Staff Salary Increase Process. Merit Coordinator User Guide

Transcription

1 Staff Salary Increase Process Merit Coordinator User Guide April 2016 Staff Salary Increase Process

2 Table of Contents Overview Getting Started and Basic Functionality Entering Performance Ratings and Performance Increases Entering Equity Increases Reviewing and Submitting Recommendations Approved Recommendations and Merit Statements Resources How to Run Merit Process Employee Details Report CHECKLIST April 2016 Staff Salary Increase Process 2

3 Overview Overview Timeline The Merit Process is a business process in Workday which allows Merit Coordinators and/or HR Business Partners to submit performance and equity increases for eligible staff in the supervisory organizations they support. Overall performance ratings are captured as part of the Merit Process in Workday. Hardcopy performance evaluations must be still be completed for all eligible staff and submitted to University Human Resources. The table below outlines the timeline for the Merit Process: Action Date Merit Process open in Workday April 11 Merit Coordinators submit salary increase By May 9 recommendations in Workday HR Business Partners approve salary increases May 9-20 in Workday Supporting documentation for centrally funded promotions submitted to Compensation_Office@Brown.edu. Performance evaluations due to University May 27 Human Resources Compensation reviews and approves salary By June 13 increases and sends confirmation to Merit Coordinators and HR Business Partners Merit Process closed in Workday mid-june Merit Statements delivered to each employee in By June 22 Workday Salary increases effective July 1 Eligibility All non-union staff with Regular or Fixed-Term employee type hired on or before March 31 are eligible and will be included in the Merit Process. Continued on next page April 2016 Staff Salary Increase Process 3

4 Process Merit Coordinators will be responsible for entering overall performance ratings, and performance and equity increases in the Workday Merit Process. Merit Coordinators should work with the department head and managers to gather this information. Prior to submission, all increases must be approved by the department head. The Merit Process task will be sent to each Merit Coordinator. In organizations where more than one Merit Coordinator is assigned, a primary Merit Coordinator has been identified to complete the Merit Process. After the Merit Coordinator submits the Merit Process task, it will route to the HR Business Partner for review and approval. HR Business Partners or Compensation will work with division heads and senior officers to determine final recommendations. HR Business Partners can modify submitted recommendations and will communicate these changes to Merit Coordinators. After the HR Business Partner approves the Merit Coordinator s recommendations, the Merit Process will route to Compensation for final review and approval. Pre-Launch In order for a performance-eligible employee to be included in the Merit Process, there can be no pending Transfer, Edit Position or Request Compensation Change business processes in progress. Compensation will work with Merit Coordinators, HR Business Partners, and HR Consultants to ensure these business processes are completed before finalizing the population. During Process The Merit Process will be launched in Workday the week of April 11 and will be open until mid-june. Since the Merit Process is a compensation business process, no other compensation business processes can be performed in Workday while the Merit Process is open. A hard stop error message will display if compensation related business processes are attempted. Continued on next page April 2016 Staff Salary Increase Process 4

5 If one of the following business processes needs to be completed during the Merit Process (April 11, 2016 until mid-june), consult the table below for required action: Business Process Edit Position - Job audits Edit Position - % time changes and changes to job profile resulting in a pay group change Transfers Terminations One-time Payments Edit Position location, business title, job profile changes, end dates and job classifications Request Compensation Changes Supervisory Organization Changes Action Compensation will remove the employee from the Merit Process and the performance increase will be included with the promotion. Please contact Compensation to coordinate. University Human Resources will coordinate. Terminated employees will be removed from the Merit Process automatically. Allowable and payable during the Merit Process. If possible, these changes should be delayed until the Merit Process has been finalized. Please contact Compensation to coordinate. No supervisory organizational changes should be made during the Merit Process. If you have any questions, please contact Workday Operations. April 2016 Staff Salary Increase Process 5

6 1. Getting Started and Basic Functionality Follow the steps below to start the Merit Process: Step Confirm Merit Process Task is Displayed and Open Merit Process Review Employees Action Once the Merit Process has been launched, Merit Coordinators and HR Business Partners will receive the Merit Process task in their Inbox. Click on the business process to open it. Before entering the recommendations, review the list of employees included in the Merit Process: click and sort the employees in alphabetical order. To do so, click next to Employee Details. You can download to Excel by clicking are missing. Contact Compensation if any employees Basic Functionality: Options to Propose Performance Ratings and Salary Increases Performance ratings and salary increases can be made for all employees or by supervisory organization. 1. To make recommendations for all employees, click and sort employees in alphabetical order. This is the recommended option. 2. To make recommendations by supervisory organization, click next to the supervisory organization. Continued on next page April 2016 Staff Salary Increase Process 6

