Pay Rate Change - Salary Employee

Steps

  1. Enter a Personnel No.; press Enter to populate employee and selected assignment information.
  2. To verify the correct assignment if there is more than one, click on Assignment Overview. Select the correct assignment, then click Ok.
  3. Double-click New Pay and Distribution Change in the action screen on the left.
  4. Indicate the date range. If a To date is not entered, the system will default the end date to 12/31/9999.
  5. Press Enter. A Reason Code field appears between the employee information and the date range.
  6. Enter or choose a Reason Code. 
  7. Double-click New Pay and Distribution Change in the action screen on the left.
  8. Enter the new annual salary in the box provided and press Enter. The system then recalculates and displays the pay period salary amount. You will receive an error message because the New Distribution is no longer accurate and must be updated.
  9. Click the New Distribution tab.  Change the amount and funding as needed to account for the new pay period amount.
  10. Click Submit for Approval.  You must be at the Requested Change action screen in order to submit. 

After completion or review of variations click the house to return home, log out if finished or use the search to find another application. 

Variations 

To change a graduate assistant pay rate

  1. At step 8, enter new Pay Period salary. 

To change administrative increment amount for Faculty

  1. At step 5, select Reason Code BA or BJ.
  2. Double-click New Pay and Distribution Change in the action screen on the left.
  3. Enter the new annual salary in the box provided and press Enter.
  4. In the pop-up box, enter new monthly Administrative Increment amount.
  5. Click Submit.
  6. Continue with step 9 to update the amount and funding for wage type 1005.  

To enter explanation notes

  1. Double-click on the Explanation Notes action screen on the left and enter notes for in the Salary Change Section. Each line represents the space available for the notes. Explanation Notes are required for some pay changes and reason codes. You may need to maximize the window and scroll in order to see all Explanation Note categories. If using Reason Code BH (other), you must enter comments under Other Comment for Salary Change.
  2. Double-click on the Requested Change action screen on the left when notes are completed. 

To add an attachment

Word and PDF documents may be attached to the cost redistribution to be reviewed by approvers and from within the Pay Change and Cost Redistribution Activity report.

  1. Click the Attach graphic.
  2. Click the Import from native file system graphic. 
  3. Locate and select the file to be attached. Click the Open button.  
  4. Information Dialog box will appear when import is finished.  Click OK. 
  5. Click on document to attach and click Choose. The document is attached

To view an attachment

  1. Click on View Attach. The Attachment list window opens if the transaction has attachments.
  2. Double-click on the attachment you wish to view.
  3. If Information Dialog box appears, click OK.
  4. Click Open is message box below.
  5. When finished viewing the attachment, close the document window.
  6. Close the Attachment list window by clicking green check in the lower right corner. 

To delete an attachment

  1. Click on View Attach.                  
  2. Click on the attachment you wish to delete.
  3. Click the Delete graphic.
  4. Click the OK button to close the window.  

Adding Ad Hoc Approvers

Ad hoc approvers are optional and can also be added by the Workflow approvers. 

To add an ad hoc approver

  1. Click Add Ad Hoc Approvers.
  2. Choose an Ad Hoc Approver from the dropdown menu or type the NetID of the individual into the text field.
  3. Click Add Ad Hoc Approver. Up to two Ad hoc Approvers may be added.
  4. Click Submit to continue.
  5. To delete an Ad Hoc Approver, click the check box next to the approver you would like to remove. 

To view new pay and distribution by period

  1. Click New Distribution Period Review tab. 
  2. Each unique funding period will be displayed by clicking on the arrows next to the dates in the top right corner above the funding lines.  

To view the effective change of the new pay rate

  1. Double-click Resulting Change in the action screen on the left.
  2. Amount and funding changes (credits and debits) will be displayed by each unique funding period by clicking on the arrows next to the dates in the top right corner above the funding lines. 

To view original base pay and funding

  1. Double-click Original Data in the action screen on the left. 

To hold a cost distribution

  1. Click Hold to save the cost redistribution change and finish at a later time (will not save if incomplete, the total percentage across all funds does not equal 100%, or has already been held). Note this will lock the employee’s pay record from further changes until the record is released.