Staff Salary Increase Process - Brown University · April 2018 Staff Salary Increase Process 3 Merit Coordinator User Guide Overview Overview The Merit Process is a business process

April 2018 Staff Salary Increase Process

Merit Coordinator User Guide

Staff Salary Increase

Process

Merit Coordinator

User Guide

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April 2018 Staff Salary Increase Process 2


Table of Contents

Overview ......................................................................................................................................... 3

1. Getting Started and Basic Functionality ............................................................................... 6

2. Entering Performance Ratings and Performance Increases ................................................ 9

3. Entering Equity Increases .................................................................................................... 11

4. Reviewing and Submitting Recommendations ................................................................... 13

5. Approved Recommendations and Merit Statements .......................................................... 15

6. Resources .............................................................................................................................. 16

How to Run Merit Process – Employee Details Report ........................................................... 17

CHECKLIST ............................................................................................................................... 19



Overview

Overview The Merit Process is a business process in Workday which allows Merit

Coordinators and/or HR Business Partners to submit performance and equity

increases for eligible staff in the supervisory organizations they support.

Overall performance ratings should be input as part of the Merit Process in

Workday. Performance evaluations for all eligible staff should be done in

Workday but will not feed to the Merit Process.

Timeline The table below outlines the timeline for the Merit Process:

Action Date

Merit Process open in Workday April 6

Merit Coordinators submit salary increase

recommendations in Workday

By May 7

HR Business Partners approve salary increases

in Workday

Supporting documentation for promotions

submitted to

[email protected].

May 7 - 18

Compensation reviews and approves salary

increases and sends confirmation to Merit

Coordinators and HR Business Partners

By June 11

Merit Process closed in Workday mid-June

Merit Statements delivered to each employee in

Workday

By June 20

Salary increases effective July 1

Eligibility All non-union staff with Regular or Fixed-Term employee type hired on or

before March 31 are eligible and will be included in the Merit Process.

Continued on next page



Process Merit Coordinators will be responsible for entering overall performance

ratings, performance, and equity increases in the Workday Merit Process.

Merit Coordinators should work with the department head and managers to

gather this information. Prior to submission, all increases must be approved

by the department head.

The Merit Process task will be sent to each Merit Coordinator. In

organizations where more than one Merit Coordinator is assigned, a primary

Merit Coordinator has been identified to complete the Merit Process.

After the Merit Coordinator submits the Merit Process task, it will route to

the HR Business Partner for review and approval. HR Business Partners or

Compensation will work with division heads and senior officers to determine

final recommendations. HR Business Partners can modify submitted

recommendations and will communicate these changes to Merit Coordinators.

After the HR Business Partner approves the Merit Coordinator’s

recommendations, the Merit Process will route to Compensation for final

review and approval.

Pre-Launch In order for a performance-eligible employee to be included in the Merit

Process, there can be no pending Transfer, Edit Position or Request

Compensation Change business processes in progress. Compensation will

work with Merit Coordinators, HR Business Partners, and HR Consultants to

ensure these business processes are completed before finalizing the

population.

During Process The Merit Process will be launched in Workday on April 6 and will be open

until mid-June. Since the Merit Process is a compensation business process,

no other compensation business processes can be performed in Workday

while the Merit Process is open. A hard stop error message will display if

compensation related business processes are attempted.




If one of the following business processes needs to be completed during the

Merit Process (April 6, 2018 until mid-June), consult the table below for

required action:

Business Process Action

Edit Position - Job audits Compensation will remove the

employee from the Merit Process

and the performance increase will

be included with the promotion.

Edit Position - % time changes and

changes to job profile resulting in a

pay group change

Please contact Compensation to

coordinate.

Transfers University Human Resources will

coordinate.

Terminations Terminated employees will be

removed from the Merit Process

automatically.

One-Time Payments Allowable and payable during the

Merit Process.

