2015 Salary Adjustment

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1 University of Virginia Human Resources 2015 Salary Adjustment University Staff (Ustaff) and Administrative & Professional Faculty (A&P Faculty) Instructions for Compensation Administrators EW

2 Table of Contents Overview/Timeline... 2 Compensation administrator responsibilities... 2 UHR training and support for salary adjustment process... 2 Frequently Asked Questions... 3 What about employees on leave?... 3 What if the employee s salary, leave status or working hours change during the process? 3 How will the salary adjustment be coded in the Integrated System?... 4 What about employees paid by two or more departments?... 4 How is the new salary rounded?... 4 How is the labor distribution charged?... 4 Lead@UVa Worksheet Instructions Select the plan 2015 Merit Adj (Ustaff, A&P Faculty) Open the correct worksheet(s) As needed, apply filters Review and complete the worksheet Save and/or Approve please note! Run the CM: Compensation Detail Report (Admin)(CSV) THINGS TO REMEMBER... 10

3 Overview/Timeline Guidance on scope, funding, eligibility, process and due dates for Ustaff and A&P Faculty is provided in the 2015 Ustaff Salary Increase Guidelines in the HR Exchange Kiosk. Timelines for processing May 11 Aug 3 12 Aug Aug 10 Aug 19 July 25 Lead@ Planning worksheets distributed Comp admins key Ustaff, A&P increases into Lead@ and approve them EVP/Provost reviews A&P Faculty increases; UHR provides report to Senior Executives confirming approvals of exceptional increases. Effective date of increase for Ustaff (Aug 28 check date) UHR interfaces Lead@ salary approvals to the Integrated System Effective date for A&P faculty (Sep 1 check date) Compensation administrator responsibilities Compensation Administrators (comp admins) are responsible for: keying salary recommendations in to the appropriate Lead@ worksheet for all eligible employees and providing all required information on the worksheet; approving the salary action; running the CM: Compensation Detail Report (Admin) to verify that all salary information is correct; and updating Lead@UVa when a change occurs in the Integrated System that affects the salary adjustment (leave status, changes in working hours, other salary changes). The data in the worksheet will be a snapshot of the Integrated System as of July 30. UHR training and support for salary adjustment process There are several ways to prepare for processing salary adjustments in Lead@UVa. Online training/user guide Training/Refresher August 4, 1:30 2:30 PM Michie North training room 220 Drop in working session August 4, 2:30 4:30 PM Michie North training room 220 Questions about the salary adjustment process can be directed to Erica Wheat at eaw4g@virginia.edu or

4 Frequently Asked Questions What about employees on leave? The employee s leave status as of July 30 will be displayed in the Lead@ worksheet. In the worksheet, status will be displayed as: LWFP leave with full pay LWPP leave with partial pay LWOP - leave without pay Employees on Leave With Full Pay (LWFP) and Leave With Partial Pay (LWPP) are eligible. Employees on LWOP are eligible for increases upon their return from leave assuming they meet the criteria for the pay increase. The salary adjustment should be considered and processed in the Integrated System by schools/units when the employee returns from leave; no entry should be made for employees on LWOP in the Lead@UVa worksheets. What if the employee s salary, leave status or working hours change during the process? The worksheet is a snapshot of employee information on July 30. Terminations, changes to status, working hours or salary that occur in the Integrated System after that date may require an adjustment to the salary approved in Lead@ with an effective date of Aug 10 for University staff, and July 25 for A&P Faculty. Depending on when the change occurs, the salary can be adjusted in either Lead@UVa or the Integrated System. Schools/units should use the following Discoverer reports to monitor for changes: HR_Audit Reports Group 1: Tabs 2 4 HR_Audit Reports Group 2a: Tab 1, 2, 5 July 31 - Aug 24 If there is a termination, change in status, working hours, or salary in the Integrated System between July 31 and Aug 12, Comp admins will use the Recalculate function in Lead@ to update the employee s record so that it reflects the recent change in the Integrated System and adjust the salary as needed. For changes that occur after the keying window closes, contact Erica Wheat for assistance. Recalculate can be found in the Employee Actions menu. Recalculation is done per employee. To select an employee to recalculate, click in the checkbox in the leftmost column. Also, make sure that there are no other employees checked (particularly the first row which is automatically checked when the worksheet opens). IMPORTANT: Recalculation will wipe out any information that you have already keyed for that employee such as salary adjustment and justification. If needed, copy/paste that information into a separate document (Notepad, Word document), so it can be pasted back to the record after Recalculate is done. On August 19 the new salaries will be moved from Lead@UVa to the Integrated System. 3

