2.1 Propose Merit Process Manager 24.Jan.2017

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1 Merit Increase Process in Workday All managers will propose merit increases for eligible direct reports. Propose Merit Increase Business Process Overview 1. The Annual Merit process is initiated by Corporate HR. 2. Managers will receive an inbox notification requesting proposals for direct reports. 3. Staff (grades A N) employees hired by 12/31 of prior year will be included. Workday will not pro-rate based on hire date, so managers can decide to consider this when proposing merit. 4. Each manager s budget is based on the sum of salaries for their team multiplied by the approved country merit budget percent. Budget is not adjusted up / down based on actual employee performance / position in range. 5. A recommended increase will display for each team member based on Ingredion s merit matix, the (approved) performance rating and zone position (in range) and country budget percent. a. The recommended increase will not display for those who do not have a rating finalized. Once a rating is approved, a recommended increase will be displayed. b. Employees hired by 12/31 will be included in the merit process in Workday. Managers should consider country budget, timing of the hire, performance level and date of next increase and apply discretion in proposing salary increases for newly hired employees. c. For employees on International Assignment, merit budget is based on where the employee s pay is delivered (which may differ from where the employee is located). 6. Managers may autofill the recommended matrix salary increase figure. This could result in a total merit above budget and managers should then adapt as needed to meet budget. Workday will allow managers to exceed budget, but salary increase budgets must be met at the ELT level. 7. Each step in the process sends a notification to the person in charge of the step instructing them to propose and/or approve, which results in separate inbox tasks for: a. Proposing/planning, budget and spend only for direct reports and, b. Approving each subordinate organizations 8. Proposals will route to the one over one manager for review/approval without skipping any level 9. Management chain will review recommendations from lower managers, approve and submit together with recommendations for his/her direct reports. 10. Managers can complete on behalf of a subordinate organization s manager or send back to its subordinate to correct or reconsider. 11. Human Resources has full visibility throughout the entire process for the organizations they support. HR can search for employees and review/edit recommendations. HR can push forward or send back process for supervisory orgs and their subordinates if necessary. 12. The approval will route to the employee s ELT for final sign-off. 13. The final submittal is sent to Corporate HR to facilitate Senior Executive approval of global merit spend. 1

2 Propose Merit Increase Process: Detail for Direct Manager From the WD inbox: Example: Lucy Van Pelt, who is the Level 1 Manager, reviews her Main Merit Screen. 1. Under Actions click Manager Propose Merit. 2. Click the Autofill if you would like to prefill your recommendations with the recommended amount for your Region/Country and based on Ingredion s merit matrix. After reviewing the information on the screen/dashboard, Lucy would like to change Linus New Salary Amount from $90,123 to $92,000. Lucy will just type in the amount of $92,000. The percent will calculate on it s own. (This works in reverse as well.) 3. You can now alter individual amounts or percents if you are not in agreement with the proposed recommendations. Please keep in mind, Overall Plan and Spend needs to be at 100% when all members of an ELT organization is combined and finalized. Please note a comment section is available and should be used when the recommendation is outside the proposed merit increase. Important: You may alter a recommendation by either typing in a percent OR an amount. 2

3 As updates are made to recommended merit increases, the total pool will be refreshed at the top left of the propose merit screen. 4. When ready to submit to her manager (or Level 2 Manager), Lucy would click on Submit. When clicking on Submit, Lucy may send her next level manager comments. Once she, the manager, clicks on Submit, she can no longer make changes. To review proposals, Lucy can click on the Export to Excel icon and Lucy will get a an Excel version of her merit recommendations. Please note, the summary is on Sheet 1 and the details are on Sheet 2. Propose Merit Increase Process Steps for Next Level Manager The next level manager does a similar process for his/her direct reports. The next level manager can alter the recommendations from their subordinate managers only when the subordinate manager has submitted his/her recommendation. Example: Sally Brown is the manager of Lucy Van Pelt. Let s review Sally s dashboard with the inclusion of Lucy s merit recommendations. 3

4 1. Click on Actions and Search Employees 2. The manager can select which employee(s) he/she wants to work on or Select All nd Level Manager can review overall results by clicking on Sub- Orgs. 3. Click on Review. 4. The Dashboard looks very similar to what the 1 st Level Manager saw. The 2 nd Level Manager can enter merit recommendations for his/her direct reports and make changes to those recommendations made by the subordinate manager. Example: Sally Brown would like to enter her direct report merit recommendations. Sally would also like to change Linus recommendation that Lucy made. She can do so by typing over what was previously recommended. In this case, Sally changed Linus recommendation from $92,000 to $93,000. Again, the percentage automatically changed as did the Overall Plan and Spend. Here the 2 nd Level Manager can see the status of all of their sub organizations. The 2 nd Level Manager also has different Actions available to them. However, if the manager wanted to recommend a subordinate s merit that was not yet submitted, he/she cannot. Example, Pig Pen has a recommendation of 4.05%. The 2 nd Level Manager cannot type over this as this has not yet been submitted by the manager Franklin. For those sub-organizations that have submitted their recommendations, the 2 nd Level Manager can: a. Search for specific employees, and b. Send back to the direct report 4

5 For those sub-organizations that have not submitted their recommendations, the 2nd Level Manager can: a. Search for specific employees, and b. Complete on Behalf of subordinates When Sending Back to a direct report, comments should be used to define what the direct report needs to change and why. Please note, 2 nd Level Managers do not have to send back to 1 st Level Manager, but it is strongly recommended that it is done to facilitate a one voice management perspective. The 1 st Level Manager would then revise the merit recommendations and resubmit. Complete on Behalf of should only be used in those extraneous circumstances such as when a Manager is away and unable to make recommendations in a timely manner into the WD System. The Manager must Confirm that they are making these changes and are aware of the impact that it will have on the 1 st Level Manager. Comments should also be added as to why this feature is being utilized. 7. The following report is a good aid to review the status of your organization. INGR Merit Process Status Report By Supervisory Organization report includes Pending Approval Status, Distance from ELT and remaining Merit Spend. 6. Once all subordinate organizations are ready for review, managers can go back to their inbox task and submit their organizations for review and approval by his/her superiors. 5