RECALL FROM SUSPENSION OR LAYOFF

Transcription

1 M O D U L E RECALL FROM SUSPENSION OR LAYOFF Overview Purpose: To return an employee from inactive status due to either disciplinary suspension or a formal Layoff action to active status. No pay can be received during either of those states until the Employee is returned to active status. Note: If the pay group changes (going from biweekly to monthly or vise-versa) a separate transaction must be entered. Objective By the end of this module the user should be able to successfully enter a transaction type of Return from Suspension or Layoff transaction to put a person back in an active status. 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-1

2 1 Follow the breadcrumbs: Job & Compensation > Job Data 2 Use the search page to locate your employee and select the correct EMPL record number for the job you want to change. 3 If person has more than one job and your security allows you to see them, all jobs display. If there is only one job the system will automatically advance to the Work Location page. 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-1.5

3 Click here to add a row 4 Add a new row by clicking on the plus (+) button under the Work Location navigation bar. Effective Date Reason 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-2

4 5 Enter an Effective Date -- the on-line calendar can be used. Note: If the transaction row has the same Effective date as the previous transaction row, the Effective Sequence number will have to be changed to the next sequential number 6 Select the of Recall from Suspension/Layoff from the drop down box. 7 Use the magnify glass to select a Reason which best describes the situation. If you know the three-digit code, it can be typed in. NPY = Recall from Suspension with no base pay rate change REC = Recall from Suspension with a base pay rate change RCL = Recall from Layoff with no base pay rate change RCP = Recall from Layoff with a change in base rate 8 Was your reason Then REC or RCP Go to step 9. NPY or RCL Go to step Go to the Compensation page. Note: On the Rate Codes field, the system will default to one on the following rate codes depending on the information that was entered in the Pay Group field on the Payroll page. NAANNL Used for Pay Group of Monthly NAHRLY Used for Pay Group of Biweekly 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-2.5

5 Pay Rates box Pay Components Navigation bar Changes tab Comp 10 The Pay Rate can be adjusted two ways. Go below the Pay Components navigation bar. Do you want to use Comp Rate field Then Enter the new amount in this field. If the employee is Monthly, enter the Annual Salary amount for this job. If the employee is Biweekly, enter the Hourly rate. Changes Tab Click on this tab and enter the complete one of these fields, Change Amount or the Change Percentage, with the difference. Note: If you are decreasing the pay, you need to include a negative sign in front of the amount. 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-3

6 Note: the Annual Benefits Base Rate will change automatically. 11 Is there information that needs to be adjusted on the Additional Job Data page? Yes Go to step 12. No Go to step Go to the Additional Job Data page. Secondary departments cannot see information below 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-3.5

7 13 Department Title Enter a title here only if the title from the Job Code Table is not sufficient. This title will appear in the Phone Book if the Include Department Title in Phone Book flag is clicked on. 14 Click on the Include Department In Phone Book flag if the title is to appear in the phone book. Note: This option is only available for Staff Academics and Post docs. 15 Is the Job Role field populated? Yes No The Job Type field will default based on the job code this cannot be changed. If this information is incorrect, the job code must be changed. Complete the Job Type. This is required for each job. Choices are based on the Role above that comes from the Job Code Table. See Code definitions for an explanation of these values or use the drop down box. 16 Department Use Use this ten-digit field to hold any department defined data needed for the job itself. 17 Group ID is used by the Payroll Dept to define the type of Foreign National for taxation purposes. 18 Retroactive To Date- Enter the date to which any transaction that is retroactive is intended to go back. This records a retroactive transaction. This is not used on a new hire. 19 Post Doc Date - Used for Post Doctoral non-employees only. See the Nonemployee Business Process. 20 Campus Box Medical School: Complete this field with the box number the person is located at. Hilltop Campus: The system will default to the box number entered in the Check Delivery field in the Personal Data component. 21 Check Delivery No: This field is informational; it was entered on the Additional Personal Data page when the hire was started. 22 Complete the Room Number field with the room number the person is working in. 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-4

8 23 If applicable, complete the Base Pay (XYZ). This is used only at the Medical School for those academic employees who are participating in a formal compensation plan. 24 Non-WU Pay- Used for non-employees. See the Non-employee Business Process. 25 Click Encumbrance Override to leave this job and its salary out of the encumbrance process. 26 The following fields are informational and are only available to the Prime Department. Computed Total Annual Payment Allows the prime department to go to one screen and view the total annual payment that the individual is receiving for all jobs. This field will automatically recalculate as changes are made to compensation rates or as new jobs are created or if any job become inactive. Note: Annual amounts are calculated only for biweekly employees who have standard hours (not for zero hour employees). Computed FTE As Of Date Total Annual Payment/FTE Allows the prime department to view FTE existing on all current jobs for employees using the FTE value found on each active job. This field will automatically recalculate as changes are made to standard hours or FTE on any active job. The value will change as new jobs are created or as jobs become inactive. The last date a change was made to job that adjusted the Total Annual Payment or Total FTE fields. This date will match the effective date on Job. Both of these fields will default when only one job exists. If there is more than one job, the fields need to be maintained by the prime department. Note: The combined FTE value should match Computed FTE on the current Job row. 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-4.5

