Instructions Salary Changes

Transcription

1 Instructions Salary Changes KEY POINTS To access the Web Appointment system, go to MINERVA at and click on Minerva for Faculty and Staff. In the MAIN MENU bar (at top, in blue), click a) HR Admin, then b) Appointment Processing, and finally c) Appointment Process This document will show users how to use the Salary function. This function serves to modify an annual salary, but can also be used to change FOAPAL information as needed (if you only need to do a FOAPAL change however, use the FOAPAL Change function instead). We will see: What needs to be checked in Banner prior to starting the process How to find the job and then the person holding that job How to enter one or more salary changes What to avoid: clicking on FOAPAL Changes when not needed S aving and submitting the changes Troubleshooting Appointment Process on the Web: Salary Changes 1

2 1.0 Getting started 1.1 Before you log into Minerva, check Banner Pre-flight checklist Confirm the job details on Banner before you modify the salary on Minerva. Verify the current salary and FOAPAL (NBAPOSN), and ascertain you have the proper Orgn, e-class (ecls in Banner), group, position number, etc. This will make it easier for you to find the job and the person in Minerva. 1.2 Starting the salary change function Now that you ve checked the job on Banner and have all the information you need, you are ready to proceed. First, you must locate the job. Click on the Create button in the lower left section of the main screen. Select the Orgn and Salary function, and then the target position s Group and E-class. Screenshot 1: select your Orgn, and then the Salary function. You will need to also indicate the group and e- class of the person whose salary you want to change. Appointment Process on the Web: Salary Changes 2

3 2.0 Performing a person search Once you have selected the job information, search for the person whose salary you want to change. To simplify things, searches are restricted to employees with an active job matching the Orgn, group, and e-class that were selected on the previous page. To search, click on the Person Search button to get the Search Form. Notice the job selection criteria from the previous page are displayed above the search form to help you keep track. Since the person already exists in the system, the easiest way to perform the search is to use the McGill ID. Screenshot 2: it s best to use the person s McGill ID to do the search. Click on the McGill ID (link in bold numbers) to select the person. Once you have found the person, click on the McGill ID number (in bold, underlined) to select this person. This will transfer you to the Appointment Form - Position Selection screen where you will see which appointment(s) this person currently holds in the selected Orgn, group, and e-class. Appointment Process on the Web: Salary Changes 3

4 3.0 Selecting the right position Screenshot 3: the Appointment Form - Position Selection screen where you will see the appointment(s) the person currently holds in the selected Orgn, group, and e-class. Click on the position number of the job whose annual salary you wish to update. This will take you to the Appointment Form Job Information screen. You can review the information, but you cannot make any changes on this screen. If the job information is correct, click on Continue to move to the salary screen Appointment Form Salary. 4.0 Changing the salary In the Appointment Form Salary screen, under the employee information, you have the Salary information in Banner section, displaying salary data as of the last pay date, along with any future slices already entered. Below are the fields where you can enter the new salary data. Update the salary in the New Salary Information section. By default, it will display the information that is currently on NBAJOBS with an effective date one day after the last paid date. It will also display future slices. Enter the effective date and new salary, fix the hours if the employee works part-time, and then press the TAB key. The Assign Salary, FTE and Hours per Pay will automatically be calculated. To change a staff member s appointment from full-time (FT) to part-time (PT) or vice-versa, you should use the Maintain function instead of the Salary function (see instruction document Maintaining an Appointment), as you will have to change the regime. Appointment Process on the Web: Salary Changes 4

5 Please note that you cannot delete slices that already exist in Banner (NBAJOBS), but you can modify the salary associated with these existing slices. Another useful feature is that you can insert several future-dated salary change slices, which we explain in the next section. 4.1 Adding or removing several salary changes You can insert several future-dated salary changes on this screen. To insert another future-dated slice, type in the effective date in the blank Effective Date field, and then click the Tab key on your keyboard. This will create a new row with a salary of $1 and default values for the hours and FTE. Override it by typing in the correct salary and hours, and then press the TAB key to calculate the rest. You can create as many salary change rows as you need in this way. To erase a row, erase its effective date and press the TAB key. Screenshot 4: When you enter a new date in the blank Effective Date field and press Tab, you will create a new slice that will be reordered by effective date. Thus you can prepare several salary increases ahead of time in the same job. Appointment Process on the Web: Salary Changes 5

6 Time is on your side for once 1. If a pay is run before your salary changes get applied to Banner, all salary changes will start after the Last Paid Date, but Payroll will run Journals to correct the dates retroactively. 2. It does not matter if you don t enter the dates in chronological order: the system will automatically re-order the entries by effective date. Screenshot 5: A sample of multiple slices in NBAJOBS, with current and future dates programmed in. 5.0 The FOAPAL button click it only if you need it If you need to change the FOAPAL information as well, click on the FOAPAL changes button at the bottom of the screen but ONLY if you need to do a change. This is not the place to verify if the FOAPAL is the correct one: instead, check the FOAPAL in NBAJOBS prior to starting the web process. If you don t need to change anything else, click on the Save and Continue button. Don t click it if you don t need it! If you click on the FOAPAL Changes button without needing to make a change, you may end up with a CHG status on your document. Why? Because if you go into FOAPAL changes and at any point during the process up to final approval, the FOAPAL is changed on Banner, your Salary Change document will go into CHG (change) status and you will have to review and submit it again. This can cause you delays and aggravation. Appointment Process on the Web: Salary Changes 6

7 6.0 Final step: 3 possible actions Screenshot 6: Notice the 3 buttons at the bottom of the screen: Save; Save and Continue; and Submit Save button you will remain on the same screen, but any Notes that you ve typed in will have been saved too. You can then view the completed document by clicking on the Doc No and also print it for your records but don t send a copy to Human Resources. This is for your files only. Save and Continue button This will save the completed document and send you back to the Appointment List. It will remain on your list and you will need to act on it later (either to submit it or cancel it). Submit button If you are satisfied with your document, you can submit the salary change to your faculty or to HR Salary Administration or to VP Academic by clicking on the Submit button. Once submitted, the document disappears from your list. The document will transferred for approval and go to SUS or PEN status. You will be sent back to your Appointment List. If you need to see the document again, use the Status Report search to track it down. Appointment Process on the Web: Salary Changes 7

8 7.0 Troubleshooting 7.1 Mismatched Orgn codes In the off chance that the Appointment s Orgn doesn t match the position s Orgn, you will get a message similar to this: The Appointment's current Orgn code does not match the position's Orgn code. Appointment Form ORGN: xxxxx Position ORGN: yyyyy If this occurs, cancel the document and get the Orgns in NBAJOBS and NBAPOSN matched by sending in a Maintain Position form to Human Resources Records and Systems. You can download this form from Appointment Process on the Web: Salary Changes 8