Mass Salary Changes Munis: Payroll

Transcription

1 [MUN-PR-4-B] [MU-PR-8-A] Mass Salary Changes Munis: Payroll CLASS DESCRIPTION Do you make several kinds of salary changes? Wish you could make them all in one place? In this class we will review the Mass Salary Change program, which provides Munis Payroll users a centralized place to execute all employee salary changes. This program utilizes web technology to allow you to complete salary changes in a series of simple, intuitive, and convenient steps. We will set up examples of how to quickly complete employee contract changes, step increases, and pay band increases, and will briefly review the user permissions required to access Mass Salary Change. PROGRAM OVERVIEW With the Mass Salary Change program, completing salary increases is now easier than ever. The program encompasses the functionality of three Munis programs in a convenient one-stop location. All contract changes, step changes, and pay band changes can be completed through Mass Salary Change. The program s web based format guides the user through the steps required to complete a salary change, and an easy to use proof screen assures a mistake-free post process. This document will present an overview of the Mass Salary Change program by walking through several examples of salary increases. The Mass Salary Change program is located within the Human Resources/Payroll Munis module. To open the program from the Munis main menu, navigate to: Human Resources/Payroll > Payroll > End of Period> Mass Salary Changes> Mass Salary Change PRELIMINARY SETUP User Permissions Users will need to be assigned proper role permissions to access Mass Salary Change. Menu access to the program is established in Munis Role Maintenance. From the Munis main menu, navigate to: System Administration Security Roles In Role Maintenance, find the role that needs menu access and open the Menu Security tab. Select Human Resources/Payroll, and use the Forward command Changes menu. Choose Edit to navigate to the Mass Salary, select the Access checkbox next to Mass Salary Change, and Accept the changes.

2 Users can be assigned the designated role through the User Attributes program (available on the Munis menu through System Administration Security Roles). Affected users will need to close and re-open Munis to make the Mass Salary Change program visible on the menu. Control File Settings Before executing any mass salary changes, the Process Mid-Cycle Raises option should be defined in the Payroll Control Settings program. This setting allows Munis to apply a raise with an effective date that falls between a payroll s start and end dates. If set to Yes, the Payroll will split the employee s pay according to the effective date of the salary change. It is important to establish this setting before implementing any salary changes so that the system will know whether to store old salary rates that allow a payroll to be split. When Yes, the previous values will be visible in the Mid-Cycle Amounts section of the Employee Job/Salary program (new in 11.1 and up!). To open Payroll Control Settings from the Munis Main Menu, navigate to: Human Resources/Payroll Payroll Payroll Setup Payroll Control Settings Select Process Mid-Cycle Raises under the Generate category from the browse window. 2

3 Update the setting value to either Yes or No as desired. Salary Tables and Employee Job Salary Records In order to successfully run a mass salary change, current Salary Tables and Employee Job Salary records must be set up. For an overview of how to establish these records, refer to existing documentation on the Munis KnowledgeBase (such as the Mass Salary Change document from Connect 2014). The examples of salary changes presented below will begin with a snapshot of the associated Salary Tables and Employee Job Salary records. MAKING MASS SALARY CHANGES Three different types of mass salary changes can be completed using the Mass Salary Change program: contract changes, step changes, and pay band changes. 3

4 Formerly, users had to run three separate Munis programs to implement these different types of salary changes (the Mass Contract Changes program, the Mass Step Increases program, and the Pay Band Increases program). With the Mass Salary Change program, all three types of changes can be completed efficiently from a single screen. Each of the mass salary change types will be explored in detail below. Change Type 1: Contract Changes A Contract Change is a flexible salary change type with four available change options: Specified Amount, New Contract Rates, New Rates from Next Pay, and Global Recalc. Specified amount changes allow Munis users to apply a flat amount or percentage pay increase to employees not tied to salary tables or pay bands. An example of specified amount contract change will be presented below. The new contract rates change option is used to transfer employees from old salary tables to new ones, applying updated contract rates from the new tables in the process. For examples of the new contract rates change option refer to existing KnowledgeBase documentation (such as the Mass Salary Change document from Connect 2014 or the Mass Salary Changes document from Connect 2015). With the new rates from next pay option, users can implement the salary information stored on the Next Change tab of the Employee Job/Salary program. The global recalc change option recalculates and updates Employee Job/Salary records based upon a defined effective date. It operates just like to Recalc option in the Employee Job/Salary program, but allows the user to proof their changes before posting them. EXAMPLE 1: SPECIFIED AMOUNT CONTRACT CHANGE In this example, all employees in job classes X001 - X003 will be issued a two percent pay raise. Start by locating the relevant base pay records in the Employee Job Salary program: perform a Search, narrow the select to base pays in job classes X001 - X003, and then choose Accept. 4

