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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