Pay Rate Change - Merit - Add/Change



Pay Rate Change - Merit - Add/Change

In this lesson, you will be recording a 2% Merit increase Pay Rate Change for Eric Thomas effective June 1, 2009. Eric’s employee number is 010004060 and his new monthly pay rate will be $7,031.37.

|  | |

| |PAY RATE CHANGE is used to make a permanent or temporary change to the compensation rate of an employee without|

| |making a job code change.    |

| |  |

| |Note: Do not perform a Pay Rate Change when your HCM action involves a change to Job Code. In that case, please|

| |refer to the transaction processes for Job Reclassification, Promotion, or Demotion. |

| |_______________________________________________________ |

| | |

| |Staff STIPEND is a fixed sum of money, usually temporary, paid to an employee to recognize work |

| |responsibilities that are significantly higher than the employee's regularly assigned duties.  NOTE: |

| |Union-covered staff generally receive Temporary Reclasses instead of Stipends, so please check the appropriate |

| |contract before entering. |

| | |

| |Staff employees that receive extra pay as a Stipend – have it entered as Payrate Change-Stipend and an |

| |additional distribution line for a fixed amount with an Earnings Code of SAS (Staff Stipend) is added to the |

| |Earnings Distribution page.  Stipends are usually temporary payments and as such, the Stipend should have an |

| |End Date in HCM.  |

| | |

| |This lesson will not be addressing stipends, so for transaction support for entering a Staff Stipend, please go|

| |to the Stipend for Staff UPK Lesson. |

| | |

| |OTHER-STIPEND TYPE PAYMENTS: |

| |> For employees in staff jobs that are 'Step-based' (union covered), staff receive extra pay through Temporary |

| |Job Reclassifications, NOT stipends. |

| | |

| |> Academic Stipends are entered as an Additional Job. |

|  |                                      REASON CODES for Pay Rate Changes |

| |  |

| |There are 13 Pay Rate Change Reason Codes for use by Department Originators: |

| |• Disciplinary:  a reduction in pay due to a disciplinary action by the department.    |

| |• Equity Adjustment-Individual:  an adjustment to an employee's pay to address a pay inequity.    |

| |• Merit:  a pay increase based upon performance; for Academic positions, this is defined as an advancement in |

| |step w/o a change to Title or Rank.  For Academic increases w/o change in step, see "Review Increase-Academic" |

| |below. |

| |• Negotiated Agreement Adjustment:  an increase for members of a bargaining unit to implement a negotiated |

| |agreement when the increase is not merit-based nor a range adjustment. (Note: usually entered centrally) |

| |• Parity Adjustment:  an increase to bring a group of employees into alignment with comparison groups. |

| |• Range Adjustment-Department:  adjustment due to contract agreement or increase given by the University (Note:|

| |HR may enter these adjustments centrally - see below).    |

| |• Return to Base:  generally used to end a Stipend for staff.    |

| |• Review Increase-Academic:  a salary increase resulting from an academic review with no change to Step.    |

| |• Salary Increase to Minimum Rate:  an increase in an employee's salary to the minimum value for the range.    |

| |• Salary Scale Change-Academic:  an adjustment when there has been a salary scale change due to market.    |

| |• Shift Differential Adjustment: an adjustment to the Shift Differential rate on the Distribution page as a |

| |result of a change in policy or contract.    |

| |• Stipend-Staff:  a stipend (temporary increase) for a staff appointee (Note: Academic Stipends are added as |

| |additional employment instances - a job record; use menu navigation:  WFA/Job Data/Add Employment |

| |Instance).         |

| |• Time in Title-Academic Students:  a step increase for a GSI/GSR based on either years of service or where, |

| |they are in their degree program, and for postdoctoral stipend increases.  |

| | |

| |The following 6 Pay Rate Change Reason Codes are for Central HR use only unless you are specifically instructed|

| |to use them, e.g. re-entering historical rows: |

| |• Baseline Wage Increase     |

| |• Classification Pause Pay    |

| |• Market Adjustment-Academic    |

| |• Move to Step Structure    |

| |• Range Adjustment-Central    |

| |• Structure Modification  |

| | |

| | |

| |Web Resource:  To refer to the Action/Reason Table - Pay Rate Change Section, click on this link: |

| |hrweb.berkeley.edu/hrms/actionreason/htm  |

|  |Navigation for Pay Rate Change/Stipend is: |

| |Workforce Administration |

| |             / Job Information |

| |                             / Job Data. |

| | |

| |Click the Workforce Administration link. [pic] |

|  |From the WFA menu, you can navigate directly to the Job Data link by using the full page menu dashboard.  |

| | |

| |Click the Job Data link. [pic] |

|  |To update Job Data for an employee, you first must locate the employee record.  Searching for an employee can |

| |be done by using the displayed search criteria options on this page. |

| | |

| |Alternatively, you can enter the  Employee's ID number to go directly to the employee record you wish to work |

| |on |

| | |

| |In this example, we will be using Eric Thomas'  Employee ID number. |

| |Eric Thomas' Employee ID number is #010004060.  |

| |Enter "010004060" in the EmpID field. |

| | |

| |Click the Search button to locate Eric's record. [pic] |

| |Because this employee only has one record the system takes us straight into his Job Data for Record 0. (If |

| |there are mutliple records you will need to choose the appropriate one.) |

|  |You need to insert a new effective dated row to add a new rate with a new effective date.  The system will |

| |automatically copy the existing data into the newly inserted row for your editing and updating. |

| | |

| |Click the + button [pic] to add a new row. |

|  |The copied row will default the current date as the effective date.   You will highlight this date to replace |

| |it and enter the actual effective date of the Pay Rate Change. |

|  |In this example, Eric Thomas' merit is effective June 1st.  |

| | |

| |Enter "06/01/2009" into the Effective Date field. |

|  |Action and Reason are both required fields for each effective dated action.  |

| | |

| |To refer to the Action/Reason Codes Job Aid for definitions of Reason Codes, click on the following link:  |

| |hrweb.berkeley.edu/hrms/actionreason.htm. |

| | |

| |You will pick from the Action Drop-down list. |

| | |

| |Click the Drop-down button to the right of the Action field. |

|  |In this example, you will select the Action: Pay Rate Change.  |

| | |

| |Click the Pay Rate Change list item. [pic] |

|  |Next, you will select the appropriate Reason for the Pay Rate Change.   |

| | |

| |You will pick from the Reason Drop-down list. |

| | |

| |Click the Drop-down button to the right of the Reason field. |

|  |In this example, a Merit adjustment is being entered for Eric Thomas. |

| | |

| |Click the Merit list item. [pic] |

|  |In this example, there are no changes/updates needed on the Job Information or Payroll tabs, so we go straight |

| |to Compensation. |

| | |

| |Click the Compensation tab. [pic] |

|  |In this example, the only change to be made on the Compensation tab is for Eric Thomas'  2% merit . |

| | |

| |In the Pay Components section, you will replace the Comp Rate with the new rate. |

|  |In this example, we have been told that Eric Thomas'  2% merit increase equates to a monthly rate of $7,031.37.|

| | |

| |Enter  "7031.37" in the Comp Rate field. |

|  |It is a Best Practice to 'tab out' of data fields and then confirm the data was entered correctly.  |

| | |

| |Press [Tab]. |

|  |Confirm that the Comp Rate entered and the associated Frequency are displayed correctly. |

| | |

| |Next, you will be reviewing the Earnings Distribution page to ensure the dates are correct. |

| | |

| |Click the Earnings Distribution link. [pic] |

|  |EARNINGS DISTRIBUTION |

| | |

| |PAY RATE CHANGE |

| |As needed, you may need to update information for each distribution line on the Job Earnings Distribution. The|

| |new payrate should have carried over from the Compensation page. Make sure the begin date is correct for |

| |every distribution line. |

|  |In this example for Eric Thomas' merit increase, the Earnings Code, Distribution Percent, Pay Rate/Amount, and |

| |Budgeted FTE are correct and do not need updating.   Also, the Chartstring for the distribution also remains |

| |unchanged. |

| | |

| |The merit for Eric Thomas is effective June 1, 2009. |

| | |

| |For Eric's merit related distribution change, enter "06/01/2009" into the Begin Date field. |

|  |Confirm the display of the Job Earnings Distribution changes that you have made.  If correct, you are ready to |

| |save your data. |

| | |

| |Click the Save button to save the Pay Rate Changes made. [pic] |

|  |Congratulations, you have completed the Pay Rate Change/Stipend lesson. |

| | |

| |For further transaction support, you can access more Quick Reference Guides (Step Sheets) at: |

| |  |

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