Edit Position – location, business

title, job descriptions, job profile

changes, end dates and job

classifications

If possible, these changes should be

delayed until the Merit Process has

been finalized.

Request Compensation Changes Please contact Compensation to

coordinate.

Supervisory Organization Changes No supervisory organizational

changes should be made during the

Merit Process. If you have any

questions, please contact Workday

Operations.



1. Getting Started and Basic Functionality

Follow the steps below to start the Merit Process:

Step Action

Confirm Merit

Process Task is

Displayed and

Open Merit

Process

Once the Merit Process has been launched, Merit Coordinators and HR

Business Partners will receive the Merit Process task in their Inbox. Click

on the business process to open it.

Review

Employees

Before entering the recommendations, review the list of employees included

in the Merit Process: click and sort the employees in

alphabetical order. To do so, click next to Employee Details. You can

download to Excel by clicking Contact Compensation if any employees

are missing.

Basic Functionality:

Options to

Propose

Performance

Ratings and

Salary Increases

Performance ratings and salary increases can be made for all employees or

by supervisory organization.

1. To make recommendations for all employees, click and

sort employees in alphabetical order. This is the recommended

option.

2. To make recommendations by supervisory organization, click

next to the supervisory organization.




Salary Pool

The salary pool amount on the Organizational Summary screen represents

the total salary pool for all eligible employees in the supervisory

organizations listed. This salary pool does not correlate to the total salaries

of all employees in these supervisory organizations since vacant positions

are not included, nor are ineligible employees. The process has been

designed to allow departments to overspend the salary pool displayed. The

salary pool, therefore, should be used as a guide during the planning

process and not as the actual salary increase budget.

Remaining Salary

Pool As performance, equity and promotion recommendations are entered,

dollars will be deducted from the salary pool displayed under the

Remaining Salary Pool on the Organizational Summary screen. Dollars

displayed in green indicate a positive salary pool balance, while dollars

displayed in red indicate a negative salary pool balance.

Performance and

Merit Panels The Merit Process consists of two panels: Merit and Performance. Overall

performance ratings are entered into the Performance panel. Performance

and equity increases are entered into the Merit panel.

_________________________________________________________________

Developing Equity

Recommendations

Refer to the Staff Compensation Spreadsheet report to assist department

head with equity evaluations. This report includes all non-union staff

including seasonal and intermittent.

To see the FY19 salary ranges in this report, use 7/1/18 effective date.

Export the report into Excel

Please contact Compensation Services for assistance




Review Last

Year’s Salary and

Performance

Rating

Information

Utilize the Merit Process History report to review salary and

performance rating information from FY14, FY15, FY16, FY17, and

FY18. Refer to this report when considering equity, and to see which

employees received equity increases in past years. The report will only

display data for positions in your supervisory organizations; if the

employee was in a position outside your supervisory organizations in

FY14, FY15, FY16, FY17 or FY18, their salary and performance rating

information will not display.

At the prompt next to Merit Process, click All, then select

Merit: FY14 Staff Salary Increase Process for FY14 data





At the prompt next to Organization , select Corporation to pull in

all of your supervisory organizations or type in a specific

supervisory organization

Check the box next to Include Subordinate Organizations

Click OK.

Export the report into Excel

Please contact Compensation Services for assistance



2. Entering Performance Ratings and Performance Increases

The most efficient way to enter performance ratings and increases for all employees is using the

. Performance ratings and increases may also be entered by each supervisory

organization. Please note that even though performance evaluation forms are in Workday, the

overall performance rating will not feed the Merit Process and must be entered.

Step Description

Enter

Performance

Rating

Click on the Performance panel to enter performance ratings. Select the

appropriate performance rating from the drop-down menu for all employees. A

performance rating is required for all staff.

Performance Rating Not Applicable should only be used in rare occasions, such

as when an employee is still in their probationary period. If Performance

Rating Not Applicable is selected, a reason must be included in the Merit Notes

section. Employees will not be able to see any notes entered.

