Job Changes and Pay Adjustments

Job Changes

Types of Job Changes:

  • Continuity
  • Department
  • Job Begin Date
  • Job Code
  • Job Expected End Date
  • Paid Leave (Start/Return)
  • Put on Short Work Break/Return from Short Work Break
  • Standard Hours (FTE change)
  • Terminate Job
    • Resignation
    • Resignation-in Lieu of Dismissal for Cause
    • Fixed-Terminal
    • Retirement
    • Retirement in lieu of layoff
    • Layoff
    • Nonrenewal
    • Discharge
    • Probation/Evaluation Period ended
    • Discharge
    • Graduation
    • Payroll Inactivity (SC Use only)
    • Cancelled
    • Resign – to other state agency
    • Death
    • End of demand (SH/TE only)
    • Duplicate

Unpaid Leave (Start/Return)

Pay Adjustments – Rate and Title Changes

These are methods to provide temporary, permanent and lump-sum salary adjustments to UW-Madison staff. Such adjustments allow the campus to address market and equity concerns, recognize changes in position duties, and reward staff for performance. Refer to the Overload Policy for more information on when payments for additional work that is not part of the employee’s normal job responsibilities may be appropriate.

Effective Date:

All pay adjustments for Waisman Center staff are requested for January 1, July 1 and October 1 of each year.

Requests should be submitted to Waisman HR by 11/20/xx (for January), 02/01/xx (for July) and 08/15/xx (for October).

Common Pay Adjustment Reasons:



Applicable Employee Categories Definitions
Change in Duties/Title X X X X X X Used to reflect a permanent change in duties with or without a title change
Promotion Progression X X X X X Used to reflect a change in title due to a promotion (e.g., change in professional title, movement in US professional series)
Equity X X X X X Used to reflect an equity adjustment for an individual employee
Schedule Change X X Used to modify the rate of an SA or PDT employee whose rate is set by NIH or other outside entity
Raise to Campus Minimum X X X X X X X X X Used to raise employees up to the new minimum of the salary range
Temporary Change in Duties X X X X X X Used when an employee assumes additional duties on a short term basis. Adjustment ends when duties are completed.
Merit – Pay Plan Only X X X X X ONLY for a Board of Regents approved pay plan.
Market Factor – Competitive X X X X X Used for a market adjustment in which there is evidence an employee is below market peers
Market Factor – Retention X X X X X Used for a market adjustment in which a person is being courted by an outside entity in order to retain the person
Market Factor – Outside Offer X X X X X Used for retention only when a documented outside offer exists
Student Help Rate Change X SH employee class ONLY; to be used for increases or decreases to compensation rate
Living Wage Adjustment X X X Used when group is brought up to a living wage
Performance X X X X X X Used for individuals receiving performance based salary adjustment outside of the approved Board of Regents pay plan

A complete list of pay adjustments and recommended amounts can be found here

Documents that must accompany a request:

  • Promotion/Progression: updated CV, justification, updated org chart
  • Change in Duties: updated CV, duties comparison, justification, updated org chart

Request Forms:

Summary Evaluation – Job Aid


UW–Madison policy allows for employees to work up to, but not beyond, 100 percent time. On occasion, however, an employee may be asked to perform duties outside of their normal work assignments. In these extraordinary circumstances, an overload request – identified as employment beyond 100 percent – may be approved if the need for additional compensation can be sufficiently demonstrated.

Overload Policy

Resources Resources: