FY20 SALX Training Presentation Handouts-PublishedPresentation Agenda 1. Overview 2. Enhancements 3....

transcript

Welcome toSalary Raise Exercise (SALX) TrainingMarch 26-28, 20199:30 am – 11:30 am

Please remember to sign in on the attendance sheet, thank you!

IntroductionsName and College/VP area

• Office of Budgets• Information Systems• Human Resources• Office of Equal Opportunity

At your computer…You should have four (4) documents:

1. Presentation Slides2. SALX Checklist3. SALX Handouts (1, 2, and 3)4. Evaluation Form

Please raise your hand if you are missing any of these.

Presentation Agenda1. Overview2. Enhancements3. Other Systems & Processes4. Components of SALX5. Situations Requiring Special Attention6. Road Map7. Tools for Success8. Demonstrations / Hands-on Exercises9. Reports10. SALX Coordinator Responsibilities and Other

Related Items

OverviewThe Salary Raise Exercise (SALX) is the mechanism by which colleges, departments, and units enter salary increases for the new fiscal year for Faculty and Administrative Professionals.

SALX is housed in Human Resources

Overview (continued)Who is included in SALX?

Included Not Included

Faculty State ClassifiedAdministrative Professional Admin Pro (AP) Hourly

Graduate AssistantsPre/Post Doctoral Fellows

Professional InternsStudent / Work-study Hourly

Senior Teaching Appointments (STA) Appointment Type changed to “X“ in SALX

EnhancementsSALX System Updates

• NTT Type field added for Non-Tenure Track Faculty (Adjunct, Contract, or Continuing)

• Comments are required if a merit increase is under 0.5% • Exclude box will be locked after May 1

SALX Report Updates• Employee Eligibility Report (HRMSR311) includes annual

salary amount

Enhancements (continued)New Procedures for FY20

• Equity & Special Increase Requests Include in “Notes” field whether targeting a

specific:1. FY20 Proposed Salary or2. Equity/Special Increase $ or %

• Skimming at the College level must be communicated to Rick Miranda and Dan Bush

Other Systems & ProcessesIndependent System: HR Oracle

• Oracle SALX System (“SALX Snapshot”)Oracle communicates with SALX system one time!

Independent Processes• Out-of-Cycle Increase Request• Budget Construction (system & process)

Processes in SALX Components1. Equity & Special Increase Form2. Promotion & Tenure3. Annual Performance Review

HR Oracle System• Oracle communicates with SALX one time when

the SALX Snapshot is taken Changes made in Oracle after the Snapshot

are not updated in SALX• SALX does not communicate with Oracle through

the end of the SALX process

The SALX Snapshot was taken on March 25, 2019

Components of SALX• Equity & Special Increase Request process

• Equity Study data / Equity Study letters • Departmental assessments of individual

circumstances• Promotion & Tenure process• Employee annual review process

• Individual performance-based merit increase for July 1

• Variance in annual performance translates to variance in merit increase %

1. Equity & Special Increase Form

Process

2. Promotion & Tenure Process

Provost’s Office

3. Annual Performance

Review ResultsDepartment

University Average Merit

Increase PercentageState Budget

Approved Tenure

Salary Raise Exercise (SALX)

Approved Equity

Approved Special

Approved Promotions

Individual’s Increase, based on performance

comparison

Merit AmtPromotion AmountSpecial IncreaseDiscipline/Individual Equity

Components of SALX

(Field Name in SALX)

Individual Circumstances

May require AAR Process approval

Equity StudyIRPE

Salary Equity letters

Distributed by OEO

Components of SALX (continued)Complete table summarizing Salary Raise Exercise Increase Components is found on Page 2 of the Guidelines.