5 August 19 August 24 If there is a termination, change in status, working hours, or salary between August 19 and the payroll processing date of August 25, UHR will manage the process of adjusting the new salary if needed. The comp admin will be copied on this communication. Along with UHR, schools/units will continue to monitor for retroactive changes that may affect the salaries through August. How will the salary adjustment be coded in the Integrated System? The reason for University Staff will be Merit and the reason for A&P Faculty will be Merit Increase (Faculty). What about employees paid by two or more departments? The employee will appear on the worksheet of his/her designated supervisor in the Integrated System (generally the home department), irrespective of their organization assignment. Departments will need to coordinate offline as to the appropriate allocation of funds, as is the current practice, and labor distribution should be adjusted accordingly. To see the entire employee population for an organization, the Comp Admin can run the report CM: Compensation Detail Report (Admin) (CSV). This report will pull all employees assigned to an organization, rather than relying on the supervisory hierarchy used by the Lead@UVa worksheets. How is the new salary rounded? The Lead@ worksheets will round suggested increases up to the next whole dollar for Ustaff and to the nearest (not round up) $100 for A&P Faculty. The column where you type in the new salary, Input Requested Actual Salary, does not automatically round, so if you deviate from the suggested amount, you ll need to round your entry using the same rules. How is the labor distribution charged? The salary will charge to the labor schedule for the employee s current assignment. Answers to additional FAQs can be found in the guidelines referenced on page 2. 4

Lead@UVa Worksheet Instructions See the Lead@UVa Compensation online training/user guide for full details. 1.

Hover on Compensation and then click My Worksheet: Select the plan: 2. Open the correct worksheet(s) Only one level of worksheet approval will be required when processing the 2015 Merit Adjustment.

6 Worksheet Instructions See the Compensation online training/user guide for full details. 1. Select the plan 2015 Merit Adj (Ustaff, A&P Faculty) Instructions for Compensation Administrators The first step is to select the plan. Hover on Compensation and then click My Worksheet: Select the plan: 2. Open the correct worksheet(s) Only one level of worksheet approval will be required when processing the 2015 Merit Adjustment. You will be opening the worksheet as the Act As manager, entering the required merit increase information and approving the increases only in that worksheet. You will not need to complete a second level of approval in the worksheets. The EVP/Provost and UHR will conduct final review and approvals using Lead@UVa reports. It is important to open the worksheet as the correct Act As manager. Each Compensation Administrator received instructions via on Act As manager(s). Contact your HRCS consultant with any questions. 1. Open As: select Other Manager. 2. Click Search and select the manager either from the displayed list or by using the Filter By drop down search function. 5

7 3. Select the Acting as Manager check box. 4. Click Next (far bottom right of page) to open the worksheet. 3. As needed, apply filters When opened, the worksheet includes only the direct reports of the Act as manager. In some cases comp admins will want to pull both the manager s direct and indirect employees into the worksheet so that they can all be processed and approved in a single worksheet. The sent to each HR Exchange member includes instructions on when to approve direct reports only versus using the All option to pull all direct and indirect reports into the worksheet. To pull in all direct and indirect reports, use the Filter Employees menu and select All. Remember that only employees hired on or before December 31, 2014 are available in the Lead@UVa compensation plan. All - displays all direct and indirect reports. Needs Approval - displays just those employee records that have been sent to the manager for approval. Direct Reports - is the default. If you filter the worksheet and want to get back to just direct reports, choose this option. Choose Manager - allows you to select a manager within the reporting hierarchy and see their direct reports. Check if there are multiple pages by looking at the bottom left hand corner of the page: 4. Review and complete the worksheet HR Exchange members received preliminary Excel planning reports in May to facilitate decision making. The Lead@UVa worksheets will now be used to capture the salary adjustments that have been approved by the Dean/VP. 6

8 Explanations of some columns are listed below (see Mouseover text in the worksheet for other explanations). Columns that can be edited by comp admins are shaded light yellow in the worksheets and table below. Column Current Annualized Salary Explanation Current Actual UVa Salary * (1/ FTE). This is the full time salary equivalent for those working < 1 FTE. It is used to evaluate salary against the market range. % Market Range Penetration (1 FTE Salary Lower Reference) / (Upper Reference Lower Reference). The % market range penetration is provided to assist you in your salary increase decision-making. Current Perf. Rating Previous Perf. Rating 2014 Lead@UVa performance rating, when available. The performance rating is used to generate the recommended salary value. A Lead@UVa performance rating, when available. Sat. Perf Eval on File? This column contains a drop down option of Yes or No. The column is automatically set to Yes for all Ustaff and A&P faculty with a satisfactory 2014 rating. Comp admins can change this value as needed. Anyone without a 2014 evaluation in Lead@UVa is not provided with a Recommended Salary Increase because there is no performance rating to evaluate. In these cases, comp admins must certify the availability of satisfactory performance documentation (interim reviews, probationary reviews, etc.) by setting this column to Yes in order for the employee to be eligible for an increase. Recommended Salary (2015) Recommended Salary is based on performance rating. We urge you and your management team to review these suggestions carefully with a bias towards accepting the suggested increases rather than changing each employee s suggested increase. Recommended Salary is rounded up to the next whole dollar for Ustaff and to the nearest (not round up) $100 for A&P Faculty. This column is for reference only. The new, approved salary must be keyed into the column named Input Requested Actual Salary. 7

