the city university of new york office of human resources ... · salary increment and bulk loading...

JULY INCREMENT PROCESS

The City University of New York

Office of Human Resources Management/HRIS

July Increment Process

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Table of Contents

Executive Summary ....................................................................................................................................... 3

Scope ......................................................................................................................................................... 3

Intended Audience .................................................................................................................................... 3

Pre-requisite .............................................................................................................................................. 3

July Increment Process ................................................................................................................................. 4

The Programs’ Rules ................................................................................................................................. 4

The Process Flow ....................................................................................................................................... 5

The Payroll Interface, and the CUNYfirst and Payroll Records ..................................................................... 6

Corrective Procedures .................................................................................................................................. 7

Category A ................................................................................................................................................ 8

Category B................................................................................................................................................. 8

Category C ................................................................................................................................................. 9

Steps for correcting the Base Annual Rate, the salary Step, and the Step Entry Date ...................... 9

Steps for adding the July Salary Increment action manually............................................................ 11

Future Dated Rows ..................................................................................................................................... 13

Steps for updating salaries on future dated record rows. ................................................................ 13

Revision History .......................................................................................................................................... 17


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Executive Summary The Human Resources Information Systems (HRIS) team at the Office of Human Resources Management (OHRM) provides technical production support, identifies plans, and implements changes in the information systems to meet the University’s strategic objectives. The HRIS team ensures the accuracy and protection of all employee related data, and delivers timely and compliant information to campus partners, external vendors, and to State, Federal and New York City (NYC) agencies. Our goal also include system enhancements and process improvements, which serve to empower our campus partners.

This guide provides an overview of the current July Increment Process. It includes a high-level view of the process flow, a general guideline for auditing employees’ salary information, and detailed instructions on how to correct discrepancies in the information.

Scope • Overview of the current July Increment Process. • Instructions on how to correct various discrepancies in the employees’ salary information. • The required user role to perform the tasks.

Intended Audience This guide is for the Subject Matter Expert (SME) on your campus responsible for HR data auditing and correction.

Pre-requisite Users must have claimed their CUNYfirst account and have the roles identified below to perform the correction.

Required access role(s) : i. HR Administrator

https://impweb.cuny.edu/selfservice/activation/start.action


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July Increment Process The July Increment Process consists of a series of predefined tasks and programs for implementing employees’ salary increment and bulk loading the employees’ new salary. The process focuses on employees in Higher Education Officer (HEO) series titles as defined in the Professional Staff Congress (PSC) Union Contract. By incorporating the titles’ Salary Schedule of the Contract, the process determines the new salary by analyzing the current salary information in the employees’ record against the respective Schedules. Our partner at the Computing & Information Services (CIS) executes the process on a date that is determined by the University Payroll (UP) team. The process increments the employees’ salary if their job and salary information satisfies the program’s rules; otherwise, it skips and evaluate the next record. Refer below for a list of the conditions.

Moreover, the process does not update the salary if the employee has already achieved the maximum salary step in his/her title, or the employee normally receives his/her salary increment in January. It also does not update salaries on the future dated record rows. For example, any rows that have effective date greater than July 1st.

The Programs’ Rules - Employee’s expiring appointment has been re-appointed for the incoming year. - Employee is in active pay status. - Employee’s base annual rate on current record row is defaulted by the Salary Step. - Employee’s position is in the eligible plans (e.g. HEO series titles). - Employee has not achieved the maximum salary Step in his/her title - Employee’s current record row has a valid salary Step and one of the following valid Step Entry Date:

o 7/1/2017 (for 1-year step increment) o 7/1/20131 (for 5-year step increment) o 7/1/20161 (for 7-year step increment)

The salary Step and the Step Entry Date are incremented at the completion of the process execution. However, if the employee’s status or job change after the process has completed, then the campus HR must review the record, determine if the salary information warrants an update, and revise it manually.

1 If the employee was appointed at the five‐year or seven‐year step, or received a salary increase resulting in an early move to the five‐year or seven‐year step, then the Step Entry Date should be the effective date of the action.


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The Process Flow The depiction below is a high-level view of how other processes relate to the July Increment Process.