Category Increase Based on…

Eligible Employee

GroupPre-

ApprovalSubmission

DeadlineNotification of Approval

Funding Source

Field Name in

MeritIncrease

Performance evaluation All No

EG subfund onlySet % of

central funding Merit Amt

EquityIncrease

Equity Study data or

Equity lettersAll Yes April 10 April 30

No central funding.Unit’s internal resources / reallocation

Disc/Indiv Equity

SpecialIncrease

Justification based on

individual’s circumstances

All Yes April 10 April 30

No central funding.Unit’s internal resources / reallocation

SpecialIncrease

PromotionIncrease

Promotion & Tenure process Faculty

Prior to early May,

President approves

Central Funding Promotion

Other Promotion Increases

Promotion results

Special research & academic

appointment

Prior to early May,

President approves

Unit’s internal resources / reallocation

Promotion

Other Processes• Out-of-Cycle Increase Requests

Frozen from March 1 until July 1

• Budget Construction After the SALX process is complete, data is fed

to Budget Construction

Special Attention• Oracle changes approved after March 25

Update the SALX Comments field for the employee with explanation / detail

Department Head movement impacting salary From 9-month to 12-month Administrative returning to Faculty appointment

• Mid-year Salary Increases Update the SALX Comments field for the employee

with explanation / detail Exclude during Eligibility process Zero Increase Flag

Special Attention (continued)

• Multiple or Concurrent Assignments• Comment should include the raise details for non-

primary assignments1. Assignment number2. Increase amount / %3. Increase category (e.g. merit, special, equity, etc.)

4. Effective date (if different than July 1)

Special Attention (continued)

Example concurrent assignment is complete and includes: Assignment number Increase amount / % Increase category (e.g. merit, special, equity, etc.) Effective date is July 1, so no date is required

Road MapThe road so far…

Preliminary Salary Authority Department cleanup in January

Out-of-Cycle Increase Requests due February 1 (March 1 Effective Date)

State Classified to Admin Pro Conversion due February 8 (April 1 Effective Date)

New Hires fully approved by March 19 Equity and Special Increase request process began

March 1

Road MapThe journey ahead…

Employee Eligibility Process (March 26 - April 8) Equity and Special Increase process ends April 10 Enter new salary components into SALX system

(May 9-17) Complete Salary Raise Exercise and deliver reports

to the Office of Budget by close of business on May 17

Be available for questions from the Office of the Provost or the Office of Budgets (May 17-30)

Employee EligibilityEligibility process

• Verify which employees should be considered for a salary increase

• Include vs. Exclude employees• Complete by close of business on April 8, 2019

Reminder: Salary Authority Department • Responsible for assigning employee raise in SALX • Different from the HR Assignment Dept. for some

(e.g. VP’s, Deans, Department Heads, Directors)• Update Oracle system and SALX system

Equity & Special IncreaseEquity & Special Increase Requests (if needed)

• March 1 through April 10• Requires merit increase to be university average

merit % (4.0%) not the college / department average merit %

• Complete justification based on individual situation. Generic statements not acceptable. Be precise, only 240 character limit.

• SALX Coordinators check requests to make sure rules are followed BEFORE submitting to VP.

Equity & Special (continued)

Screen shot of Equity and

Special Increase form in the

SALX System

Equity & Special (continued)

Scan of Printed Equity and Special Increase Form for

signatures.

Road Map: TimelineDate Participants Activity / Requirements

March 1 - July 1 Provost & VP Freeze Off-Cycle Salary Increase requests

March 1 - April 10 Colleges, Department Heads, Directors, VP Equity and Special Increase requests process

March 26 – 28 SALX Coordinators SALX Training Sessions for Coordinators

March 26 - April 8 SALX Coordinators SALX Eligibility process

April 8 Colleges & VP areasDeadline: Finalize Eligibility list, signed reports to the Office of Budgets by close of business

April 10 Colleges & VP areas Deadline: Submit Request for Equity and Special Salary Increase Form

April 12 Colleges & VP areasDeadline: Submit position descriptions to Human Resources Classification and Compensation (HRCCA) to be reviewed in TMS

April 29 Central Administration

Finalize assumptions and release final Salary Raise Exercise Guidelines (if needed)

April 30 Provost Notify Non-Tenured Faculty of reappointments.