Enter

Performance

Increases

using Autofill

Click on the Merit panel to enter performance increases. A Smart Panel will

display on the right for each employee with additional compensation

information including current salary ranges, FTE, FLSA status and grade.

From the Merit panel click to populate performance increases with

the fixed amounts outlined below. Autofill will not work properly if overall

performance increases have not been entered first. Autofill Merit Adjustments

screen will display; click to confirm.

Brown has a 3-point scale of Exceptional, Effective, and Requires Improvement.

The Effective rating covers a broad range of performance and may reflect high

and low variations within the overall performance.

Overall Performance Rating % %

Exceptional 3.0%

Effective 2.75%

Requires Improvement 0%

Performance Rating Not

Applicable 0%

Step Description



Adjusting

Performance

Increase

Performance

Increases for

Hourly

Employees

Who Work

Less Than 12

Months

If no performance rating is selected, a 3.0% performance increase will populate.

Note: After completing Autofill, the Merit Process - Employee Details report

can be used to review performance recommendations with individual managers

or the department head.

The fixed performance increases can be modified for staff with an overall

performance rating of Exceptional or Effective if there are remaining funds. In

addition, fixed performance increases can be prorated for newly hired,

transferred, or promoted staff; and when an individual’s placement in the salary

range is close to the maximum.

Use the rating Performance Rating Not Applicable for employees who are

terminating or employees who were recently hired, and add the reason in the

Merit Notes section.

The Base Pay Current Amount is based on 12 months. The Base Pay

Current Amount for hourly employees who work less than 12 months will

look overstated.

When an hourly employee is given a performance increase, the Base Pay

Proposed Amount and Merit Increase Amount are based on the hours

worked and do not take into account if the employee worked less than 12

months. Therefore, the Base Pay Proposed Amount and Merit Increase

Amount for hourly employees who work less than 12 months will look

overstated.



3. Entering Equity Increases

Step Description

Entering Equity Increases

(Additional Adjustment)

Equity increases can be entered as a percent or dollar amount in

the Merit Panel. It is critical that a funding source be listed for

each equity increase to enable University Human Resources to

access requests for central funding. For each equity increase,

select the funding source (Centrally or Department Funded)

from the drop-down menu in the Additional Adjustment

Reason field. The Additional Adjustment Reason defaults to

Department Funded. To change it to Centrally Funded, click

on the prompt box, then select Request Compensation Change-

Staff Merit Equity, then select Staff Merit Equity-Centrally

Funded.

Equity adjustments funded from auxiliary and ancillary units or

divisions whose staff salaries are funded from endowment,

restricted gifts, or research grants, should be Department

Funded. After indicating the funding source, a justification

should be included in the Additional Adjustments Notes

section.

Equity increase recommendations are deducted from the salary

pool.

Requirement

- Equity increases must be $1,000 or greater; the only exception

are equity increases to bring staff to the minimum, which can be

less than $1,000.

-To be considered for an equity increase, the employee must

receive an overall performance rating of Exceptional or

Effective.




Step Description

Equity Increase

Calculation

Equity Increases For

Hourly Employees

Equity Increase for

Hourly Employees Who

Work Less Than 12

Months

Equity Increase For

Exempt Employees

Working Less than 37.5

Hours

Equity increases are calculated based on the current salary with

the merit increase included.

The Additional Adjustments Amount for hourly employees

should be entered as an hourly rate or the Additional

Adjustment % can be used. The Additional Adjustment

Amount (based on FTE%) will display the equity increase as

an annual amount; this field cannot be modified.

When an hourly employee receives an Additional Adjustment,

the Additional Adjustment Amount (based on FTE%) that

displays as an annual amount is based on the hours worked and

does not take into account if the employee works less than 12

months. Therefore, the Additional Adjustment Amount

(based on FTE%) for hourly employees who work less than 12

months will look overstated.

