ASPerIN Staff Salary Review Process

Transcription

1 ASPerIN Staff Salary Review Process The ASPerIN salary review process allows you to use ASPerIN to set new salaries for all coaches, exempt and non-union, non-exempt FAS staff. For the 2014 process, your review needs to be completed and submitted between Monday, May 5, 2014, and Friday, May 30, The basic steps, described in more detail below, are as follows: 1. Login to ASPerIN and navigate to the salary review worksheet. 2. Verify that everyone who is included in the worksheet should be included. 3. Reappoint any employee whose appointment ends on or before 6/30/2014 and needs to be reappointed. 4. Input the salary increase percentage for each employee (0%, 1%, 2%, 2.5%, or 2.75%). 5. Review the costing on salaries and bonuses-in-lieu and make any adjustments. 6. Have the head of your department sign the sign off sheet and send it to your HR consultant. 7. After your HR consultant has approved the increases, print any reports you would like to use. Step 1: Login to ASPerIN and navigate to the salary review worksheet. Login to ASPerIN at Select Actions from the top menu From the left hand menu select Department>7/1 Increase>Worksheet NOTE: If you do not see the 7/1 Increase option in the Department menu, you probably do not have the proper role to review salaries for your department. Contact Ann Gubnitsky in Applications Security for information about accessing these worksheets. Step 2: Verify that everyone who is included in the worksheet should be included The salary review process includes: Coaches, benefits-eligible, exempt staff and non-huctw, non-exempt staff (including both fulltime and part-time employees) Employees hired on or before April 1, 2014 APRIL 2013

2 The salary review process does not include: Staff whose appointments are ending on or prior to June 30, 2014 Staff whose appointments started on or after April 1, 2014 Less than half-time employees (LHTs) Student and staff temporary employees Non-paid appointments In addition to the above criteria, some positions are redirected from their department screens to other review screens. For example, the salaries of the heads of some administrative departments are set by the Dean of the Faculty. To determine if anyone has been redirected in your department, you can run the Salary Increase Roster report (Actions>Department>7/1 Increase>Salary Increase Roster) and see who has been redirected to another review screen. NOTE: If you discover that someone is missing from your worksheet, please contact Diane Cox ) before you enter your salary increases. Step 3: Reappoint any employee whose appointment ends on or before 6/30/2014 and needs to be reappointed If you have staff with appointments that end on or before June 30, 2014, you can use the salary increase worksheet to process their reappointments. While you may process these reappointments through the normal ASPerIN form or via the batch reappointment process, the advantage of processing them in this screen is that the new salary will be calculated as part of your budget totals. The appointment end date for employees appears on the worksheet as a hyperlink. By clicking on the 06/30/2014 hyperlink you will be redirected to the standard ASPerIN reappointment screen where you can set the new salary along with other relevant fields. Once you have completed the reappointment, click Submit and you will again be returned to the worksheet. NOTE: You must set the new salary for these reappointed employees when you make the reappointment; you will not be able to do so on the salary increase worksheet. If a staff member is reappointed as a part of the salary increase process, this reappointment action will not follow the usual ASPerIN approval process as it will be part of a batch upload into PeopleSoft. Reappointments should always be accompanied by a reappointment letter to the employee, with a copy to his or her personnel file, outlining the new length of the appointment.

