STATE MAN REURCES - PDF document

1 D E P A R T M E NT OF MI L I T A R Y
D E P A R T M E NT OF MI L I T A R Y A F F A I R S STATE MAN REURCES P R A C T I C E A ND P R O C ED U R E M A N U AL S T A T US: ( X) FINAL ( ) D R AFT EF F E C T I VE D A T E: 1 / 1 / 1 2 ( R e v i s ed April 201 8 ) BULLETIN NO.: 1.500 Page: 1 of BJECT: screti SECTI Compensation Practi In ance withtion I and Stion J of the 2017-2019 Compensation Plan, the Disctionary Equity or Retention Adjustment (DERA) program and the Disctionary Merit Compensation (DMCrograre tended to provide the appointing authority, The Adjutant General, with disction for awa Section f the Compensation Plan and the Division of Personnel Management Wisconsin Human Resours Handbook Chapter 552 provide generaDERA poly and produre for astate agencs. Section J of the Compensation Plan and the DPM WI HR Handbook provide general DMCy and procedure for astate agencies. This bulletin addresseadministration of DERA and D specifically for the Departmet of MilitarAffairs (D). The produreset rth in this bulletin must be used and written justification must be provided to substantiate DERA and DMC adjustments and payments. igibility and rage: DMAloyees in pay status aigned to a classiation in a broaand pay schele,whose pay administration is covered by The following eloyees a considered ineligle to rive both DERA and DMC: s who did not Employees who received in the past grievance process D E P A R T M E NT OF MI L I T A R Y A F F A I R S STATE MAN REURCES P R

2 A C T I C E A ND P R O C ED U R E
A C T I C E A ND P R O C ED U R E M A N U AL S T A T US: ( X) FINAL ( ) D R AFT EF F E C T I VE D A T E: 1 / 1 / 1 2 ( R e v i s ed April 201 8 ) BULLETIN NO.: 1.500 Page: 2 of BJECT: scretionary Eity or Reteon Adjtmen (DERA) and scretionary Mer Compensation (DMCAdjtments/Paen SECTI Compensation Supervisors who did not complete formal performance evaluations on a subordinateloyees for whom permance evaluations are required,Any employee paid at or above the applicable pay range maximum may not receive abasebuilding DERA,Employees serving the first 12 months of an original probationary period, or the firstyear of a career executive trial period which is also the employee’s originalprobationary period, ands eligle for duled tineecreaseLimited Term Employment (LTEloy The following eloyees a considered ineligle to rive DERA only: lassified eloyeeand Employs in classifitions not aigned to broadbanded pay schedules. The followingloyees a considered ineligle to rive DMnly: lassified eloyees serving a fixed term appointment. AllRA adjustmentsand DMC funded from iate sy line withiA's get, thah is ed to normally fund the oyeealary. additional gnateding for hedjustment As sucecommendations ust de withthe ance adequae funding exts o maain the ERA adjument or DMCaward. pay period duringal yearning of ipt ofrecommendation by SHR. A Please pertains to the D E P A R T M E NT OF MI L I T A R Y A F F A I R S STATE MAN REURCES P R A C T I C E A

3 ND P R O C ED U R E M A N U AL S
ND P R O C ED U R E M A N U AL S T A T US: ( X) FINAL ( ) D R AFT EF F E C T I VE D A T E: 1 / 1 / 1 2 ( R e v i s ed April 201 8 ) BULLETIN NO.: 1.500 Page: 3 of BJECT: scretionary Eity or Reteon Adjtmen (DERA) and scretionary Mer Compensation (DMCAdjtments/Paen SECTI Compensation Recommendations for been determcompression betwn the empemployee. method of paymebuilding, lump sum, or combination of both) must complies ation standards, and Stadenied, the ectorateequests, wether submitted to appropriecision (approve,modify, or deny). SHR and approval, modificagnature D E P A R T M E NT OF MI L I T A R Y A F F A I R S STATE MAN REURCES P R A C T I C E A ND P R O C ED U R E M A N U AL S T A T US: ( X) FINAL ( ) D R AFT EF F E C T I VE D A T E: 1 / 1 / 1 2 ( R e v i s ed April 201 8 ) BULLETIN NO.: 1.500 Page: 4 of BJECT: scretionary Eity or Reteon Adjtmen (DERA) and scretionary Mer Compensation (DMCAdjtments/Paen SECTI Compensation Amond Methods oPayment: Elile eloys may be anted A adjustments in any amount up to the value of 4) within-range pay stepsRPSiscal year, including DERA gnted by a ng agency oby ltiple agencies. Classified loyeeay be gnted DMCin any amount up to the value four (4within- range pay steps (WR) peiscal year, including DMC awards granted by a sin agency oltiple agencie classified loyeere not eligle formp sum ards and may only be anted D awards as base building adjustments. DERA adj

