Additional Compensation

An ADS is appropriate for academic personnel (e.g., faculty, librarians, other academic staff) in the following circumstances:

• Assignment of administrative duties that were not contemplated as a component of regular salary. Such duties are typically role-based, associated with an ongoing need, and tend to transfer from person to person over time. A good example would be formal administrative appointments that require Board of Regents Approval (e.g., chair or dean; see Executive Order 20). 
• A multi-year administrative role that includes oversight and accountability (e.g., strategic direction, decision-making authority, programmatic evaluation, budgetary authority, and/or personnel management) for a major unit or program within the university
• An administrative role—of any duration—that reports directly to the academic unit executive head and is designated as assistant, associate, or vice chair/director/dean/chancellor/provost.
• Director or Executive Director of an Organized Research Unit (e.g., Center/Institute)
• Medical Directorship

Not all administrative assignments or leadership positions require an ADS. The determination is made by the appointing executive head (e.g., provost, dean, chancellor, chair/director, etc.) based on the scope of duties and required components of the academic appointee’s workload.  Unit executive heads are responsible for ensuring that they provide and evaluate ADSs consistently across their unit. 

Administrative positions and associated compensation are ’at will’ and can be terminated at the discretion of the appointing executive head. Compensation via ADS is only appropriate while the appointee holds the administrative position. 

For more information on administrative appointments, please visit Appointments requiring Board approval.

Processing an ADS
Follow these steps to request an ADS:

1. Review ADS applicability criteria
2. Make sure the appropriate administrative academic appointment has been established in Workday. If it hasn’t, Workday will not allow the request to move forward until the Add Academic Appointment Track business process is completed. 
3. Initiate a Request Compensation Change-Academic Personnel business process.
4. Select the applicable compensation plan type:
   • ‘Administrative Supplement’ – if funded through UW resources
   • ‘CUMG ADS’ – if funded through the CUMG practice plan
   • ‘UWP ADS’- if funded through the UWP practice plan
   • ‘PDR ADS’ – if funded through a paid-direct entity
5. Enter a prospective start date and an end date that is no more than five academic years in the future; the end date cannot exceed the end date of the primary academic appointment.
6. Be prepared to answer the following prompts in Workday:
   • Have you confirmed that this type of compensation is appropriate?  
   • Briefly describe the nature of work associated with this request. 
   • Briefly describe why this couldn’t be accommodated through workload adjustment as defined in policy.
   • Were the terms of assignment agreed to by the employee?
7. Make sure the terms of the ADS have been communicated to the employee in writing.
8. Upload all required documentation to Workday Maintain Worker Documents; please refer to Titles and Ranks page for required documentation.

A TPS is appropriate for academic personnel when a temporary assignment of additional duties cannot be accommodated through a workload adjustment. These additional duties include overload teaching, project-based work, and temporary supervisory or leadership duties that do not require Board of Regents approval.

Not all temporary assignments require a TPS. When a temporary need for additional work arises, an initial effort should be made to adjust the academic appointee’s workload distribution to accommodate these additional duties. 

If a TPS is deemed necessary, the determination is in accordance with EO59. The amount of a TPS should be commensurate with the level of associated effort beyond the academic appointee’s regular appointment percent, and take into consideration specialized knowledge, skills, experience, and/or market rates for similar work. Unit executive heads are responsible for ensuring that they provide and evaluate TPS’s consistently across their unit.  

The comment field for the Workday business process must identify the broad category of work being compensated (e.g., overload teaching, project-based work, temporary duties that do not meet the criteria for an Administrative Supplement (ADS) as described above).  

Processing a TPS

Follow these steps to request an TPS:

1. Review TPS applicability criteria
2. Initiate a Request Compensation Change-Academic Personnel business process.
3. Select the applicable compensation plan type:
   • ‘Temporary Pay Supplement’ – if funded through UW resources
   • ‘CUMG TPS’ – if funded through the CUMG practice plan
   • ‘UWP TPS’ – if funded through the UWP practice plan
   • ‘PDR TPS’ – if funded through a paid-direct entity
4. Enter a prospective start date and an end date no more than two academic years in the future; the end date cannot exceed the end date of the primary academic appointment.
5. Be prepared to answer the following prompts in Workday:
   • Have you confirmed that this type of compensation is appropriate?  
   • Briefly describe the nature of work associated with this request. 
   • Briefly describe why this couldn’t be accommodated through workload adjustment as defined in policy.
   • Were the terms of assignment agreed to by the employee?
   • If the request exceeds the 25% monthly threshold set by Executive Order 59, please provide rationale for the overage.
6. Make sure the terms of the TPS have been communicated to the employee in writing

NOTE: When costing a TPS for academic personnel to something other than the default costing on the regular base pay, select the TPP earning. Do not use TPS as the earning; this will automatically trigger the default costing. Please note that this is a change from past practice.