April 30 Provost & VP Notify Special and Equity Increases that have been approved or denied

May 1 President Approves Promotion & Tenure Recommendations

May 7-8 Board of Governors Approve FY20 Operating Budget and Salary Increase recommendations

May 8 Office of Budgets SALX Control Numbers to College / VP areas

May 9 SALX Coordinators Begin SALX Input process: Input raises and changes into the SALX system.

May 17 SALX Coordinators

Deadline: Complete Salary Raise Exercise. 1. Print final raise reports and obtain signature

approval of Department Heads, Deans, VP 2. Deliver signed reports to the Office of Budgets.

May 17 - 30 Provost & Office of Budgets Review all SALX submission reports.

May 31 Operations Committee Subcommittee Review salary raise exercise results.

June 3 - 6 Provost, VP, Deans Notification letters distributed to employees with recommended salary increase

June 6 - 7 Office of Budgets, Human Resources

Load salaries for new fiscal year into Oracle and coordinate manual correction of exceptions with HR staff

June 11 - 12 Office of Budgets HR Salaries Load into Budget Construction.

June 17 - 21 Human ResourcesHRCCA will send approved position descriptions to the Signature Authority queue in the TMS to finalize the positions description approval process.

July 10 Office of Equal Opportunity Deadline to submit Alternative Appointment Requests (AAR) to OEO for review in TMS.

July 17 Human Resources/Office of Equal Opportunity

Hiring Proposals must be approved in the TMS and Oracle actions must be fully approved in accordance with July payroll deadlines.

Tools for Success• Reference Documents

SALX Guidelines SALX User Documentation SALX Equity & Special Form Procedures

• Presentation Handouts

SALX Handouts 1-3 SALX Checklist

• Control Numbers

Reference DocumentsSalary Raise Exercise

(SALX)Guidelines

SALXUser Documentation

Procedures for the “Request for Equity and Special Salary

Increase” Form

SALX User Documentation• Available on Office of Budgets website• Includes detailed information on:

Accessing SALX View or Change Employee Data Screen Modifying Employee Salary Information Field Definitions Reports Appendix A: Using SALX Screens Appendix B: Icon Descriptions / Function Keys and

Presentation Handouts

SALX Handout 1Control Number

Sample

SALX Handout 2Raise Base

Sample

SALX Handout 3Allocation Letter

Sample

SALXChecklist

SALX Handout 1

• Sent to the highest level (Dean/VP) & SALX Coordinators • SALX Coordinators input merit increases into the SALX system• Merit Increase totals, at the highest level, may not exceed your

Control Numbers

Control Numbers (continued)

How SALX Control Numbers are calculated:Eligible Faculty salary base amount (annual @ 1.0 FTE)

+ Eligible Admin Pro salary base amount (annual @ 1.0 FTE)

Total Eligibility Salary Base

x University Average Merit Increase Percentage

Merit Increase Authority Available

+ Other Pre-approved Components*

Total Raise Authority (SALX Control Number)

*Will vary based on activity within the College / VP area

Control Numbers (continued)

• SALX Control Numbers are applicable during the SALX process only Annual salary at 1.0 FTE Fund source is ignored

• Dept/College/VP responsible for working out details on how raises will be funded from existing fund sources or internal reallocations within units

REMEMBER:

SALX Control ≠ Budget Allocation Control

SALX Handout 2

• EG subfund (13-accounts) only Tenured/Tenure Track Faculty Admin Pro & Graduate Assistants

SALX Handout 3• Used during

Budget Construction

• Applies to State Appropriated subfunds (FPI 1-3)

SALX ChecklistStep by Step guide to the SALX process!Also Includes:

Post-Training Steps (immediately after this session)

Examples Dates and Due

Dates Template for

creating Internal Deadlines

Demonstrations• Accessing SALX

Read Access vs. Update Access Multiple users in one area

o Coordinate responsibility by departmento Only one person in a record at a time

• Production Environment

We are using LIVE data. Be careful when testing!