4 ustments and DMC ards not subto the 10%
ustments and DMC ards not subto the 10% tal cuulative adjustment a lassified eloyee n rive as provided in s.230.12 (5)), Wisconsin Statutes. Any eloyee pa at or above the applble pay range ximum y not receive a base- building adjustment. The Compensation Plan provides that under exceptional circumstans requests to exthe specific WRPS limistated above may be consided for classified and unclassified loyees. Such requestswillquire extensive jusification and exption revieM. Calculating Maximum lowable Amots and Number of WRPS Visit the Division of Personnel Management, Class and Comp Pageweb page. Click on the Alphabetical Lting of Classification. Locate theClass Titforthe loyee beinrecommended forDERA or C. Lote theRPS forthe clatitle. For base building, multiply the WRPS figure by 4. t figuis the ximum hourly amount allowed for a ba building incrse for that classifition. For mp sum DMC forlassified loyees, multly thatgure (4 WRby 2080. That figuis the ximum amount allowed for a mp sum award for tht clcation. Be aware that recommendations include any amount up to the maximum allowed. D E P A R T M E NT OF MI L I T A R Y A F F A I R S STATE MAN REURCES P R A C T I C E A ND P R O C ED U R E M A N U AL S T A T US: ( X) FINAL ( ) D R AFT EF F E C T I VE D A T E: 1 / 1 / 1 2 ( R e v i s ed April 201 8 ) BULLETIN NO.: 1.500 Page: 5 of BJECT: scretionary Eity or Reteon Adjtmen (DERA) and scretionary Mer Compensation (DMCAdjtments/Paen

5 SECTI Compensation Example 1: Class Tit
SECTI Compensation Example 1: Class Title: Oficeerations Assoiate; WRPS: $0.4 (as of October 2017) $0.43 * 4 = This is the maximum hourly amount allowed for a ba building DMC.)$1.72 * 2080 = This s the maximum amount allowed for a mp sum DMC award.) If the b building adjustment or lump sum amount being rommended equato the WRPgures (i.e. extly one, two, the, or four WRPS), this is the number of WRPS that must be identified in the quest. For exale, if the Ofce erations Assoiate above ceived a base building adjustment of $0.43, that would be one (1) WR. A b building adjustment of $0.86 r howould be two (2) WR, and so forth up four (4) WR. A lump sum of $2,683 would be extly ree (3WR If the b building adjustment or lump sum amount is not extly equato the WRPS amounts, s desribed above, following is the method for calculating the exWRPS to include in the request. Prk out the WRPS rounded up to the sond decimal place. Example 2: You want to recommend the Office Operations Assoiate receive a ba buildinadjustment of $0.50 per hour, which is not extly in line with the WRPS gure. Divide that gure by one WR: $0.50/$0.43 = WRPS. This s the WRPS that w be identified in the request. Example 3: You want to recommend a lump sum DMC in the amount of $2,000. Divide thamp sum amount by 2080 to convert to an hourly gure. Then divide that hourly figu by one WRPS: $2,000/2080 = $0.962. $0.962/$0.428 = WRPS. This is the WRPS that willbe identified in the st. If nded, please contacyour

6 aigned Human ResourSpialist for asstan T
aigned Human ResourSpialist for asstan TheDMAwill comply with aporting requirements as identified in the Stte of Wisconsin Compensation Plan. STATEOFISCONSINDEPARTMENTOFMINISTRATIONWIHR HANDBOOKPT552 COMPENSATION & EMPLOYMENT RELATIONS 101 E. WILSON ST, 4MADISON, WI 53703 JUSTIFICATION FOR DISCRETIONARY MERIT, EQUITY, OR RETENTIONAWARD(DMC/DERA) AGENCY: EMPLOYEE NAME: EMPLOYEE ID# CLASSIFICATION TITLE: PAY SCHEDULE & RANGE: CRITERIA (Choose One Only) JUSTIFICATION INCREASE AMOUNT NUMBER OF WRPS OR EQUIVALENT Merit: Employee recognition for superior or meritorious performance. Justification should be supported by criteria outlined in Section J, 2.00(5) of the Compensation Plan. Provide on page 2 of this documentor attach Pay Equity: Justification should be supported by criteria outlined in Section I, 6.00(6) of the Compensation Plan. Provide on page 2 of this documentor attach Retention: Retention DMC/DERA will only be approved if the employee has a job offer in hand and the resultant loss of the employee’s knowledge and experience would be a detriment to the agency. Retention DMC/DERA will not be approved for potential movements within an agency or to another executive branch, non UW agency. Provide on page 2 of this documentor attach DMC/DERARECOMMENDATION Old Base Salary New Base Salary Funding Source(s): Award Effective Date: # Prior WRPS in Same FY: Broadband PUA in last 12 months: No Yes Effectiv