3 Step 4: Input the salary increase percentage for each employee (0%, 1%, 2%, 2.5% or 2.75%) The worksheet is the central form for entering your staff salary increases. To navigate the worksheet: Select Actions from the top menu From the left hand menu select Department>7/1 Increase>Worksheet Click Search to enter the worksheet screen The worksheet will display all of the staff in your department by name, and show the appointment end date (if any), pay grade, % time, and the employees current salary as shown below: NAME APPT. END GRADE % TIME CURRENT SALARY % INCREASE $ INCREASE NEW SALARY BONUS IN LIEU DISTRIBUTIONS In the box for % Increase, enter the correct salary increase percentage for each employee. In 2014, you may award a 0%, 1%, 2%, 2.5%, or 2.75% increase to each employee. To determine which percentage to award to each employee, please review the 2014 FAS Staff Salary Review and Impact Bonus Award Process Memorandum. If you try to enter any percentage amount other than 0%, 1%, 2%, 2.5%, or 2.75%, a warning will remind you that only 0%, 1%, 2%, 2.5%, or 2.75% is allowed. Once you enter the salary increase percentage, ASPerIN will calculate the $ Increase and New Salary fields for you. If the increase puts the person over the salary grade maximum for their position, you will see the amount that exceeds the grade maximum moved to the Bonus in Lieu column. (The Bonus in Lieu field cannot be edited, since it is calculated based on the entered increase.) As you work through your compensation decisions, please refer to the 2014 FAS Staff Salary Review and Impact Bonus Award Process Memorandum for guidance and discuss your decisions with your HR consultant. At the bottom of the worksheet are four totals to help you manage your increase budget Current: The current annual cost of staff salaries on your worksheet prior to any increases. Available: The total dollar amount available to be distributed through the salary increase process to employees in your worksheet. Allocated: The new annual cost of staff salaries you have thus far set using the worksheet. Remaining: The amount still available to be distributed for your department s increases. NOTE: Any remaining funds (as a result of setting lower increase amounts) are not retained by the department.

4 The Save Worksheet Data button at the bottom of the worksheet can be clicked at any time to save the work you have already done. If you are going to be away from your computer or will spend close to 90 minutes on the form (at which time ASPerIN times out), be sure to occasionally save your worksheet data. When you are ready to submit data to FAS Human Resources, click on the Submit Worksheet Data button. At that point you should print the page that comes back (see step 6). Step 5: Review the costing on salaries and bonuses-in-lieu and make any adjustments ASPerIN automatically adjusts the amounts in the costing to match the new salaries. It copies the same costing for Bonus in Lieu, substituting the appropriate object code. If you would like to adjust any of the costing, you have two options (but please note the warning, below): 1. From the worksheet you can select the appropriate link from the Distributions column at the far right of each row (you may need to scroll over to see it). The first link, Pay, handles the costing for the employee s regular salary. Lieu handles the Bonus in Lieu payment. NOTE: The costing for Bonus in Lieu will default to be the same as the costing for the employee s salary. If this is what you want, you should leave the costing for bonuses unset. Setting the bonus costing here disconnects the bonus costing from the salary costing such that if the costing for the salary is changed later, the costing for the bonus will no longer match the salary costing. For example, if you assign the regular salary costing to John s bonus during the process (instead of just leaving it blank) and then decide to change his regular costing sometime in May or June outside of the salary increase process, the bonus costing will still reflect the old costing line and will need to be journaled after the fact. 2. A second option is to use a separate, more specialized page that you can access after you have saved your increases from the worksheet. The Dist. Review menu item allows you to see the costing for all staff in the increase on the same page. By clicking on a fund, you can see all staff that are in the increase process who have distributions using that fund. Clicking on the name of a person will take you to a window where you can change the costing for that employee. Note that you can change costing on this page at any time during the increase process, even after you have submitted your increases, without triggering another approval process. Step 6: Have the head of your department sign the sign off sheet and send it to FAS HR Once you have submitted the changes and printed the sign off sheet you will need to have the appropriate person in your department (usually the department head or chair) sign the Sign-off Sheet. It should then be delivered or sent to your HR consultant, 1414 Mass. Ave., 5th Floor.

5 NOTE: There are two ways of obtaining this sheet: 1. When you submit the worksheet, clicking on the Submit Worksheet Data button will generate the sheet. 2. You can choose SI Sign-off from the salary increase menu, choose your department, choose PDF, and click Submit. You should print the sign-off page by clicking on that area of the screen (to select the correct frame), selecting File from the browser s top menu, and selecting Print. If you need to make a change after you have submitted the worksheet and submitted a sign-off sheet, you can still do so up until the deadline for the salary increase process. Just be sure to print and submit another sign-off sheet for the subsequent submission.