Demo: Access SALX1. From AAR Homepage, click “HR System”2. Login3. Expand CSU SALX link4. Click SALX Employee Data 5. Stay on screen

Employee Data Screen

Query Mode

Demo: Query by Dept Nbr1. Enter Query Mode by pressing F112. Click in “Salary Authority Dept” field and enter four

digit department number you should have access to in SALX

3. Press Ctrl+F11 to run the query4. Use the arrow keys to move between records5. Press F4 to exit

Exclude vs. Zero Increase• Include vs. Exclude • Zero Increase Flag

A = Future pay increase later than July 1 due to existing contract

B = Performance issues C = Resignation, termination, new hire,

change in duties/title, or no raise for reasons other than performance (most frequently used)

• Provide supporting explanation for each employee in Comments field (dates are required)

Demo: Exclude Box1. Double click on SALX Employee Data 2. Run a query and select a record3. Click the Exclude box to exclude the employee4. Click “OK” when the pop-up appears5. In the Comments field, type:

Mid-year salary adjustment effective on March 1, 2019

6. DO NOT SAVE! Press F4 or close the window.7. Click “No” when asked if you want to save the

changes.

Demo: Zero Increase Flag1. Double click on SALX Employee Data and select a

record2. Click the … button next to the Zero Increase in

Salary? field 3. Select C and click “OK”4. In the Comments field, type:

Retiring on 12/31/20195. DO NOT SAVE! Press F4 or close the window.6. Click “No” when asked if you want to save the

changes.

ReportsStep 1: Eligibility process

• Employee Eligibility Report (HRMSR311) Due April 8 to Office of Budgets

Step 2: Enter New Fiscal Year Salary Components• Salary Increase Entry Form Report (HRMSR312)

Available to print & distribute starting May 9 Not a required report

Reports (continued)Final Step: Complete SALX & deliver reports to the Office of Budgets May 17

1) Salary Increase Summary Report (HRMSR314) Unit as a whole

2) Salary Increase Comment Report (HRMSR313) Unit as a whole

3) Employee Salary Increase Reports (HRMSR310) for Unit as a whole and Each department

Reports (continued)Salary Increase Summary Report (HRMSR314)

• Confirm salary control numbers are not exceeded• Confirm that special increases agree with the

numbers approved by the Provost/President• Rerun reports as necessary until balanced with or

under the salary control numbers• Obtain Dean/VP approval and signatures

Reports (continued)Salary Increase Comment Report (HRMSR313)

• Justification field from Equity/Special Request Form populates comments automatically

• Provide adequate comments to explain situations which will assist in the review process

Increase percentage < 0.5% (New!) Increase percentage ≥ 10% Multiple or Concurrent Assignments New UDP & UDTS - Populate merit field & add

explanation Zero Increase Flag (A, B, or C) Appointment changes

Reports (continued)Employee Salary Increase Report (HRMSR310)

• Confirm anyone receiving an equity and/or special increase is receiving at least the university average merit % increase

• Obtain signatures of Department Head/Director and Dean/Vice President

REMINDERDeliver Signed Reports for:

1. Unit as a whole and2. Each department

We need complete reports to begin the review!

Demo: Run a Report1. Double-click to expand +Requests, double-click Run2. Use the … button, select Employee Eligibility

Report, click Open3. Enter the Dept Nbr (0000) or Unit Code (XX) and

2019, click Submit4. Under +Requests, double-click View5. Select the request, click View Output. The report will

open in a new window.

Responsibilities• During the SALX process

1. Communicate2. Monitor 3. Review

• On May 17 by close of business

• Deliver all College / VP area reports to the Office of Budgets

• During Central Review from May 17-30 • Be available to answer questions, please!

System Updates • SALX Coordinators will not have access to the

system during maintenance / updates• In general, the SALX system maintenance / system

updates will occur on weeknights and weekends.

Plan ahead!

Questions?

Any questions from the presentation?

SALX Budget Office Helpdesk is available to answer other questions that come up throughout the process!

Remember to send your questions to: salx_budget_office_helpdesk@colostate.edu

Thank you for attending!

Please complete the evaluation form