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Pay Administration Guidelines FY07 Merit/COLA Meeting

Pay Administration Guidelines FY07 Merit/COLA Meeting. May 16, 2006 SCHOOL OF MEDICINE. Welcome. Mary DiGiacinto Comp, Staffing and HRSC Nancy Grimshaw Compensation Nancie Leibowitz eUMB Functional Support Jim Airey SM: Dean’s Office Buzz Merrick HR e-Learning Candace Chow Payroll

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Pay Administration Guidelines FY07 Merit/COLA Meeting

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  1. Pay Administration Guidelines FY07 Merit/COLA Meeting May 16, 2006 SCHOOL OF MEDICINE

  2. Welcome • Mary DiGiacinto Comp, Staffing and HRSC • Nancy Grimshaw Compensation • Nancie Leibowitz eUMB Functional Support • Jim Airey SM: Dean’s Office • Buzz Merrick HR e-Learning • Candace Chow Payroll • Michelle Ballentine Compensation • Vicky Kelly HR Service Center

  3. Today • Review of critical dates • Review of guidelines, including COLA • eUMB processing: Important changes for FY07 • Specific instructions for each employee class • Training on key changes in eUMB • Processing changes outside of eUMB • Timetable for paycheck results

  4. CRITICAL DATES • May 22nd – June 18th: Enter Merit/COLAs • June 19th –July 1st : Approval time • June 27th – July 11th: New EFP deadline • July 3rd – July 7th: Compensation Audits/Corrections • July 10th – Information loaded • July 10th – Faculty Preprints available

  5. Guidelines • COLA 3 tiers • Merit is 2.5% • Exempt salary structure updated • Exempt jobs being re-leveled • Over max = one-time payment • All Regular employees must earn $20,364 at 100% FTE • New minimum wage of $6.15/hr • No leap year adjustments in FY07

  6. FY07 COLA Employees Earning: • $45,000 or less will receive a flat rate of $900 • From $45,001 to $70,000 will receive a 2% increase • $70,001 and over will receive a flat rate of $1,400

  7. The Effects of COLA

  8. COLA for Part-time Salaries • Manually pro-rate part-timers • EXAMPLE: An employee earns $50,000 as a 50% employee Salary is annualized: $100,000 Amount of COLA is determined: $1,400 COLA is pro-rated based on FTE: $700

  9. Exempt Structure • Revised July 1, 2006 • Market adjustment to midpoints: 10% • Result: Ranges updated to meet the market in July 2007 • Compensation will enter the new salary minimum for impacted employees effective June 25th

  10. Payroll Increase Transaction Page The PITP is: • For processing Merit, COLA and some faculty changes • Used for Regular employees only • Only for processing actions that are effective July 1, 2006

  11. PITP Employee Classes • Regular Non-Exempt (Code 20) • Regular Exempt (Code 33) • Regular Faculty – (01,02,03,15) • Post-docs (19)

  12. PITP Screen

  13. PITP Changes in FY07 • COLA is a percent for some and a flat amount for others • Merit to be input as a flat dollar amount • You can enter and approve by Employee Class • Non essential actions make effective 6/25/06 or 7/9/06

  14. Notes From HRSC • Paperwork received after the June 12th cutoff, requires two E/A forms • No department or salary changes will be entered by HRSC between June 19 through July 7 • Final data in the PITP will include all staff information entered through June 16th • Prior to approval period, data will be refreshed nightly • Attached list of actions indicates which actions are affected by PITP

  15. Important Change FY07 actions other than merit and COLA • For employees on the PITP: Will be processed after July 10th • For employees not on the PITP: HRSC will continue to process as usual • Refer to attached examples for processing salary changes like re-evaluations and promotions

  16. Processing increases for Regular employees using eUMB PITP

  17. Non-Exempt(Code 20) Order of Increases • COLA • Merit • Promotions/other adjustments effective July 1st • Movement to $20,364, if needed

  18. Non-Exempt (Code 20): What HR will do • COLA: $900 pre-loaded, not overridable by users. Exceptions are loaded. • Merit: 2.5% pre-loaded regardless of fund source and not overridable • Over max: initiate one time payment • Adjust base salaries back to max • Back out merit for those employees who were rated Below Standards

  19. Non-Exempt(Code 20):What Users will do • Verify your list of over-max and Below Standards now • Confirm Merit and COLA are correct in the PITP • Validate final salary amounts • Alert Compensation if anyone is not at $20,364 AFTER COLA and Merit

  20. Original UMB Regular employee for less than 6 months NOT eligible for Merit Receives 2.5% probation increase at the end of 6 months Status change Existing UMB regular employee who gets promoted, transferred, etc. IS eligible for merit Also receives 2.5% after probation Non-Exempt (Code 20): Probation

  21. Exempt(Code 33) Order of Increases • Adjustments to new range minimums if needed (Compensation initiates adjustments effective 6/25) • COLA • Merit • Promotions/other adjustments effective July 1st

  22. Exempt (Code 33): What Users will do • COLA: Overridable, so take care with changes. Verify what’s entered • Merit: Enter amount based on department decisions about merit pool • Exception form: required for total increase greater than 15%. (Does not include adjustment to new range minimum)

  23. Exempt (Code 33): Over Max • Over max: run query and department decides on the one time payment. Dean’s office reviews and approves • Name of query in eUMB: UMB_HR_PRJ_MER_XCEDE_MAX

  24. Adjustments to new minimums of Exempt salary pay range, if needed HR notified departments that have employees requiring an increase to the new minimum of the Exempt salary range Audit and review COLA calculations Exempt (Code 33): What HR will do

  25. Exempt (Code 33): FY07 Exempt Merit One Time Pay • Payments for Exempt over maximum are new this year • Exempt Merit one time payment is required, use FY07 Exempt Merit One Time Pay Form • Approvers can query for salaries over maximum and then get authorization from Dean or VP to make 1-time payments; due to the Dean’s Office by June 16th.