In most cases, the recipient will hold a Board of Regents-approved endowed academic appointment; however, the terms of the endowment may allow the appointee to use funds to provide an ENS to an individual other than the holder of the endowed appointment. Chancellors and deans are responsible for administering and monitoring endowment expenditures in accordance with University policies and procedures and in compliance with the endowment agreement. Guidelines for the terms and use of operating income for endowed appointments are outlined in Guidelines for the Terms and Uses of Operating Income: Endowed (and Term) Chairs, Professorships, and Faculty Fellowships.

Processing an ENS

Follow these steps to request an ENS:

1. Review the ENS applicability criteria
2. Make sure the endowment agreement allows for supplemental salary
3. Initiate a Request Compensation Change-Academic Personnel business process.
4. Select the compensation plan type ‘Endowed Supplement’
5. Make sure the terms of the Endowed Supplement have been communicated to the employee in writing.

CCOs should be used when additional clinical work or clinical shifts that include a premium are projected to span multiple pay periods. The compensation amount should be commensurate with the level of additional effort beyond the faculty member’s roster (appointment) percent and may reflect differentials associated with the type of clinical assignment as agreed to in the appointment letter. Such additional compensation shall be paid via a Temporary Pay Supplement (TPS). Clinical Coverage Overload work limited to a single pay period could be paid via a One Time Payment (OTP). 

Processing a CCO

Follow these steps to request an CCO:

1. Review CCO applicability criteria
2. Initiate a Request Compensation Change-Academic Personnel business process.
3. Select the applicable compensation plan type: 
   • ‘Clinical Coverage Overload’ – if funded through UW resources
   • ‘CUMG – Clinical Coverage Overload’ – if funded through CUMG practice plan
   • ‘UWP – Clinical Coverage Overload’ – if funded through UWP practice plan
   • ‘PDR – Clinical Coverage Overload’ – if funded through a paid-direct entity
4. Enter an end date that is on/before the end of the current academic year.
5. Make sure the terms of the COO have been communicated to the employee in writing

Non-faculty employees who agree to take on a temporary teaching assignment must be sufficiently qualified (as determined by the academic unit) and hold an academic appointment, typically as Lecturer Part-Time Temporary, Teaching Associate, or appropriate affiliate faculty title. The assigned course must be outside the school/college/campus where the individual holds their staff position. 

If the individual has already received an NTA in the current fiscal year (July 1-June 30), they are ineligible for another one. In this scenario, a separate academic position must be established by the academic unit employing to teach to accommodate the FTE associated with the teaching effort, and the FTE on the employee’s position in the primary employing unit must be reduced commensurately. 

Processing a Non-Faculty Teaching Allowance

The NTA  should be processed in Workday during the quarter in which instruction occurs.

The primary employing unit follows these steps to request a NTA on behalf of the secondary unit:

1. Review Non-Faculty Teaching Allowance applicability criteria
2. Make sure the individual has not already received an NTA in the current fiscal year (i.e., since July 1). If they have, they are ineligible for another one. 
3. Make sure an academic appointment has been established in Workday. If it hasn’t, Workday will not allow the request to move forward until the Add Academic Appointment Track business process is completed. 
4. Initiate a Request Compensation Change-Academic Personnel business process.
5. Enter an end date that aligns with the end of the quarter in which teaching occurs.
6. Select the compensation plan type ‘Non-Faculty Teaching Allowance’
7. Make sure the terms of the NTA have been communicated to the employee in writing.
8. Upload all required documentation to Workday Maintain Worker Documents; please refer to Titles and Ranks page for required documentation.
9. Be prepared to answer the following prompts in Workday:
   • Have you confirmed that this type of compensation is appropriate?  
   • Briefly describe the nature of work associated with this request. 
   • Briefly describe why this couldn’t be accommodated through workload adjustment for a faculty member as defined in policy.
   • Were the terms of assignment agreed to by the employee?
   • If the request exceeds the 25% monthly threshold set by Executive Order 59, please provide rationale for the overage.

Examples of Period Activity Pay use might include:

• A stipend mandated by a collective bargaining agreement
• A stipend mandated by funding agency agreement
• Fellowship payment

Refer to the Period Activity Pay Reasons table for appropriate uses for Period Activity Pay.

Examples of One-Time Payment use might include:

• A teaching award or other performance-related award
• Dentistry Practice Plan payment
• Employee Referral Program
• International Location allowance
• Moving Expense payment
• Relocation Incentive (visit the Recruitment web section for process details)

Refer to the One-Time Payment Reasons table for appropriate uses for One-Time Payments.

Processing PAP or OTP

Refer to the  Period Activity Pay User Guide for details on processing Period Activity Pay.

Refer to the One-Time Payment User Guide for details on processing One-Time Payments.