staff salary increase process - brown university

April 2014 Staff Salary Increase Process

HR Coordinator User Guide

Staff Salary Increase

Process

HR Coordinator

User Guide

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April 2014 Staff Salary Increase Process 2


Table of Contents

Overview ......................................................................................................................................... 3

1. Getting Started and Basic Functionality ............................................................................... 6

2. Entering Performance Ratings and Performance Increases ................................................ 8

3. Entering Equity Increases .................................................................................................... 10

4. Reviewing and Submitting Recommendations ................................................................... 11

5. Approved Recommendations and Merit Statements .......................................................... 13

6. Resources .............................................................................................................................. 14

How to Run Merit Process – Employee Details Report ........................................................... 15

CHECKLIST ............................................................................................................................... 17



Overview

Overview The Merit Process is a business process in Workday which allows HR

Coordinators and/or HR Business Partners to submit performance and equity

increases for eligible staff in the supervisory organizations they support.

Overall performance ratings are captured as part of the Merit Process in

Workday. Hardcopy performance evaluations must be still be completed for

all eligible staff and submitted to Human Resources.

Timeline The table below outlines the timeline for the Merit Process:

Action Date

Merit Process open in Workday By April 22

HR Coordinators submit salary increase

recommendations in Workday

No later than May 19

HR Business Partners approve salary increases

in Workday

Supporting documentation for centrally funded

promotions submitted to

[email protected].

May 19 to May 30

Performance evaluations due to Human

Resources

May 30

Compensation reviews and approves salary

increases and sends confirmation to HR

Coordinators and HR Business Partners

By June 13

Merit Process closed in Workday mid-June

Merit Statements delivered to each employee in

Workday

By June 20

Salary increases effective July 1

Eligibility All non-union staff with Regular or Fixed-Term employee type hired on or

before March 31 are eligible and will be included in the Merit Process.

Continued on next page



Process HR Coordinators will be responsible for entering overall performance ratings,

and performance and equity increases in the Workday Merit Process. HR

Coordinators should work with the department head and managers to gather

this information. Prior to submission, all increases must be approved by the

department head.

The Merit Process task will be sent to each HR Coordinator. In organizations

where more than one HR Coordinator is assigned, a primary HR Coordinator

should be identified to complete the Merit Process.

After the HR Coordinator submits the Merit Process task, it will route to the

HR Business Partner for review and approval. HR Business Partners or

Compensation will work with division heads and senior officers to determine

final recommendations. HR Partners can modify submitted recommendations

and will communicate these changes to HR Coordinators.

After the HR Business Partner approves the HR Coordinator’s

recommendations, the Merit Process will route to Compensation for final

review and approval.

Pre-Launch In order for a performance-eligible employee to be included in the Merit

Process, there can be no pending Transfer, Edit Position or Request

Compensation Change business processes in progress. Compensation will

work with HR Coordinators, HR Business Partners, and HR Generalists to

ensure these business processes are completed before finalizing the

population.

During Process The Merit Process will be launched in Workday by April 22 and will be open

until mid-June. Since the Merit Process is a compensation business process,

no other compensation business processes can be performed in Workday

while the Merit Process is open. A hard stop error message will display if

compensation related business processes are attempted.




If one of the following business processes needs to be completed during the

Merit Process (April 22, 2014 until mid-June), consult the table below for

required action:

Business Process Action

Edit Position - Job audits Compensation will remove the

employee from the Merit Process

and the performance increase will

be included with the promotion.

Edit Position - % time changes and

changes to job profile resulting in a

pay group change

Please contact Compensation to

coordinate.

Transfers Human Resources will coordinate.

Terminations Terminated employees will be

removed from the Merit Process

automatically.

One-time Payments Allowable and payable during the

Merit Process.

Edit Position – location, business

title, job profile changes, end dates

and job classifications

If possible, these changes should be

held until the Merit Process has

been finalized.

Request Compensation Changes Please contact Compensation to

coordinate.

Supervisory Organization Changes Please contact Compensation to

coordinate.



1. Getting Started and Basic Functionality

Follow the steps below to start the Merit Process:

Step Action

Confirm Merit

Process Task is

Displayed and

Open Merit

Process

Once the Merit Process has been launched, HR Coordinators and HR

Business Partners will receive the Merit Process task in their Inbox. Once

the process is opened click full screen mode.