  26. Faculty (Codes 01,02,03,15,19) Order of Increases • COLA • Merit • Fiscal Year Changes: FTE/Funding changes • Promotions and other adjustments

  27. Faculty: What Users will do • COLA: Overridable, so take care with changes. Verify what’s entered • Merit: enter amount based on department decisions about Merit pool • FY Change: Enter FTE change as needed • Exception form: required for total increase greater than 15% • NRSA Post-docs: notify Compensation of NRSA status

  28. Faculty: What HR will do • COLA: pre-loaded • Audit and review COLA calculations • NRSA post-docs: we will validate NRSA status and back out COLA as needed • Reba Cornman (6-4327) is contact for policy issues • SOM: contact Dean’s Office for assistance on TAS (Total Approved Salary) and FTE changes

  29. Questions? • Contact Nancie Leibowitz at nleibowi@umaryland.edu • Review examples and other materials attached

  30. School of Medicine FY 07 Merit & COLA Processing • All approvals will be done in the Dean’s Office • June 19th – July 1st by: • -Linda Lejnar X6-2607 • -Jim Airey X6-2880 • Exception forms for >15% and one time pay should be forwarded to Linda Lejnar at BRB #14-039 by June 16th • Faculty Salaries should be consistent with Total Approved Salary (TAS) submitted to Academic Administration (due 5/19/06)

  31. School of Medicine FY 07 Merit & COLA Processing • In eUMB if you are not paying the full TAS, the standard hours and FTE need to reflect the percentage of TAS to be paid in eUMB • FTE = eUMB Salary/TAS • Standard Hours = (eUMB Salary/TAS) x 40 hours

  32. Using the PITP Transaction Page

  33. Using the Transaction Page • How to navigate to the eUMB page • How to enter, edit, report • How to approve and report • How to save the report as a file (for reference) • How to get assistance if you need help

  34. The Plan • Enter - then Report • Edit (if needed) - then Report • Review – any issues? See steps 1 and 2 • Report, check for data changes based on employee actions • Approve after 6/19/06

  35. How to Prepare? • What to do to get ready? • Get list together (spreadsheet, hand-written list, etc.) • Understand the eUMB Transaction Page is sorted by Department, Employee Class, Name – may be different than your list! Try to make them match • Validate the number of employees & names • Implement The Plan

  36. Follow-up & “To do’s” • After increases have been processed forfiscalyearchangesonly (FYChg): • Generate Employee Pre-Print for each Faculty member (only those who had FY change) • Sign Off (get signatures) • Send to HRSC by July 28th to be filed

  37. Portal Communications • How to navigate to the portal • Changing the layout of your page

  38. Salary ChangesUsing Employee Action Forms (Not Done through the PITP)

  39. Contingent Employees Increases for employees not covered by the PITP are done by using Employee Action forms

  40. Contingent I (Codes 31 and 34) • New minimum wage: $6.15/hr • Normally do not receive Merit or COLA • Adjust salary as needed using PAY/UAP action/reason code • Salary has to be in the range – new ranges for Exempt employees • Recommend using $20,364 for NEX

  41. Contingent II (Codes 22 and 35): Employee Action Forms • All total compensation adjustments for C2 employees should be submitted to the Service Center on one Employee Action form • Adjustments to new Exempt pay grade minimum due by contract renewal • COLA • Merit • Any changes to the health care subsidy (open enrollment 5/25 – 6/14)

  42. COLA - If: Stipulated in contract Complete amendment Complete EA form (not automated) Merit - If: Stipulated in contract Do PDP Complete amendment Complete EA form (not automated) Contingent II (Codes 22 and 35) ** Use one amendment/EA Form for both increases ** Use Action Reason Code of PAY/CRA (Contract Amendment)

  43. Communication to Employees • E-mail to Payroll Reps - please customize • Payroll Reps must e-mail or print memo for all eligible employees for 6/19 • Please answer employee questions in department – do not have them call FS-Payroll or HRSC

  44. Paycheck Results – 07-01for PITP Employees • Period: 6/25 – 7/8 • Paydate: 7/14 • No Changes to bi-weekly gross • New benefit deduction amounts as a result of open enrollment • For Faculty: no Teachers retirement

  45. Paycheck Results – 07-02 • Period: 7/9 –7/22 • Paydate: 7/28 • Includes increase for COLA and Merit and other fiscal year changes for Faculty plus retro pay for 7/1-7/8 • For Faculty: no Teachers retirement

  46. Paycheck Results – 07-03 • Period: 7/23 – 8/5 • Paydate: 8/11 • Normal FY07 bi-weekly • Continues throughout year or until next Employee Action • One-time payment for Non-Exempt and Exempt employees over maximum • For Faculty: no Teachers retirement

  47. Questions

  48. More Info Available • Go to myumb.umaryland.edu / eUMB News • To download a copy of the UMB Merit and COLA Processing Guide • For pay guidelines and salary structure: • For the FY07 Exempt One Time Merit Pay form • Quick Reference Guides

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