Mass Re-appointment:

The campus HR should complete the mass re-appointment of employees in HEO series titles as soon as possible. The July Increment Process will not update employee’s salary if his/her appointment expires at the end of June.

Pre-Process Execution Audit:

The campus HR should use the new HR_AUDIT_JUL_INC_ROWS Query to audit the salary information. With this query, the campus HR can ensure the information is in good order for the process to update. This checkpoint also allows the campus HR to catch and correct potential error in salary information that could affect the employee’s payroll records or remove non-eligible records that were included due to incorrect salary information.

July Increment Process:

The OHRM-HRIS team will notify the campus HR in advance when CIS will execute the July Increment Process. At the completion of the process execution, OHRM-HRIS team will notify individual campus HR should there be any exception errors (e.g. future dated rows) the campus needs to correct manually.

Post-Process Execution Audit:

The campus HR should generate the DAILY TRANSACTION REPORT on the date after the process has completed. By comparing the DAILY TRANSACTION REPORT against the report from the HR_AUDIT_JUL_INC_ROWS Query, the campus HR can confirm the eligible records were updated, and correct any errors including those skipped due to expired appointments.

Mass Re-appointment

(HEO Series Titles)

Pre-Process Execution Audit


Post-Process Execution Audit


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The Payroll Interface, and the CUNYfirst and Payroll Records The employees’ data is feeding the payroll systems through the Payroll Interface (PI). When CUNYfirst transactions update HR records, the changes also flow to PI records. Currently, certain transactions are interfaced with the Payroll Systems to update employees’ salary and pays. As more payroll processes interlink with HR information systems for streamlining business processes, auditing activities for ensuring data integrity should be an integral part of the transactional processing.

For campuses who have completed the PI conversion process and interfaced with the payroll system, they must continue to follow the new practices/guidelines to monitor and audit the employees’ salary information and the CUNYfirst transactions that feed payroll. For non-PI campuses, we strongly recommend that campus HR continues to audit the CUNYfirst transactions as well as the corresponding transactions performed in the Payroll System, and collaborate with their payroll colleagues to reconcile any differences. The salary records in the Payroll System should mirror the CUNYfirst’s to avoid payment errors.


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Corrective Procedures The report generated by HR_AUDIT_JUL_INC_ROWS Query shows records that the July Increment Process will process and those it will not process. Based on the common patterns found, we have grouped the discrepancies in the appropriate categories for convenience. You will find them listed in the “Comments” column in the report. We also provided detailed instructions on the following pages for correcting each category.

Category A o “Skip - the step entry date does not meet the criteria for 1-year step increment.” o “Skip - the step entry date does not meet the criteria for 5-year step increment.” o “Skip - the step entry date does not meet the criteria for 7-year step increment.” o “Skip - this job has or will be expired.” o “This job will be processed.” o “Skip - this job has been processed.”

Category B

o “Error - this query accepts the July Increment Date in current year only.” o “Error - comment undefined.”

Category C

o “Skip – this job is missing the step information.” o “Skip – this job has incorrect step entry date.” o “Skip - the annual rate was not default by step.” o “Skip – this job has an incorrect annual rate.” o “Skip - the year in the step entry date for 1-year increment is incorrect.” o “Skip - the year in the step entry date for 5-year increment is incorrect.” o “Skip - the year in the step entry date for 7-year increment is incorrect.”


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Category A

Corrective Action:

Verify the employee’s eligibility for the July salary increment by reviewing their appointment and salary history on the indicated record. If the current appointment has expired or will expire at the end of June then take the appropriate action as per current practice and procedure. For example, if the appointment is no longer valid then enter a termination action otherwise extend it with a re-appointment action. If the employee is on an extended leave then enter a correction to extend the leave date. Review and determine if the salary information needs updating before saving the record. For more information on this, refer to steps 4-6 in Category C section of this guide.

Category B

Corrective Action:

Document and report the errors. The HR AUDIT JUL INC ROWS Query focuses on the current salary information in the current year and before the July Increment Process updates the salary. It lists common errors that normally appear on the job and salary information. We expect that as more campuses start using the query, they will uncover other errors. We will refine the query as we field the requests from the campuses who report the errors.