7 Merit Pool The merit pool amount on the Organizational Summary screen represents the total performance pool for all eligible employees in the supervisory organizations listed. This merit pool does not correlate to the total salaries of all employees in these supervisory organizations since vacant positions are not included, nor are ineligible employees. The process has been designed to allow departments to overspend the merit pool displayed. The merit pool, therefore, should be used as a guide during the planning process and not as the actual salary increase budget. Remaining Merit Pool As performance recommendations are entered, dollars will be deducted from the merit pool displayed under the Remaining Merit Pool on the Organizational Summary screen. Dollars displayed in green indicate a positive merit pool balance, while dollars displayed in red indicate a negative merit pool balance. Performance and Merit Panels Developing Equity Recommendations The Merit Process consists of two panels: Merit and Performance. Overall performance ratings are entered into the Performance panel. Performance and equity increases are entered into the Merit panel. Refer to the Staff Compensation Spreadsheet report to assist department head with equity evaluations. This report includes all non-union staff including Seasonal and Intermittent. To see the FY17 salary ranges in this report, use 7/1/16 effective date. Export the report into Excel Please contact Compensation Services for assistance Continued on next page April 2016 Staff Salary Increase Process 7

8 Review Last Year s Salary and Performance Rating Information Utilize the Merit Process History report to review salary and performance rating information from FY14, FY15 and FY16. Refer to this report when considering equity, and to see which employees received equity increases in past years. The report will only display data for positions in your supervisory organizations; if the employee was in a position outside your supervisory organizations in FY14, FY15 or FY16, their salary and performance rating information will not display. At the prompt next to Merit Process, click All, then select Merit: FY14 Staff Salary Increase Process for FY14 data or Merit: FY15 Staff Salary Increase Process for FY15 data or Merit: FY16 Staff Salary Increase Process for FY16 data At the prompt next to Organization, select Corporation to pull in all of your supervisory organizations or type in a specific supervisory organization Check the box next to Include Subordinate Organizations Click OK. Export the report into Excel Please contact Compensation Services for assistance April 2016 Staff Salary Increase Process 8

9 2. Entering Performance Ratings and Performance Increases The most efficient way to enter performance ratings and increases for all employees is using the. Performance ratings and increases may also be entered by each supervisory organization. Step Enter Performance Rating Description Click on the Performance panel to enter performance ratings. Select the appropriate performance rating from the drop-down menu for all employees. A performance rating is required for all staff. Performance Rating Not Applicable should only be used in rare occasions, such as when an employee is still in his or her probationary period. If Performance Rating Not Applicable is selected, a reason must be included in the Merit Notes section. Employees will not be able to see any notes entered. Enter Performance Increases using Autofill Click on the Merit panel to enter performance increases. A Smart Panel will display on the right for each employee with additional compensation information including current salary ranges, FTE, FLSA status and grade. From the Merit panel click to populate performance increases with the fixed amounts outlined below. Autofill will not work properly if overall performance increases have not been entered first. Autofill Merit Adjustments screen will display; click to confirm. Overall Performance Rating % Consistently Exceeds 2.25% or greater At Times Exceeds 2.0% Consistently Meets 1.75% Does Not Consistently Meet 0% Does Not Meet 0% Performance Rating Not Applicable 0% If no performance rating is selected, a 2.0% (merit pool) performance increase will populate. Note: After completing Autofill, the Merit Process - Employee Details report can be used to review performance recommendations with individual managers or the department head. Continued on next page April 2016 Staff Salary Increase Process 9

10 Step Adjusting Performance Increase Description There are limited situations when the fixed performance increases can be modified. They include prorating increases for newly hired, transferred, or promoted staff; and when an individual s placement in the salary range is close to the maximum. In addition, if there are remaining funds after applying the fixed performance increases, these funds can be allocated to staff who have an overall performance rating of Consistently Exceed Expectations Requirement: When fixed performance increases are adjusted, a justification needs to be indicated in the Merit Notes section, except for those who have an overall performance rating of Consistently Exceeds Expectations. If no performance increase is recommended, a reason must be entered in the Merit Notes section, such as employee terminating or the employee is a recent hire. Performance Increases for Hourly Employees Who Work Less Than 12 Months The Base Pay Current Amount is based on 12 months. The Base Pay Current Amount for hourly employees who work less than 12 months will look overstated. When an hourly employee is given a performance increase, the Base Pay Proposed Amount and Merit Increase Amount are based on the hours worked and do not take into account if the employee worked less than 12 months. Therefore, the Base Pay Proposed Amount and Merit Increase Amount for hourly employees who work less than 12 months will look overstated. April 2016 Staff Salary Increase Process 10

11 3. Entering Equity Increases Step Entering Equity Increases (Additional Adjustment) Description Equity increases can be entered as a percent or dollar amount in the Merit Panel. It is critical that a funding source be listed for each equity increase to enable University Human Resources to manage the central equity pool. For each equity increase, select the funding source (Centrally or Department Funded) from the drop-down menu in the Additional Adjustment Reason field. The Additional Adjustment Reason defaults to Centrally Funded. To change it to Department Funded, click on the prompt box, then select Request Compensation Change-Staff Merit Equity, then select Staff Merit Equity-Department Funded. Equity adjustments funded from auxiliary and ancillary units or divisions whose staff salaries are funded from endowment, restricted gifts, or research grants, should be Department Funded. After indicating the funding source, a justification should be included in the Additional Adjustments Notes section. Equity increase recommendations are not deducted from the merit pool. Requirement - Equity increases must be $1,000 or greater; the only exception are equity increases to bring staff to the minimum, which can be less than $1,000. -To be considered for an equity increase, the employee must receive an overall performance rating of Consistently Exceeds Expectations, At Times Exceeds Expectations, or Consistently Meets Expectations. Continued on next page Step Description April 2016 Staff Salary Increase Process 11