5 Eight employee pay records were found. Note the current pay rate and step/effective date for each employee. Next, open the Mass Salary Change program to initiate a salary change. In the upper left hand corner of the screen, specify the change type as contract change and the change option as specified amount. Notice that the criteria in the lower right panel of the screen changes to accommodate the change type and option selected, helping the user determine what needs to be entered. 5

6 Next, isolate the set of employees receiving the salary change by modifying the selection criteria panel. In this example, a Job Range of classes X001 X003 was added. Lastly, fill in the appropriate criteria in the right hand panel. All change types require the minimum days eligibility, minimum hours eligibility, additional eligibility criteria, and salary change criteria sections to be filled in. To include all employees, enter 0 for minimum days worked and hours worked, and set started job before to the current date. For most salary change types the effective date will be used to replace the effective date in Employee Job Salary. An in-depth discussion of all available options in this panel is available in Appendix A of the Mass Salary Changes document from Connect When conducting a specified amount contract change, the contract change options section becomes visible. In this example, a 2 percent increase is being applied to the current salary of affected employees. Once all options have been filled in as desired, select View Results in the upper left portion of the screen. or lower right On the results screen, the eight employees that were expected to receive a pay increase are present. Here, users can review current salaries and whatever increases will result from the contract change. A more detailed view is available by hovering over any particular employee, and the result set can be exported to excel for closer scrutiny by choosing Export Proof. 6

7 In this example one employee has been found ineligible for the salary increase. By hovering over the offending row (clearly marked in red), it can be seen that the employee s salary is already at or over the maximum value allowed for the job class. If desired, this eligibility error can by overridden by returning to the selection criteria screen and checking the box to allow salary to exceed maximum. After reviewing the salary changes that display on the proof screen, the results can be posted to LIVE by selecting Post Results. Confirm the post in the window that appears. 7

8 The updated salary amounts are then viewable in the Employee Job/Salary program. It is important to note that as soon as changes are posted, the salary changes are active even if the effective date is in the future. For this reason, it is recommended that all mass salary increases be processed just before the payroll they become effective in. Change Type 2: Step Changes The mass salary step change option can be used to apply step increases to employees tied to salary tables. When this option is used, the Step field defined in Employee Job/Salary will be incremented to the next step or level saved in the Salary Tables program (available on the Munis menu through Human Resources/Payroll Human Resources Position Control and Budgeting Salary Tables). Only step increases can be completed through the process; decreases cannot. If a new salary table is available, the employee will first be transferred from the old table to the new one and will then move up a step in the new salary table (note: the new table will only be used if its effective date is before the effective date of the salary change). It is therefore recommended that mass salary step changes be completed before executing any new contract rates salary changes to avoid redundant processing (as a reminder, new contract salary changes also transfer employees from old salary tables to new ones). There are two step change options available in Mass Salary Change: effective date, and current salary date + 1 year. Effective date step changes will increment the step on affected Employee Job/Salary records, and will update the effective date of that increase to the effective date defined on the Mass Salary Change screen. An example of an effective date step change will be presented below. 8

9 The Current Salary Date + 1 Year step change option will increment the employee s step as described above, and will update the effective date of that increase to be one year from the effective date currently defined in Employee Job/Salary. An example of a current salary date + 1 year step change will be presented below. EXAMPLE 2: EFFECTIVE DATE STEP CHANGE In this example, all employees in Job Classes FAC1 - FAC3, Location 135, and Group/BU 10 need to be issued an effective date step increase. Isolate these employees in the Employee Job Salary program by finding the relevant base pay records for the affected group: Five employee pay records were found. Note the current pay rate, annual pay, grade/step, and step date for each employee. Next, start a step change for this set of employees in the Mass Salary Change program. Specify the change type as Step Change, and the change option as Effective Date. Notice that the criteria in the lower right panel of the screen changes to accommodate the change type and option selected. In the selection criteria panel, specify the criteria required to isolate the appropriate set of employees, in this case by Job Classes FAC1 - FAC3, Location 135, and Group 10. 9

10 Finally, fill in the appropriate criteria in the right hand panel, including the Effective Date that the step change will come into effect. On the results screen, the five employees that were expected to receive step increases are present. Once satisfied that the displayed salary changes are desired, the results can be posted to LIVE by selecting Post Results. Confirm the post in the window that appears. The salary updates can be viewed in the Employee Job/Salary program. 10

