The Off-Cycle Pay Adjustment Form is used to request a base pay change outside the annual cycle which occurs at the beginning of a fiscal year in July. It can be used to request a permanent or temporary pay change for both exempt and non-exempt benefit-eligible employees.
Completing the form
Description of the Request Section:
The form should be completed by the person requesting the pay change for the employee. This section includes the employee鈥檚 home organization number and name along with the employee鈥檚 name and myWSU ID. For the E-Class/FLSA field please select the correct E-Class/FLSA status for this employee from the dropdown box. Please enter the employee鈥檚 current position number, Position Job Code and Title (e.g. Position Job Code: AS001 and Position Title: Administrative Specialist) .
Is this change Permanent or Temporary Section:
Select Permanent or Temporary from the dropdown box.
Enter the effective date of the pay change 鈥� this needs to be the first day of a pay period.
If you selected temporary, please enter an end date 鈥� this needs to be the last day of a pay period unless it coincides with a retirement or separation date. The pay change will automatically be ended as of this date. If you need to extend it or end it earlier, you鈥檒l complete a new request form.
Current and Proposed Pay Section:
If the employee is non-exempt (hourly) please enter their current hourly rate of pay and the new proposed hourly rate of pay. If the employee is exempt (salary) enter their current base salary and new proposed base salary. If they currently have an active stipend, please enter the current and proposed pay without stipend (e.g. Current pay is $65,000 ($60,000 base and $5,000 stipend), enter $60,000 for the current pay and the desired new proposed pay without stipend. The $5,000 stipend would be added back to the new pay durin gthe processing in HR). The approved pay field should be left blank, this will only be used if through the approval process an amount is approved that was different than the proposed pay.
In the next two open text boxes, please describe any other pay increases or additional compensation the employee has received over the last 12 months and the reason and justification for the request.
Funding Section:
Enter information about how the request will be funded. What org and fund will the additional monies come from or if the funds are coming from another vacant position provide the position number, etc. Please use the dropdown box to indicate whether the position is grant funded or not. If grant funded, please include comments to indicate who you worked with in PostAward to make sure funds are available and able to be used for this request.
Please sign and date the request in the Requestor signature fields and submit to MarketBasedComp@wichita.edu.
Approval Process:
The Market Based Compensation Team will review the request and provide any comments in the comments field. Market Based Compensation will indicate whether or not the request requires Divisional Officer approval by selecting Yes or No in the dropdown box and sign that they have reviewed the request in the Signature section.
The Market Based Compensation Team will forward the request to the Budget Office. The Budget Office will review and add any comments. Once approved from a budget perspective they will sign and forward on to the Budget Officer for the organization.
The Budget Officer will review the request and if approved will sign and forward on to the Budget Review Officer.
The Budget Review Officer will review the request and if approved will sign and forward on to the next appropriate party. If there is a Vice President for this area that has requested to review requests, it should be forwarded to that person to review, approve and sign. If there is not a Vice-President for this area, and Divisional Officer approval is not required based on the indicator from Market Based Compensation on the form, they will forward directly to HR.ServiceCenter@wichita.edu to be processed, otherwise it will be forwarded to the Divisional Officer to approve and sign.
If there is a Vice-President who needs to approve, they will approve and sign the form. If Divisional Officer approval is not required, they will forward directly to HR.ServiceCenter@wichita.edu to be processed, otherwise they will forward to the Divisional Officer to approve and sign.
If Divisional Officer approval is required, once they approve and sign, the Divisional Officer will forward to HR.ServiceCenter@wichita.edu to be processed by the HR Operations Team.
**Each person who reviews/approves and signs needs to CC: the original requestor on the email as they route it forward so they are aware of where the request is in the queue.**
If you have any questions while completing this form, please reach out to HR.ServiceCenter@wichita.edu and/or MarketBasedComp@wichita.edu for assistance.
SME: CT
Reviewed: 09/24/2024 NH