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Employee Handbook Index

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Employee Handbook - Direct compensation

 

Staff Compensation System

The Staff Compensation System covers all professional, administrative, clerical, and technical staff members. It does not include bargaining-unit employees, employees hired by contract, researchers, executive officials, or senior administrative officers.
A market-based compensation system is used to classify positions.

The Staff Compensation System contains 13 position grades, numbered 10 through 22. Each grade has a minimum and a maximum pay amount, with three pay ranges between the minimum and maximum:

• Lower-range — pay is between minimum pay and mid-range, is appropriate for employees in the learning and development phase of their job; this range is typically for employees new to a position and whose competencies are not yet fully developed. Entry level pay falls in this range.
• Mid-range — pay is appropriate for employees who are fully proficient in their job. This is the target market-based competitive pay for employees who are fully competent, possess the full skill set necessary to perform their job well, meet job expectations, and consistently demonstrate skills needed and fulfill responsibilities and duties.
• Upper-range — pay is appropriate for employees who serve as role models, exhibiting an exceptional skill set and consistently exceeding all job expectations. These employees exemplify the best way of doing their job, go the "extra mile," share their knowledge, and leverage their strengths to benefit the University.

The current pay structure, with dollar amounts shown, can be found on the Human Resources Web site, www.wmich.edu/hr.

New hire policy — starting pay

New employees should be hired at a pay rate between the pay grade minimum and the lower end of the pay grade's mid-range. Starting rates in the mid-range or upper third of the range must be reviewed by Human Resource Services prior to the Department making an offer to the applicant. Prior approval of the appropriate vice president is required for starting rates in the upper third of the range.

Pay adjustments related to job changes

An employee's current rate of pay should not preclude them from consideration for transfer opportunities, including promotions, lateral moves, and demotions. Should an employee be promoted, laterally transferred, or demoted to a new position, the employee's pay rate will be adjusted as follows.

Exceptions

Please note that the hiring department must receive approval for any exceptions to the following guidelines prior to making an offer to the employee. The hiring department will prepare written justification for a proposed exception, and the appropriate vice president, in consultation with Human Resource Services, will approve or deny the exception. The written justification for all approved exceptions must accompany the authorizing form and will be placed in the employee's Human Resources file.

Promotions

The following guidelines apply regardless of the number of grades the employee is promoted.

• When the employee's current pay rate (prior to promotion) is within the new pay grade's lower range or below the new pay grade's minimum, the employee should receive a 7 to 10 percent increase. If the adjusted pay still falls below the new pay grade's minimum, the employee's new pay rate will be the new pay grade's minimum.
• When the employee's current pay rate (prior to promotion) is within the new pay grade's mid-range, the employee should receive a 5 to 7 percent increase.
• When the employee's current pay rate (prior to promotion) is within the new pay grade's upper range, the employee should receive a 3 percent increase.

Lateral transfers

Generally, employees should not receive a pay adjustment when transferring to another position in the same pay grade. Departments may discuss with Human Resource Services possible exceptions based on unique job or employee qualifications, prior to making an offer to the employee.

Demotions

Should an employee transfer to another position with a lower pay grade, the employee's pay rate should be governed by the new pay range. Departments should contact Human Resource Services to determine the appropriate pay prior to making an offer to the employee.

Temporary base pay increases—acting or interim appointments

From time to time, all employees are expected to assume some of the duties of a vacant position. However, it is only when an employee is appointed to a vacant position in an "acting" or "interim" capacity that a base pay adjustment should occur.

• The employee must be appointed to the position by processing the appropriate transaction form.
• Acting or interim appointments should only occur for vacancies longer than three months, but should not exceed one year.
• The employee's temporary pay will be determined by the pay grade of the position in which the employee is acting.

Adjustments to base pay

Adjustments to base pay should only occur through the annual pay adjustment process, at the time of promotion, or when an employee's current position increases in grade.

Annual pay increases

Pay increases are never considered automatic. Each year, the University's President and Board of Trustees consider allocating funds for pay increases, taking many budget and economic factors into consideration. If pay increases are budgeted, raises are granted with the approval of each employee's supervisor, and employees with satisfactory performance will normally receive pay increases effective with the start of the fiscal year. Pay raises may be withheld for less than satisfactory performance.