11 EXAMPLE 3: CURRENT SALARY DATE + 1 YEAR STEP CHANGE To conduct a current salary date + 1 year step change, complete the above steps a second time for a different set of employees. In this example, all employees in Job Classes FCL1, Location 135, and Group/BU 10 will be issued a step increase. Isolate these employees in the Employee Job Salary program: Choose the current salary date + 1 year option in Mass Salary Change, set the appropriate criteria, and view the results. In this example, one employee has been found ineligible for the step increase. By hovering over the offending row (clearly marked in red), it can be seen that the employee is already at the highest step of their grade and therefore cannot receive a step increase. 11

12 While the row with the error will not post, the other three salary updates can be posted to LIVE by choosing Post Results. The resulting changes can be viewed in the Employee Job/Salary program. Note that employee 134, who was already at the highest step, did not receive a pay increase. Change Type 3: Pay Band Change Pay band mass salary changes allow users to apply salary increases to employees tied to pay bands. Pay bands provide a range of acceptable salary values for the individuals tied to them. They are established in the Salary Tables program, but will only have three steps: a minimum, middle, and a maximum. When executing a pay band change in the Mass Salary Change program, there are five available change options: employee salary, pay band mid salary, employee salary evaluation, pay band mid salary evaluation, and increase to minimum. Employee salary pay band changes will increase the employee s base pay by a specified percentage. The percentage is defined in the pay band change options section of the Mass Salary Change screen this section will become visible when the Pay Band Change type is selected from the drop down list. If the resulting salary is greater than the pay band maximum, a lump sum 12

13 payment will also be calculated to make up the difference; therefore, a lump sum pay type must always be specified when conducting an employee salary pay band change. The pay band mid salary change option uses the middle salary specified on the pay band salary table record as the basis of the salary change. The percent raise is defined on the mass salary change screen. For instance, if the pay band s mid salary is $100/day, and the percent increase specified on the mass salary change screen is 5%, affected employees will receive a $5/day pay increase. A lump sum pay type must also be specified in case the resulting salary exceeds the pay band maximum. The employee salary evaluation change option functions just like the employee salary option, except the percentage used to calculate the pay raise is selected from the Employee Evaluations program (Human Resources/Payroll > Human Resources > Reviews/ Evaluations/ Surveys> Employee Evaluations). The pay band mid salary evaluation change option mirrors the pay band mid salary option, but again uses the percentage defined in the Employee Evaluations program. An example of a pay band mid salary evaluation increase will be presented below. Executing an increase to minimum pay band change will increase any employee salaries that fall below the pay band range to the pay band minimum. As there is no possibility that the resulting salaries will exceed the pay band maximum, this is the only pay band increase that does not require a lump sum pay type to be specified. EXAMPLE 4: PAY BAND MID SALARY EVALUATION PAY BAND CHANGE To conduct a pay band mid salary evaluation pay band change, start by isolating a set of Employee Job/Salary records that will be affected. In this example, all substitute teachers in Job Class S912 will be issued a pay band increase. The relevant records are shown below. These employees are linked to the SUBS pay band shown below. The minimum rate of pay per day is $75, the mid rate is $110 per day, and the pay band maximum is $145 per day. 13

14 Next, open the Employee Evaluations program to finalize and review the evaluations for the affected employees. From the Munis Main Menu navigate to: Human Resources/Payroll > Human Resources > Reviews/Evaluations/Surveys> Employee Evaluations The recommended percent increase will be used to execute the raise from Mass Salary Change. Start a pay band change for this set of employees in the Mass Salary Change program. Specify the Change Type as Pay Band Change, and set the Change Option to Pay Band Mid Salary - Evaluation. Notice that the criteria in the lower right panel of the screen changes to accommodate the change type and option selected. In the selection criteria panel, specify the criteria required to isolate the appropriate set of employees, in this case by Job Class S912. Lastly, fill in the appropriate criteria in the right hand panel, including the Review Period on the employee evaluations, the Effective Date that the pay band change will come into effect, and a lump sum pay type to accommodate any overflow pay amounts. 14

15 Select View Results to review the salary changes, and post the results when ready. The results can be viewed in the Employee Job/Salary program. 15

16 CONCLUSION The Mass Salary Changes program is an extremely convenient tool within Munis that allows users to complete salary changes in a series of simple, intuitive, and convenient steps. This document presented an overview of the functionality this program provides; for further guidance on how to complete mass salary changes, and for more information on related programs, refer to the Munis KnowledgeBase or to the Mass Salary Change program s help. 16