Review

Employees

Before entering the recommendations, review the list of employees included

in the Merit Process: click and sort the employees in

alphabetical order. To do so, click next to Employee Details. Contact

Compensation if any employees are missing.

Performance

and Merit Panels

The Merit Process consists of two panels: Merit and Performance. Overall

performance ratings are entered into the Performance panel. Performance

and equity increases are entered into the Merit panel.

Options to

Propose Salary

Increases

Salary increases can be made for all employees or by supervisory

organization.

1. To make recommendations for all employees, click and

sort employees in alphabetical order.

2. To make recommendations by supervisory organization, click

next to the supervisory organization.




Merit Pool The merit pool amount represents the total performance pool for all

eligible employees in the supervisory organizations listed. This merit pool

does not correlate to the total salaries of all employees in these supervisory

organizations since vacant positions are not included, nor are ineligible

employees. The process has been designed to allow departments to

overspend the merit pool displayed. The merit pool, therefore, should be

used as a guide during the planning process and not as actual salary

increase budget.

Remaining Merit

Pool As performance recommendations are entered, dollars will be deducted

from the merit pool displayed under the Remaining Merit Pool. Dollars

displayed in green indicate a positive merit pool balance, while dollars

displayed in red indicate a negative merit pool balance.

Developing Equity

Recommendations Refer to the Staff Compensation Spreadsheet report to assist department

head with equity evaluations. This report includes all non-union staff

including Seasonal and Intermittent.

Export the report into Excel

To see the FY15 salary ranges in this report, use 7/1/14 effective

date.

Please contact Compensation Services for assistance



2. Entering Performance Ratings and Performance Increases

Step Description

Entering

Performance

Rating

Click on the Performance panel to enter performance ratings. Select the

appropriate performance rating from the drop-down menu for all employees. A

performance rating is required for all staff.

Performance Rating Not Applicable should only be used in rare occasions, such

as when an employee is still in his or her probationary period. If Performance

Rating Not Applicable is selected, a reason must be included in the Merit Notes

section. Employees will not be able to see any notes entered.

Merit Panel Click on the Merit panel to enter performance increases. A Smart Panel will

display on the right for each employee with additional compensation

information including salary ranges, FTE, FLSA status and grade.

Propose All

for

Performance

Increases

Performance increases should be made for all employees by using

instead of by each supervisory organization.

Entering

Performance

Increases

using Autofill

From the Merit panel click to populate performance increases with

the fixed amounts outlined below. Autofill will not work properly if overall

performance increases have not been entered first. Autofill Merit Adjustments

screen will display; click to confirm.

Overall Performance Rating %

Consistently Exceeds 3.00%

At Times Exceeds 2.75%

Consistently Meets 2.25%

Does Not Consistently Meet 0%

Does Not Meet 0%

Performance Rating Not Applicable 0%

If no performance rating is selected, a 2.75% (merit pool) performance increase

will populate.

Note: After completing Autofill, the Merit Process - Employee Details report

can be used to review performance recommendations with individual managers

or the department head.



Adjusting

Performance

Increase %

There are limited situations when the fixed performance increases can be

modified. They include prorating increase for newly hired, transferred, or

promoted staff; and when an individual’s placement in the salary range is close

to the maximum. In addition, if there are remaining funds after applying the

fixed performance increases, these funds can be allocated to staff who have an

overall performance ratings of Consistently Exceed Expectations

Requirement: When fixed performance increases are adjusted, a justification

needs to be indicated in the Merit Notes section. If no performance increase is

recommended, a reason must be entered in the Merit Notes section, such as

employee terminating or the employee is a recent hire.



3. Entering Equity Increases

Step Description

Entering Equity Increases

(Additional Adjustment)

Equity increases can be entered as a percent or dollar amount in

the Merit Panel. It is critical that a funding source be listed for

each equity increase to enable University Human Resources to

manage the central equity pool. For each equity increase note if

the funding source (Central or Department Funded) in the

Additional Adjustment Notes section. For equity adjustments

funded from endowment, restricted gifts, or research grants

should be Department Funded. After indicating the funding

source, a justification should be included in the Additional

Adjustments Notes section.

Equity increase recommendations are not deducted from the merit

pool.

Requirement

- Equity increases must be $1,000 or greater

-To be considered for an equity increase, the employee must

receive an overall performance rating of Consistently Exceeds

Expectations, At Times Exceeds Expectations, or Consistently

Meets Expectations.

