Pay Administration Guidelines FY08 Merit/COLA Meeting

1. Pay Administration Guidelines FY08 Merit/COLA Meeting May 15 & 16, 2007

2. Welcome • Mary DiGiacinto HRSC/Compensation • Juliet Dickerson HRSC/Compensation • Vicky Kelly HR Service Center • Jim Airey/Ron Powell SOM Dean’s Office • Candace Chow Payroll • Buzz Merrick HR e-Learning

3. Today • Review of critical dates • Review of guidelines • eUMB processing: Important changes for FY08 • Specific instructions for each employee class • Timetable for paycheck results • Training on key changes in eUMB

4. CRITICAL DATES • May 29th – June 16th: Initiators enter COLA/Merit • June 11th Employee Actions due (actions effective on or after 7/1/07 will be held by HRSC until 7/9/07) • June 17th –July 1st : Approval time • June 17th – July 7th: HR/Compensation Audits/Corrections • July 9th – Information loaded

5. Guidelines • COLA 2% • Merit is 2.5% • Non-Exempt salary structure updated • Over max = one-time payment • All Regular NEX employees must earn $20,772 at 100% FTE • Leap year adjustments in FY08

6. Non-Exempt Structure • Revised July 1, 2007 • Market adjustment to ranges • Below minimum – Effective May 27th, HR will adjust the salaries for all NEX employees to the new minimum • Adjustment will appear on the 6/15/07 paycheck and updated salary will appear on the PITP

7. Payroll Increase Transaction Page The PITP is: • For processing COLA, Merit and faculty pay changes • Used for Regular employees only • Only for processing select actions that are effective July 1, 2007

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

9. PITP processing FY08 • COLA is 2% for all • Merit to be input as a flat dollar amount • You can enter and approve by Employee Class

10. Notes From HRSC • Department or salary changes received in HRSC after 6/11/07will be entered in eUMB starting 7/9/07 – Regular employees only • Will process new hire paperwork throughout the COLA/Merit processing period • Actions effective on or before 7/1/07, that are received in HRSC after June 11th cutoff, will require two(2) E/A Forms

11. Notes From HRSC(continued) • Final data in the PITP will include all staff information entered by HRSC through June 16th • Prior to approval period, data will be refreshed nightly • Attached list of actions indicates which actions are affected by PITP

12. FY08 actions other than COLA/Merit Effective on or After 7/1/07 • For employees on the PITP: Will be processed after July 9th and should incorporate post COLA/Merit salary • 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

13. Processing increases for Regular employees using eUMB PITP

14. Non-Exempt(Code 20) Sequence of Increases • Adjustment to new minimum • Leap Year calculation • COLA • Merit • Promotions/other adjustments effective July 1st (done by dept. on an EA Form)

15. Non-Exempt (Code 20) • Adjustment to new minimum (HR) • Leap Year Calculation (CITS) • COLA: 2%, pre-loaded not overridable by users. (PITP) • Merit: 2.5% pre-loaded regardless of fund source and not overridable (PITP)

16. Non-Exempt (Code 20)Continued • Reduce salaries to the max (HR) • Over max: initiate one time payment (HR and Payroll) • Back out merit for those employees who were rated Below Standards or Unsatisfactory (HR)

17. Non-Exempt(Code 20):What Users will do • Verify your list of over-max and Below Standards/Unsatisfactory now • Confirm COLA and Merit are correct in the PITP • Validate final salary amounts • SAVE, SAVE, SAVE

18. Original UMB Regular employee for less than 6 months Receives COLA 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. Receives COLA Receives Merit Also receives 2.5% after probation, if competitive promotion Non-Exempt (Code 20): Probation

19. Exempt(Code 33) Order of Increases • Leap Year Calculation • COLA • Merit • Promotions/other adjustments effective July 1st (done on EA Form)

20. AllowancesDefined by Comp Rate Codes • Allowances for Faculty and Staff are not COLA/Merit eligible • Administrative Stipend • Incentives • International Cost of Living • International Hardship • Housing • Will appear on report, but not on PITP

21. Exempt (Code 33): What Users will do • Merit: Enter amount based on department decisions about merit pool up to the maximum of the range • Complete form for one-time pay for employees over max and submit Dean or VP’s office (see web links slide) • Exception form: required for total increase greater than 15%.