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Category C

Steps for correcting the Base Annual Rate, the salary Step, and the Step Entry Date.

1. Enter the Empl ID/Empl Rcd as shown below, and place a check on the Include History and the Correct History checkboxes. Make sure you have the necessary role (HR Administrator) to insert a row. Due to PI implementation, we are not overriding existing information in the record.

2. In the Work Location tab, navigate to the row on or before July 1st. If a row has multiple sequences, make sure you are on the latest sequence. In this example, that row is the 7/1/2018 for a re-appointment action with the latest sequence equals to 0. Click to insert a new row.


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3. Keep the same Effective Date as in the previous row, but you must increment the Sequence by one. Use the Action/Reason equal to Data Change/Correction. Leave everything else as is.

4. In the Salary Plan tab, review the values in the Step and Step Entry Date fields. Confirm that the step or the date is correct. If the Step Entry Date is incorrect or missing then fix it. Refer to the information for a valid Step Entry Date on page 4.

5. In the Compensation tab:

a. DO NOT ENTER RATES MANUALLY! You must click on Default Pay Components. b. Click on Calculate Compensation to ensure that the correct salary is recorded on this row.


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6. In the Compensation tab, under Pay Components: a. Select Controls tab and make sure the checkbox for Manually Updated field is unchecked for the

NAANNL Rate code and the Sequence is 0. b. Double-check all of your entries including those you updated in other tabs before saving.

You have successfully updated the salary information. In the event the July Increment Process failed to update the record, follow the steps below to add the salary increment action manually. Steps for adding the July Salary Increment action manually. Please ensure that employees whose appointment is expiring or has expired have been re-appointed before adding the salary increment action.

7. In the Work Location tab, navigate to the row on or before July 1st. In this example, that row is the 3/15/18 Change of Pay System action. Please note, unlike the previous example this employee does not has a re-appointment row as he has already obtained the 13.3b status. Click to insert a new row.


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8. Enter the Effective Date of the salary increment, which is 7/1/2018. The sequence should be 0. Use the Action/Reason equal to Pay Rate Change/Automated Step Increment-Instr. Leave everything else as is.

9. In the Salary Plan tab, enter the appropriate salary Step. The Step Entry Date is the effective date of the salary increment action, e.g. 7/1/2018.


a. DO NOT ENTER RATES MANUALLY! You must click on Default Pay Components. b. Click on Calculate Compensation to ensure that the correct salary is recorded on this row. c. Double-check the manual flag is not checked off before saving. Refer to Step 6 for information.


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Future Dated Rows If there exist any future dated record rows following the successful updates of the records, CIS will provide a separate report, which will disseminate to individual campus HR for manual correction.

Steps for updating salaries on future dated record rows. 1. Enter the Empl ID/Empl Rcd, and place a check on the Include History and the Correct History checkboxes.

Make sure you have the necessary role (HR Administrator) to insert a row. Due to PI implementation, we are not overriding existing information in the record.


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2. In the Work Location tab, navigate to the row with the effective date that is indicated on the report. If a row with that effective date exists with multiple sequences, make sure you are on the row with the latest sequence. In this example, the effective date is 7/10/2018, Sequence 0. Click to insert a new row.

3. Keep the same Effective Date as the previous row, but you must increment the Sequence by one. The Action/Reason should be Data Change/Correction. Leave everything else as is.


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4. In the Salary Plan tab, check the Step and Step Entry Date fields. Enter the appropriate salary Step. The Step Entry Date is the effective date of the July’s salary increment, e.g. 7/1/2018.


a. DO NOT ENTER RATES MANUALLY! You must click on Default Pay Components. b. Click on Calculate Compensation to ensure that the correct salary is recorded on this row.


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6. In the Compensation tab, under Pay Components: a. Select Controls tab and make sure that Manual Flag is unchecked for the NAANNL Rate code and the

Sequence is 0. b. Double check your entries and then click Save.


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Revision History

Author Version Date Weng Wong First Draft May 25th 2018

the city university of new york office of human resources ... · salary increment and bulk loading...

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