9 Column Input Requested Actual Salary Explanation Input Requested Salary will default to the Current Actual Salary until updated by the Comp Admin. This year we have made the change of removing the ability to type CENTS so for UStaff this will automatically perform the job of rounding to an even dollar. There is a new column next to Input Requested Actual Salary called Rounded Requested Salary which will round the input salary according to the nearest $100. This should be helpful for A&P entries. If a user forgets to enter a properly rounded salary for an A&P faculty entry, Lead@ will flag the entry as an error and won t allow the record to save until the entry is rounded. Once entered and approved, the new Requested Actual Salary will be transferred from Lead@UVa to the Integrated System on August 19, Non-Recurring Payment Amount ($) Lump sum (non-base pay) adjustments are recommended for employees above the maximum reference of the assigned market range. Any approved Non-Recurring Payment Amount will be transferred from Lead@UVa to the Integrated System on August 19 and will appear with a reason of Bonus- Annual Plan-Nonrecurring Payment. Select Comment (2015 Merit Adj) Free Text Comment Drop down selection of: Holistic review of compensation factors Merit bonus in lieu of base salary increase Performance deterioration Performance improvement Recent hire Free text comment field limited to 255 characters. Avoid special characters in your text Be brief! There is a 255 character limit in the free text comment field. If it must be lengthy we recommend creating the comment in a text editor and doing a character count before entering it in the compensation worksheet. Please initial and date your comments to identify and preserve all necessary entries 8

10 Important Notes Free text comments are suggested when the school/unit is deviating from the recommended increase amount Comments are required for 0% and > 10% increases and for employees with a rating of Inconsistent (2) Comments should also be used if the school/unit is bundling another increase along with the merit NEW in 2015: Increase Other Than Merit (purple IOTM columns) Column IOTM Change in Job Duties IOTM Market IOTM Retention IOTM Equity IOTM Other (please use free text) Calculated Amount Merit Explanation Amount of increase that was given for a change in job duties Amount of increase that was given for market adjustment Amount of increase that was given for retention purposes Amount of increase that was given for equity purposes Amount of increase that was given for some other reason. (Please use free text comment field to explain.) Calculated amount for merit increase based on values of previous IOTM fields 5. Save and/or Approve please note! It is not possible to save and approve in the same session while the worksheet is open. You must save your changes before closing the worksheet. You can review saved changes as needed prior to completing the approval step. When ready to approve: 1. Verify all information is entered correctly. 2. Select the rows that you want to approve by clicking in the check boxes in the leftmost column. 3. Click Approve. If an employee is not receiving an increase, do not approve that record! Instead, you can use the Save function to save your comments so that they can be reviewed by the EVP/Provost and UHR. Notes: The worksheet will close after using the Approve button and you will have to re-open the worksheet to continue working. 9

Each employee only needs to be approved once. Contact Erica Wheat if a change is needed after a record has been approved in Lead@UVa. Approvals must be completed by Aug 12. 6.

11 Each employee only needs to be approved once. Contact Erica Wheat if a change is needed after a record has been approved in Lead@UVa. Approvals must be completed by Aug Run the CM: Compensation Detail Report (Admin)(CSV) The Compensation Detail Report is essentially an Excel version of all the information available in the compensation worksheet for all employees in the selected organization(s). Use it to verify salary approvals and increase amounts. 1. Reports: run the CM: Compensation Detail Report (Admin)(CSV). 2. Plan: select 2015 Merit Adj (Ustaff, A&P Faculty). 3. Select the After Compensation Cycle Started option. 4. Select the school/division, department or organization. 5. Click Run. 6. Open the report in Excel. a. Sorting on column C Approval Status indicates if the employee s record has been approved by the comp admin in the worksheet or is still pending approval (blank). Only approved records will be processed and interfaced to the Integrated System. 5 THINGS TO REMEMBER Watch for apples and oranges The planning worksheets are organized by MBU. The Lead@UVa worksheet is sorted by management hierarchy, which may be different. Run Always run the Compensation Detail Report to verify salary approvals and increase amounts before beginning the approval process. 10

12 Be alert Don t confuse the for-reference Recommended Salary (2015 Merit Adj) column and your inputted Input Requested Actual Salary column when viewing the report data in Excel. Recommended Salary (2015 Merit Adj) is the Lead@UVa-generated salary Input Requested Actual Salary is the salary the school/unit intends to pay and is the salary that will interface with the Integrated System Be aware You cannot both save and approve in the same session. After clicking the Save button you must exit the worksheet and reenter before the system will let you click the Approve button. Save time but proceed with caution To approve all records on a page, select the empty check in the top row and click Approve. 11

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