatin. s. ER 3.01(2), Wis. Adm. Cde. Prcedures Initiatin f Reallcatin and Implementatin Classified Human Resurces Delegated Reallcatins The Classified Human Resurces analyst will apprve, mdify r deny the request. Emplying unit human resurces ffices will receive ntificatin when reallcatin requests are apprved by Classified Human Resurces. Once apprved, emplying unit human resurce ffices shuld d the fllwing: Print ff the Reallcatin Frm and the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin frm the packet. Replace the Reallcatin Frm and the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin in the signed packet with the final frms. Sign the Reallcatin Frm and the frnt page f the psitin descriptin. Send the entire packet back t the supervisr requesting signatures frm the emplyee and the supervisr n the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin frm. The entire packet shuld then be returned t the emplying unit human resurces ffice. The emplying unit human resurces ffice shuld make three cpies f the final packet and distribute as fllws: Original t Classified Human Resurces Cpy t emplying unit human resurces persnnel file Cpy t the supervisr Cpy t the emplyee

6 Chapter 10 Cmpensatin Denials are sent in writing t the requesting unit and t the emplyee and include a statement f the appeal prcedures available t the emplyee. Cpies f reallcatin denials must be submitted t Classified Human Resurces fr inclusin in the persnnel file. Denied reallcatin requests are prcessed as updated psitin descriptins The emplyee, if desired, may elect t withdraw a reallcatin request rather than receive a frmal written denial. Withdrawals d nt affrd subsequent appeal rights. Nn-delegated Reallcatins Classified Human Resurces reviews the request befre it is sent t the Office f State Emplyment Relatins (OSER) and/r UW System Administratin. OSER r UW System Administratin will apprve, mdify, r deny the request and ntify Classified Human Resurces. Emplying unit human resurces ffices will receive ntificatin when reallcatin requests are apprved by OSER r UW System Administratin. A cpy f the apprved reallcatin request will be sent t the emplying unit human resurces ffice. Once received, emplying unit human resurce ffices shuld d the fllwing: Print ff the Reallcatin Frm and the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin frm the packet. Replace the Reallcatin Frm and the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin in the signed packet with the final frms. Sign the Reallcatin Frm and the frnt page f the psitin descriptin. Send the entire packet back t the supervisr requesting signatures frm the emplyee and the supervisr n the Emplyee Ntificatin Frm f Receipt f Reclassificatin r Reallcatin Decisin frm. The entire packet shuld then be returned t the emplying unit human resurces ffice. The emplying unit human resurces ffice shuld make three cpies f the final packet and distribute as fllws: Original t Classified Human Resurces Cpy t emplying unit human resurces persnnel file Cpy t the supervisr Cpy t the emplyee Denials are sent in writing t the requesting unit and t the emplyee and include a statement f the appeal prcedures available t the emplyee. Cpies f reallcatin denials must be submitted t Classified Human Resurces fr inclusin in the persnnel file. Denied reallcatin requests are prcessed as updated psitin descriptins Appeal Prcedures If a frmal reallcatin request is denied, the emplyee may appeal in writing t the designated ffice within 30 days f receiving the denial. If denied by: Classified Human Resurces Office f State Emplyment Relatins Appeal t: Delegated title: Wiscnsin Emplyment Relatins Cmmissin Nn-delegated title: Office f State Emplyment Relatins Wiscnsin Emplyment Relatins

7 Chapter 10 Cmpensatin Cmmissin Implementatin f Reallcatin Reallcatin may result in allcatin f a psitin t a classificatin which is in a higher, equivalent, r lwer pay range than the current pay range f the psitin. Upn reallcatin f a psitin t a high level and regrading f the incumbent, the incumbent may receive a pay increase. Questins regarding pay upn reallcatin shuld be referred t the apprpriate human resurces representative. The effective date f a reallcatin actin is the beginning f the next pay perid after r the delegated emplying unit human resurces ffice receives the reallcatin request. After reallcatin, the incumbent btains permanent status in the new classificatin and des nt have t serve a prbatinary perid.

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