Pay Basis Conversions
General information
- Pay basis for an employee should be appropriate for the duties for which the person is normally responsible
- Conversion of an employee’s appointment from one pay basis to another (e.g., annual to academic) should occur infrequently
- Employee long-term responsibility changes might warrant a pay basis change
- Clear justification of why a pay basis change is being requested, including benefit/impact to both unit and employee is required
- Temporary changes in duties should be facilitated without pursuing a pay basis change (e.g., extend length of time an academic pay basis person will work in a fiscal year, such as teaching in Summer, may be handled by use of a summer appointment)
Timing of conversions
- Pay basis changes may only occur:
- A to C – at the beginning of the academic year or at the beginning of the spring semester
- C to A – at the beginning of the fiscal year (July 1) or half-way through the fiscal year (January1)
Submission of change requests
- JEMS Rate/Title change system is used for entry/review/approval of all pay basis requests
- Clear justification of why a pay basis change is being requested, including benefit/impact to both unit and employee is required
Resources
- CALS HR Manager for your unit
- Calculator – Convert Pay Basis
- OHR Salary Conversion Table
- UW System Administrative Policy 230 – Salary & Fringe Benefit Calculations (see Article 6.F. for Pay Basis Conversions for A and C Basis Salaries)