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

23. Exempt (Code 33): FY08 Exempt Merit One Time Pay • Payments for Exempt over maximum will continue this year • Exempt Merit one time payment is required, use FY08 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 1st.

24. Faculty (Codes 01,02,03,15,19) Order of Increases • Leap Year Calculation • COLA • Merit • Fiscal Year Changes: FTE/Funding changes - changes to title, rank or tenure managed by current process or SOM/Dean’s office

25. Faculty: What Users will do • COLA: Verify • Merit: enter amount based on department decisions about Merit pool • Exception form: required for total increase greater than 15% • NRSA Post-docs: notify HR of NRSA status by June 1st

26. Faculty: What users will docontinued • FY Change: Enter FTE change as needed • 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 31st to be filed

27. Faculty: What HR will do • COLA: pre-load 2%- not overridable • NRSA post-docs: we will validate NRSA status and back out COLA as needed • Carolyn Footman (6-1850) is contact for policy issues • SOM: contact Dean’s Office for assistance on TAS (Total Approved Salary) and FTE changes

28. Key Contacts during PITP processing • Juliet Dickerson – School of Medicine and Administration & Finance • Ext. 6-7171 • jdickerson@af.umaryland.edu Vicky Kelly – all other Schools and Departments • Ext. 6-7600 • vkelly@af.umaryland.edu

29. Technical Questions? • Stephen Eddy • Ext. 6-4848 • seddy001@umaryland.edu • Nancy Priest • Ext. 6-4831 • nprie001@umaryland.edu

30. School of Medicine FY 08 Merit & COLA Processing • All approvals will be done in the Dean’s Office • June 17th – July 1st by: • Ron Powell X6-2607, Jim Airey X6-2880 • Exception forms for >15% http://www.hr.umaryland.edu/compensation/FY08over15percentform.xls • due by June 1st • Faculty Salaries should be consistent with Total Approved Salary (TAS) submitted to Academic Administration (due 5/25/07)

31. School of Medicine FY 08 Merit & COLA ProcessingCLINICAL FACULTY • 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. School of Medicine FY 08 Merit & COLA Processing BASIC SCIENCE FACULTY • Full-time faculty not fully-funded need to be reflected as 1 FTE in eUMB

33. Payroll Communication to Employees Paycheck Results

34. Communication to Employees • E-mail to Payroll Reps - please customize • Payroll Reps must e-mail or print memo for all eligible employees for 6/18 • Please answer employee questions in department – do not have them call FS-Payroll or HRSC

35. Paycheck Results – 08-01for PITP Employees • Period: 6/24 – 7/7 • Paydate: 7/13 • No Changes to annual, bi-weekly gross is slightly different due to leap year • New benefit deduction amounts as a result of open enrollment • For Faculty: no Teachers retirement

36. Paycheck Results – 08-02 • Period: 7/8 –7/21 • Paydate: 7/27 • Includes increase for COLA and Merit and other fiscal year changes for Faculty plus retro pay for 7/1-7/7 • For Faculty: no Teachers retirement

37. Paycheck Results – 08-03 • Period: 7/22 – 8/4 • Paydate: 8/10 • Normal FY08 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

38. Websites • To download a copy of the UMB Merit and COLA Processing Guide: http://www.umaryland.edu/eUMB/support/materials.html • For forms to process increases over 15% http://www.hr.umaryland.edu/compensation/FY08over15percentform.xls • For pay guidelines and salary structure: http://www.hr.umaryland.edu/compensation/fy08.pdf • For the FY08 Exempt One Time Merit Pay form: http://www.fincsvc.umaryland.edu/payroll/forms.cfm

39. Questions

40. Using the PITP Transaction Page

41. PITP For Non-Exempts

42. PITP For Non-Exempts on Probation

43. PITP For Exempts

44. PITP For Faculty

45. 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

46. 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 beginning 6/17/07

47. 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

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

49. PITP For Non-Exempts

50. PITP For Non-Exempts on Probation