7 e Date: PRINT and SIGN Date: Cdr/Dir
e Date: PRINT and SIGN Date: Cdr/Dir/Administrator: PRINT and SIGN Date: Date: AGENCY HEAD APPROVAL (signature): APPROVED: DENIED DA TE: Base Pay Adjustment: Lump Sum: DPM APPROVAL: APPROVED: DENIED DATE: Base Pay Adjustment: Lump Sum: AGENCY CONTACT NAME:CONTACT PHONE NO: JUSTIFICATION: PERFORMANCE CRITERIA (Check all that apply): Employee is not serving the first 12 months of an original probationary period on the award effective dateEmployee receivedsatisfactoryperformance evaluation within last 12 monthsEmployee has not received any form of formal discipline in the past 24 monthsEmployee is a supervisor and has completed required performance evaluations for all subordinates JUSTIFICATION NARRATIVE (Provide specifics and supporting documentation below) : INSTRUCTIONS FOR DM/DERAJUSTIFICATION FORM COMPLETION All areas of the form mustbe completed by the agency; incomplete forms will be returned to the sending agency for completion and resubmittal. Below isthe list of boxes contained on this DMC/DERAform with instructions for completion. Page 1 not workingnclassifiedncrease amountCalculate the number Rthen divide that iency” as the WRinternal approval only): This respond to D Page 2 Performance Criteria Check each box as applicableAll DMC/DERArecommendations must show that the employee has had a satisfactoryperformance evaluation in the past 12 months, is not serving the first 12 months of an original probationary period

8 , and does not have any form of formaldi
, and does not have any form of formaldiscipline in the past 24 months which was not subsequently overturned through a grievance process. If the employee is a supervisor, the employee musthave completed required performance evaluations for all subordinates19.Justification -- Provide narrative supporting the merit, equity, or retention award. Documentation may be provided as an attachment. Page of DMA DERA Eligibility Chart Eligibility by Pay Schedule or Range with Exceptions Noted The chart below is a visual aid to assist in identifying DMA employee eligibility for DERA, including amounts and methods of payment. This chart is organized by pay schedules or ranges which are assigned to positions within the DMA. Please see the Alphabetical Listing of Classifications to identify the relevant pay schedules or ranges and the Within Range Pay Steps (WRPS) applicable to employee classifications. Pay Schedule or Range DERA WRPS fiscal year limit Eligible Criteria Base Pay DERA Lump Sum DERA Exceptions Explanation 02 Not eligible None None None Ineligible: not a broadband pay schedule 03 Not eligible None None None Ineligible: not a broadband pay schedule 04 Not eligible None None None Ineligible: not a broadband pay schedule 05 Not eligible None None None Ineligible: not a broadband pay schedule 06 4 WRPS Equity/Retention Yes Yes Only select titles in Schedule 06 are eligible for DERA 07 4 WRP

9 S Equity/Retention Yes Yes 11
S Equity/Retention Yes Yes 11 4 WRPS Equity/Retention Yes Yes 12 4 WRPS Equity/Retention Yes Yes 13 4 WRPS Equity/Retention Yes Yes 14 4 WRPS Equity/Retention Yes Yes 15 4 WRPS Equity/Retention Yes Yes 71 - 01 4 WRPS Equity/Retention Yes Yes 81 4 WRPS Equity/Retention Yes Yes 90 Not eligible None None None Ineligible: not a broadband pay schedule INSTRUCTIONS FOR DM/DERAJUSTIFICATION FORM COMPLETION All areas of the form mustbe completed by the agency; incomplete forms will be returned to the sending agency for completion and resubmittal. Below isthe list of boxes contained on this DMC/DERAform with instructions for completion. Page 1 not workingnclassifiedncrease amountCalculate the number Rt. For then divide that iency” as the WRinternal approval only): This Page 2 Performance Criteria Check each box as applicableAll DMC/DERArecommendations must show that the employee has had a satisfactoryperformance evaluation in the past 12 months, is not serving the first 12 months of an original probationary period, and does not have any form of formaldiscipline in the past 24 months which was not subsequently overturned through a grievance process. If the employee is a supervisor, the employee musthave completed required performance evaluations for all subordinates19.Justification -- Provide narrative supporting the merit, equity, or retention award. Documentation may be provided as an atta