UMS eTransfer Phase II Submission of the Salary Change PEAR

1. UMS eTransfer Phase IISubmission of the Salary Change PEAR Overview Salary Change Reasons Example 1 - COLA & Performance Increase Example 2 – Change in FTE Example 3 - Combining Salary & FTE Changes UMS Validations

2. Overview • In Phase I of the eTransfer project, UMS and Teamworks gave the user the ability to electronically transfer PEAR forms with the action of Fund Change Only. With Phase II, the users may now also submit the follow action types: • Fund Change • Salary Change Only • Salary and Fund Change • The following bullet points describe an overview of the process. • The PEAR is entered and moves through the UMS approval process. • A user with appropriate security rights may electronically submit the PEAR using the eTransfer button. • At the moment of submission, the document must pass a series of UMS validations before moving to TeamWorks. • TeamWorks will process another set of validations. If successful, the document will pass to any appropriate payroll, HR or grant offices and then to the payroll system for submission to HERMIT. • During the submission and validation process, status codes and updates are supplied to the user.

3. Salary Change Reasons • Multiple Salary Change Reasons • When a user enters a personnel funding document, on the header of that document, the user selects an Action. If that action is salary related the user will select a Reason. • If there are multiple salary change reasons associated with the PEAR form, then in the header, the user will pick the reason that reads S-Multiple Reasons. The user will then go to the custom fields of the HR tab and enter salary amounts and select specific reasons for each salary change. • If there is a reason other then S-Multiple Reason selected then UMS will assume that there is only one salary change reason. UMS will send the selected reason and the Rate from Payroll Items tab to Teamworks. UMS will ignore the custom fields. • If S-Multiple Reasons is selected then UMS will send the rates and reasons from the custom fields of the HR tab. • When the user selects S-Multiple Reasons, on the validation, UMS will verify that at least one amount and reason has been entered on the HR tab in Custom Fields.

4. Salary Change Reasons When a Salary Change action is selected a dropdown is displayed with a list of Reasons. This list of reasons has changed with the implementation of Phase II of the project. At this time, the user should select only Reasons preceded by an “S”. Do not use any Reasons preceded by an “X”.

5. Salary Change Reasons When there is only one salary change reason, simply pick the appropriate Reason from the dropdown. If there are multiple reasons for the salary change pick the S-Multiple Reason and proceed to the HR tab to enter the reasons in the custom fields.

6. Salary Change Reasons On the HR tab, you will find six custom fields. Scroll down to see three Salary Change Amount fields and three Salary Change Reason fields. When there are multiple reasons for a salary change then the reason in the header must be S-Multiple and each salary related change (including FTE changes) must be entered on the HR Tab.

7. Salary Change Reasons Below is a list of the new salary change reasons • S01 – Increase Merit (do not use) • S03 – Increase General (COLA) • S05 – Increase Merit by Default (do not use) • S07 – Special Pay Increase (do not use) • S14 – Increase Hours (FTE) • S15 – Decrease Hours (FTE) • S22 – Increase Performance (only faculty PEARs for performance increases will be processed via eTransfer • S23 – Decrease Performance • S33 – Increase Skills/Knowledge • S37 – Increase Additional Duties/Responsibilities • S38 – Decrease Additional Duties/Responsibilities • S40 – Increase Retention • S65 – Equity Increase Internal • S95 – Increase Additional Duties Temporary (this action requires State approval) • S96 – Decrease Additional Duties Temporary • S65A – Equity Increase Market Study Adjustment

8. Example 1 - COLA & Performance Increase Faculty with COLA and Performance Increase Select from new list of Salary Change reasons Do not use reasons preceded by an “X” Always use the annualized salary, as if it is a full FTE, for the rate and adjust the FTE by the % modifier.

9. Example 1 - COLA & Performance Increase Faculty with COLA and Performance Increase • Calculate COLA increase 1% • Calculate performance increase 5% If you are performing more than one salary change activity you must select S-Multiple Reasons New salary rate will be the new full annualized rate

10. Example 1 - COLA & Performance Increase Faculty with COLA and Performance Increase • Calculate COLA increase 1% • Calculate performance increase 5% • Enter salary change amounts in order of reason (COLA always listed first followed by performance and other reasons). • Do not use any commas. • Always use the annualized salary. Select the specific reason for each Salary Change Amount entered.