Overtime pay

Overtime pay is required whenever a non-exempt (hourly paid) employee works more than eight (8) hours in one day or forty (40) hours in one week. Overtime pay is paid at one-and-one-half (1-1/2) the employee's normal hourly rate for the amount of time worked over eight hours in one day or forty hours in one week.
Exempt (salaried) employees are not eligible for overtime pay (see "Employment Status").

Reporting your time

1. Non-exempt (hourly paid) employees record their work hours either on a time report or by using a time clock. Your supervisor will tell you which method is used in your department. If a paper time report is used:
   • All hours worked, including those in excess of eight (8) in one day or forty (40) in one week, must be reported.
   • The time report should be completed daily.
   • Every absence must be explained.
   • The report is to be signed by the employee and turned in for the supervisor's signature; your department will tell you when they are due.
     
   Time reports are part of each department's records and must match the biweekly time reported in Kronos. Detailed instructions for filling out the time report are on the reverse side of the report form. Non-exempt employees are eligible for overtime pay (see "Overtime Pay").
   
   
2. Exempt (salaried) employees must record and certify their hours worked. Your department will instruct you on their policy for reporting time. All absences and use of leave must be recorded on this report. Detailed instructions for filling out this report are available from the Payroll Department. Overtime pay is not paid to salaried employees.

Paydays

The Payroll Department issues paychecks every other Tuesday and checks are sent to University departments for distribution to employees. Each paycheck also includes a pay stub that shows gross pay, deductions, net earnings, as well as sick and annual leave use and balances. If you wish, you may arrange to have your paycheck deposited directly into your bank (see "Direct Deposit"). Paychecks cover the two-week period ending nine days before payday. If there is a question about a paycheck, contact your supervisor. If further help is needed, contact Payroll.

Direct deposit

By request, you may have your paycheck directly deposited at a financial institution. The direct deposit is normally received by the financial institution on the morning of each payday. Authorization forms for direct deposit are available in the Payroll Department and are also usually provided to new employees during orientation.

• You can deposit your entire net pay or a portion of your pay to the account(s) of your choice.
• You can establish direct deposit with most banks and credit unions. You may want to check with your bank or credit union regarding forms they may require to establish a direct deposit plan.
• On payday, you will receive a complete pay stub showing information regarding gross and net pay, deductions, and sick and annual leave use and balances.

Payroll deductions

Payroll deduction is a method for automatically withholding money from paychecks on a regular basis. The following deductions are available at WMU:

Annual fund

Employees may donate to the University through payroll deduction.

Dependent Care Flexible Spending Account

Employees may establish a Dependent Care Flexible Spending Account which allows them to pay for dependent child or elder care with before-tax dollars. Forms are available from Human Resources. (See "Dependent Care Flexible Spending Account.")

Garnishments and wage assignments

The University does not wish to be involved in the personal financial affairs of employees. However, WMU is required to honor legal garnishments, wage assignments, and levies. Western must withhold the required monies and submit them to the appropriate party, as prescribed by law.

Medical Reimbursement Flexible Spending Account

Employees may enroll this plan, which allows them to have pre-tax dollars deducted from their pay and set aside to pay medical expenses not covered under their health care plan. (See "Medical Reimbursement Flexible Spending Account.")

Income tax

U.S. and State income taxes are required deductions under federal law. Taxes are withheld from every paycheck, based on the employee's income and number of exemptions claimed. If exemptions change for any reason, contact Payroll.

Insurances

Payroll deduction covers employee premiums for most insurance programs. (See "Insurances.")

Recreation fees

Employees purchasing a membership in the Student Recreation Center may do so through payroll deduction. Authorization forms are available at the University Recreation office, located in the Student Recreation Center. (See "Student Recreation Center.")

Season tickets

Employees wishing to buy season tickets to on-campus athletic and/or cultural events may do so through payroll deduction. (See "Athletic Events" and "Miller Auditorium and Shaw Theatre.")

Social Security (FICA)

The Social Security Act requires that money be set aside for future retirement or disability benefits. The rate of deduction, set by the U.S. Congress, changes yearly. An equal amount is paid by the employee and by the University each pay period.

Tax-deferred retirement savings

Tax deferred retirement savings is available to all employees. (See Tax-deferred Savings Plans.)

United way

Western sponsors an annual drive for United Way. Employees may contribute through payroll deduction.

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