9 27 The following fields are only available to the prime department. They are a combination of inquiry and those that need to be completed. Computed Total Annual Payment/FTE Automatic system calculation of total annual compensation existing on all current jobs for employees using the compensation rate (together with any non- WU pay found on each job). Note: Annual amounts are calculated only for BIweekly employees who have standard hours (not for zero hour employees). As of Date Total Annual Payment /FTE As of Date Change in Total Amount/FTE Increase Breakdown Total % The last date a change was made to job that adjusted the Total Annual Payment or Total FTE fields. This date will match the Effective Date on Job. Complete these fields with the new Annual Payment. The last date a change was made to job that adjusted the Total Annual Payment or Total FTE fields. This date will match the Effective Date on Job. This is an automatic system calculation of the difference between the values entered in the Total Annual Payment/FTE on the previous job row and the new values entered in the Total Annual Payment/FTE field on this job row. This field will automatically calculate the percent change from the previous Total Annual Payment to the new one. 28 The following fields will be used to record the portion of an overall (or combined) increase that is associated with the specific actions. The Total percent of changed will default to one of these field when one of actions is used and should be adjusted by the use if necessary to break out the component increase percentages. Examples on next page 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-5

10 28 cont Example 1: Employee receives a 10% increase on July 1, % for promotion and 3% for merit. User chooses promotion as the reason. Increase Breakdown Total % will automatically populate with 10%. Promotion % field initially populates with 10%. Employee changes this to 7% and enters 3% in Merit/Annual % field. Example 2: Employee receives 3% merit increase on July 1, User chooses merit/annual as the reason. Increase Breakdown Total % field will automatically populate with 3%. Merit/Annual % field automatically populates with 3%. No other action is required. Transfer % Promotion % Merit/Annual % The percentage of the specific percent increase received when the employee transferred. The percentage of the specific percent increase received when the employee received the promotion. Merit is the percentage of the specific salary increase due to level of performance. Annual is the percentage of the specific salary increase for cost of living (may include increase for additional workload or duties but no increase in grade, or increases following a successful probationary period. Aca/Admin Duties % Face Comp-Base % Equity % Market % This is the percentage of pay increase or decrease when academics take on or stop additional administrative duties (such as a Chairman role for a committee), or when taking on additional academic responsibilities which are substantive enough to warrant a change in pay. The percentage of the specific salary increase that is corresponding to an increase in base salary. The percentage of the specific salary increase to improve comparability within internal labor pools. The percentage of the specific salary increase to stay competitive with external labor pools (may include retention increases). 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-5.5

11 29 Do you want to Approve Enter Union Information View the Key Dates Then Proceed to Approving the Data module Go to the next section: Job Labor. If the person is not Union go to the Approval page. Click on the Other Key Dates link. 30 Go to the Approval page. 31 Click on the View All link and find the blank Comments box. 32 Enter comments and your initials in the Comments box. 33 Click on the appropriate Approval button. 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-6

12 34 Do you need to adjust Sources Additional Pay Then Click on the sources link and go to step. 35 Click on the Additional Pay link and go to step Do you know the account you want to source from? Yes Go to step 36. No Use the magnifying glass to select an account(s). Note: The only accounts that will display are the ones that your security allows you to view that are appropriate for Role and Type for the person you are sourcing. See the Sourcing module for further instructions on this feature. 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-6.5

13 36 Go below the Sources navigation bar and complete the following fields: Complete the following fields Priority With The priority line of sourcing. Each line of distribution is assigned a priority (with amounts having the lowest number priority. Each line with an amount has a subsequent higher number. Percents have the highest number and all source lines that have a percent have the same priority number. Note: See the sourcing module for sourcing rules and examples. Account code Amount The account that the distribution is to come from in format LCDDDDD-BUOB Specific dollar amount changed to an account Note 1: If you use this method of sourcing, you still must list distribution using the percentage method (which is the preferred method of sourcing.) Note 2: See the sourcing module for sourcing rules and examples. Hours Percentage Use this field for when you want to limit distribution for this account to a specified limit number of hours The system will default to 100%, but can be changed to the percent to be charged to this account. Percentage must total to 100% Note: See the sourcing module for sourcing rules and examples. Source End Date This field serves two purposes. To control Encumbrances To end sourcing before the fund/account expires 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-7

14 37 Do you want to add multiple sources? Yes Add a row by clicking on the plus (+) sign at the end of the existing source row and repeat step 35 and 36. When all rows add up to 100%, go to step 38. No Go to step Go to the Approval page. Enter comments and your initials here. View All link 39 If necessary, use the arrows or click the View All link to find the Comments box that goes with this transaction. (Usually it is the blank one.) 40 Enter comments and your initials in the Comments box. 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-7.5

15 41 Click the appropriate Approve button. 42 Do you want to adjust or enter Additional Pay? No Yes Exit the component. Enter the following bread crumbs: Job & Compensation > Additional Pay 43 Go to the Additional Pay Module for further instructions. 11/04 R ECALL FROM S USPENSION OR L AYOFF 0-8