12 Equity Increases For Hourly Employees The Additional Adjustments Amount for hourly employees should be entered as an hourly rate or the Additional Adjustment % can be used. The Additional Adjustment Amount (based on FTE%) will display the equity increase as an annual amount; this field cannot be modified. Equity Increase for Hourly Employees Who Work Less Than 12 Months When an hourly employee receives an Additional Adjustment, the Additional Adjustment Amount (based on FTE%) that displays as an annual amount is based on the hours worked and does not take into account if the employee works less than 12 months. Therefore, the Additional Adjustment Amount (based on FTE%) for hourly employees who work less than 12 months will look overstated. Equity Increase For Exempt Employees Working Less than 37.5 Hours The Additional Adjustment Amount for these employees should be entered as if the employee works 37.5 hours. The Additional Adjustment Amount (based on FTE%) will display the actual equity increase amount based on the employee s scheduled hours. The Additional Adjustment Amount (based on FTE%) is the amount which should be funded. Compensation Services will be reaching out to Merit Coordinators with exempt employees working less than 37.5 hours. 4. Reviewing and Submitting Recommendations April 2016 Staff Salary Increase Process 12

13 Before Submitting Once all salary recommendations have been entered, the Merit Process - Employee Details Report should be run to ensure performance ratings and merit and equity increases have been entered correctly. This report can be run at any time throughout the Merit Process. Instructions on how to run this report can be found at the end of this guide. A checklist found at the end of this guide can be used to audit data before submitting. Organizational Summary Screen Review total merit dollars distributed for all supervisory organizations to determine if additional merit dollars are needed or if additional merit dollars are available to allocate to employees who Consistently Exceed Expectations. If additional merit dollars are needed based on the fixed performance increases, contact HR Business Partner or Compensation. As a reminder, the Total Merit Pool is not your budget. Submitting Click to submit recommendations for all employees to the HR Business Partner/Compensation for review and approval. After submitting, the button will disappear and the Merit Process task will no longer be available in the Inbox. Continued on next page Department Head Report Since Merit Coordinators are inputting salary increase information into Workday at the direction of the department head, a report is available for April 2016 Staff Salary Increase Process 13

14 department heads to review what has been entered into Workday. The Merit Process - Employee Details - For Department Heads report includes performance rating, current salary, performance increase amount and percent, equity increase amount and percent (if applicable), final FY17 salary and can be run at any time during the Merit Process. Changes After Submission Contact HR Business Partner to make any changes to salary increase recommendations that have been submitted. HR Business Partner has the ability to adjust salary recommendations without sending the business process back to Merit Coordinators. April 2016 Staff Salary Increase Process 14

15 5. Approved Recommendations and Merit Statements Approved Salary Increases Compensation will notify Merit Coordinators and HR Business Partners when salary increases have been approved. Once notified, Merit Coordinators and HR Business Partners should run the Merit Process Employee Details report for a final report of approved salary increases. Merit Statements will be delivered to employees in Workday. Compensation will inform Merit Coordinators and HR Business Partners before Merit Statements are delivered to ensure salary increases are communicated to staff. April 2016 Staff Salary Increase Process 15

16 6. Resources Kim Koper, Compensation Analyst Terese Reynolds, Senior Compensation Analyst Betsy Warner, Director, Compensation & Organizational Services Additional information on the Merit Process can be found on the HR Website. Merit Process screencasts and Job Aids can be found on the Workday website. April 2016 Staff Salary Increase Process 16

17 How to Run Merit Process Employee Details Report 1. Type Merit Process Employee Details in the search box, and then click the link. 2. Click the prompt next to Merit Process and select FY17 Staff Salary Increase Process. Continued on next page Click the prompt next to Supervisory Organization and type in the name of the highest supervisory organization you support in the search box. When you see the name displayed, click April 2016 Staff Salary Increase Process 17

18 it and it will display in the box next to Supervisory Organization. To include all subordinate supervisory organizations, check the box next to Include Subordinate Organizations. 3. Click. 4. Click the Excel icon to download information to Excel. April 2016 Staff Salary Increase Process 18

19 CHECKLIST Before submitting salary increase recommendations, please review the following items: All employees have a performance rating. Employees with performance increases which vary from the fixed performance increases must have an explanation in the Merit Notes. Employees with a performance rating of Performance Rating Not Applicable or who are not receiving a performance increase have a reason in the Merit Notes section. Equity increases have a funding source and justification in the Additional Adjustment Notes section. Equity increases are $1,000 or greater. The exception is an increase to bring staff to the minimum, which can be less than $1,000. Employees receiving an equity increase have an overall performance rating of Consistently Exceeds Expectations, At Times Exceeds Expectations, or Consistently Meets Expectations. Run the Merit Process - Employee Details report. This report is available to run any time during the Merit Process. April 2016 Staff Salary Increase Process 19