The Additional Adjustment Amount for these employees

should be entered as if the employee works 37.5 hours. The

Additional Adjustment Amount (based on FTE%) will

display the actual equity increase amount based on the

employee’s scheduled hours. The Additional Adjustment

Amount (based on FTE%) is the amount which should be

funded.

Compensation Services will be reaching out to Merit

Coordinators with exempt employees working less than 37.5

hours.



4. Reviewing and Submitting Recommendations

Before

Submitting Once all salary recommendations have been entered, the Merit Process -

Employee Details Report should be run to ensure performance ratings and

merit and equity increases have been entered correctly. This report can be run

at any time throughout the Merit Process. Instructions on how to run this

report can be found at the end of this guide.

A checklist found at the end of this guide can be used to audit data before

submitting.

Organizational

Summary

Screen

Review total salary dollars distributed for all supervisory organizations to

determine if additional funding is needed or if additional funding is available

to allocate to employees. If additional funding is needed based on the fixed

performance increases, contact HR Business Partner or Compensation. As a

reminder, the Total Salary Pool is not your “budget”.

Submitting Click to submit recommendations for all employees to the HR

Business Partner/Compensation for review and approval. After submitting,

the button will disappear and the Merit Process task will no longer

be available in the Inbox.




Department

Head Report Since Merit Coordinators are inputting salary increase information into

Workday at the direction of the department head, a report is available for

department heads to review what has been entered into Workday. The Merit

Process - Employee Details - For Department Heads report includes

performance rating, current salary, performance increase amount and percent,

equity increase amount and percent (if applicable), final FY19 salary and can

be run at any time during the Merit Process.

Changes After

Submission Contact HR Business Partner to make any changes to salary increase

recommendations that have been submitted. HR Business Partner has the

ability to adjust salary recommendations without sending the business process

back to Merit Coordinators.



5. Approved Recommendations and Merit Statements

Approved

Salary

Increases

Compensation will notify Merit Coordinators and HR Business Partners when

salary increases have been approved. Once notified, Merit Coordinators and

HR Business Partners should run the Merit Process – Employee Details

report for a final report of approved salary increases.

Merit Statements will be delivered to employees in Workday.

Compensation will inform Merit Coordinators and HR Business Partners

before Merit Statements are delivered to ensure salary increases are

communicated to staff.



6. Resources

Kim Koper, Compensation Analyst 3-9026

Terese Reynolds, Senior Compensation Analyst 3-9320

Betsy Warner, Director, Compensation & Organizational Services 3-1792

Additional information on the Merit Process can be found on the UHR website.

Merit Process Job Aids can be found on the Workday website.

https://www.brown.edu/about/administration/human-resources/fy18-staff-salary-increase-process



How to Run Merit Process – Employee Details Report

1. Type Merit Process – Employee Details in the search box, and then click the link.

2. Click the prompt next to Merit Process and select FY19 Staff Salary Increase Process.




Click the prompt next to Supervisory Organization and type in the name of the highest

supervisory organization you support in the search box. When you see the name displayed, click

it and it will display in the box next to Supervisory Organization. To include all subordinate

supervisory organizations, check the box next to Include Subordinate Organizations.

3. Click .

4. Click the Excel icon to download information to Excel.



CHECKLIST

Before submitting salary increase recommendations, please review the following

items:

All employees have a performance rating.

Employees with a performance rating of Performance Rating Not

Applicable or who are not receiving a performance increase have

a reason in the Merit Notes section.

Equity increases have a funding source and justification in the

Additional Adjustment Notes section.

Equity increases are $1,000 or greater. The exception is an

increase to bring staff to the minimum, which can be less than

$1,000.

Employees receiving an equity increase have an overall

performance rating of Exceptional or Effective.

Run the Merit Process - Employee Details report. This report

is available to run any time during the Merit Process.

Documents

Staff Salary Increase Process - Brown University · April 2018 Staff Salary Increase Process 3 Merit Coordinator User Guide Overview Overview The Merit Process is a business process