11. Example 1 - COLA & Performance Increase Faculty with COLA and Performance Increase • Calculate COLA increase 1% • Calculate performance increase 5% Enter Salary Change Amount 2 and the required reason. This salary builds on the annualized salary from the COLA action.

12. Example 2 - Change in FTE Select the correct reason – increase or decrease hours. Adjust the FTE using the % Modifier field

13. Example 3 - Combining Salary & FTE Changes • Increase salary 3% for additional skills • Reducing FTE to 50% Select S-Multiple Reasons. Enter annual rate and change % Modifier field to 50.00%

14. Example 3 - Combining Salary & FTE Changes Enter the salary change first. FTE change should always be the last action entered.

15. UMS Validations • Validation for Submission of Actions • UMS currently validates that submission of an E-Transfer is allowed only for the action of Fund Change Only. UMS will now allow submission of the follow action types: • Salary Change Only • Salary and Fund Change • Basic E-Transfer PEAR Validations • The following are validations currently in place for the action of Fund Change Only that will also apply to the Salary Change actions listed above: • Document must be 100% funded • Document must have a Home Department • Document must have a State Position Number • Document must have approval for all centers • Document must have a valid Employee ID • Document must have a UDAK listed only once.

16. UMS Validations • Validation of Custom Fields • In the custom fields, the users will enter the amount of the salary in the Salary Change Amount field and select the reason in the Salary Change Reason field. • When the user selects S-Multiple Reasons on the header, UMS will verify that at least one amount and reason has been entered on the HR tab in Custom Fields. • If the user were to pick a reason and not enter an amount UMS will reject on validation. If the user enters an amount but neglects to enter a reason UMS will reject on validation. • If the user enters an amount in Salary Change Amount 1 and selects N/A in Salary Reason 1 then UMS will reject on validation. • If the user enters 0.00 in the Salary Amount field then UMS will reject on validation.

17. UMS Validations FTE Validation UMS will validate that the % Modifier field on the wage line is not 0.0% Pay Rate Validation UMS will validate that the Rate entered on the Payroll Items tab equals the last Salary Change Amount field on the Custom fields.

18. Validation of Dean’s Office Approval for COM • Validation of Dean’s office approval for COM Faculty Salary Changes • Special validation is required for all personnel funding documents where the following rule set holds true: • The document is assigned to any of the following Action codes: • Salary Change Only • Salary and Fund Change • 2. The organizational stamp of the funding document is at the College of Medicine level or below. • 3. The wage item has a COA (object code) of 50100 indicating Faculty • When the above rule set is found to be true then the personnel funding document must be routed to the *COM *DO Faculty Approval and have a routing status of Complete before it is valid for submission to TeamWorks. The PEAR officer must then submit to the document to Teamworks.

19. Validation of Dean’s Office Approval for COM When the PEAR has been approved the user will route it to Dean’s Office routing group. The Dean’s Office user will review the document and either Complete the routing, indicating that the document is now valid for eTransfer or Decline the routing indicating it is not yet valid. The following scenario would apply using a Pathology user as an example: Pathology user, Bob Davis, enters a personnel funding document with a Salary Change Only action for a faculty member. This example meets all three criteria and so requires Dean’s Office validation.

20. Validation of Dean’s Office Approval for COM If Bob tries to submit this document to Teamworks, on validation UMS will check rule set, and verify that it needs to route to the Dean’s office. Validation will check the routing list to verify that the *COM *DO Faculty Approval routing group is listed and has a Complete status before a submission to Teamworks is allowed. So Bob routes the document to Dean’s Office routing group.

21. Validation of Dean’s Office Approval for COM Mickey (a user in the Dean’s Office routing group) reviews the PEAR. If she finds an issue with the PEAR she can Decline the routing and it will automatically route back to the user who must fix it and route it back again to Dean’s Office for approval.

22. Validation of Dean’s Office Approval for COM Bob receives the document back in his routing queue. If he tried to submit it to Teamworks at this point it would reject because even though it has been routed to *COM *DO Faculty Approval, it does not have a Complete status. Bob edits and fixes the document and then routes it again to *COM *DO Faculty Approval.

23. Validation of Dean’s Office Approval for COM Mickey approves and completes the routing making it valid for E-Transfer. Bob, or the PEAR Officer for his department, must submit to the PEAR Teamworks.