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)
(Field Name in SALX)
(Field Name in SALX)
(Field Name in SALX)
Individual Circumstances
May require AAR Process approval
Equity StudyIRPE
Salary Equity letters
Distributed by OEO
13
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
SALX
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
Road Map: TimelineDate Participants Activity / Requirements
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.
Road Map: TimelineDate Participants Activity / Requirements
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.
Road Map: TimelineDate Participants Activity / Requirements
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
Usage
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: [email protected]
Thank you for attending!
Please complete the evaluation form