Equity Increases For

Hourly Employees

The Additional Adjustments Amount for hourly employees

should be entered as an hourly rate or the Additional

Adjustment % can be used. The Additional Adjustment

Amount (based on FTE%) will display the equity increase as an

annual amount and there will be no ability to modify this field.

Equity Increase For

Exempt Employees

Working Less than 37.5

Hours

The Additional Adjustment Amount for these employees

should be entered as if the employee worked 37.5 hours. The

Additional Adjustment Amount (based on FTE%) will display

the actual equity increase amount based on the employees

scheduled hours. In other words, the Additional Adjustment

Amount (based on FTE%) is the amount which should be

funded.

Compensation Services will be reaching out to HR Coordinators

with exempt employees working less than 37.5 hour.




4. Reviewing and Submitting Recommendations

Before

Submitting Once all salary recommendations have been entered, the Merit Process -

Employee Details Report should be run to ensure performance ratings and

merit and equity increases have been entered correctly. This report can be run

any time throughout the Merit Process. Instructions on how to run this report

can be found at the end of this guide.

A checklist found at the end of this guide can be used to audit data before

submitting.

Organizational

Summary

Screen

Review total merit dollars distributed for all supervisory organizations to

determine if additional merit dollars are needed or if additional merit dollars

are available to allocate to employees who Consistently Exceed Expectations.

If additional merit dollars are needed based on the fixed performance

increases, contact HR Business Partner or Compensation.

Submitting Click to submit recommendations for all employees to the HR

Business Partner/Compensation for review and approval. After submitting,

the button will disappear and the Merit Process task will no longer

be available in the Inbox.




Department

Head Report Since HR Coordinator are inputting salary increase information into Workday

at the direction of the department head a report is available for department

heads to review what has been entered into Workday. The Merit Process -

Employee Details - For Department Heads report includes performance

rating, current salary, performance increase amount and percent, equity

increase amount and percent (if applicable), final FY15 salary and can be run

at any time during the Merit Process.

Changes After

Submission Contact HR Business Partner to make any changes to salary increase

recommendations that have been submitted. HR Business Partner has the

ability to adjust salary recommendations without sending the business process

back to HR Coordinators.



5. Approved Recommendations and Merit Statements

Approved

Salary

Increases

Compensation will notify HR Coordinators and HR Business Partners when

salary increases have been approved. Once notified, HR Coordinators and

HR Business Partners should run the Merit Process – Employee Details

report for a final report of approved salary increases.

Merit Statements will be delivered to employees in Workday.

Compensation will inform HR Coordinators and HR Business Partners before

Merit Statements are delivered to ensure salary increases are communicated to

staff.



6. Resources

Sandra Birzniece 3-9026

Terese Reynolds 3-9320

Betsy Warner 3-1792

Additional information on the Merit Process can be found on the HR Website.

Merit Process screencasts can be found on the Workday website.

http://www.brown.edu/about/administration/human-resources/fy15-staff-salary-increase-process

http://brown.edu/about/administration/workday/hr-coordinator-materials



How to Run Merit Process – Employee Details Report

1. Type Merit Process – Employee Details in the search box, and then click the link.

2. Click the prompt next to Merit Process and select FY15 Staff Salary Increase Process.




3. Click the prompt next to Supervisory Organization and type in the name of the highest

supervisory organization you support in the search box. When you see the name displayed,

click it and it will display in the box next to Supervisory Organization. To include all

subordinate supervisory organizations, check the box next to Include Subordinate

Organizations.

4. Click .

5. Click the Excel icon to download information to Excel.



CHECKLIST

Before submitting salary increase recommendations, please review the following

items:

All employees have a performance rating.

Employees with performance increase which vary from the

fixed performance increases must have an explanation in the

Merit Notes.

Employees with a performance rating of Performance Rating

Not Applicable or who are not receiving a performance increase

have a reason in the Merit Notes section.

Equity increases have a funding source and justification in the

Additional Adjustment Notes section.

Equity increases are $1,000 or greater.

Employees receiving an equity increase have an overall

performance rating of Consistently Exceeds Expectations, At

Times Exceeds Expectations, or Consistently Meets

Expectations.

Run the Merit Process - Employee Details report. This report

is available to run any time during the Merit Process.

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