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					        2012 - SSG Performance and Remuneration
       Review – NEO Guidelines for SSG Managers

Table of Contents                                                             Page
Section

   1       Process flow map and Timeline                                          2

   2       Introduction to Manage Remuneration                                    3

   3       Allocating Your Recommendations for                                    8
           Performance Payments

   4       Reviewing and Submitting Recommendations                              12

   5       Manage and Approve Recommendations                                    14

   6       Conclusion                                                            16


These Guidelines should be read in conjunction with
The SSG Performance and Remuneration Review Principles and Procedures
(last modified November 2011).

Available on HRU website http://www.hru.uts.edu.au/docs/manual/5_26.pdf


CONTACT FOR ENQUIRIES

If you have any queries regarding the process and/or the NEO system, please contact:
Remuneration and Benefits Managers         Alison Julian and Sumitra Kumar, extension 4680

Questions and advice relating to the Performance and Review of senior staff may be directed, in
the first instance, to your HR Partner or HR Partnership Manager.
                                         Section 1 - Process Flow Map and Timeline

                   Managers Recommending and Approving SSG Performance Pay Online


                                              Manager allocates SSG performance pay
                                              recommendations via Manager Self
                                              Service “Manage Remuneration” in NEO.



                                                       Manager attaches
                                                       documents in NEO:
                                                       Performance review +
                                                       Supporting statement
17 February 2012




                             Warning!
                             Submitting to                                                 Or save and return and
                                                       Manager submits
                             the next level                                                complete this step at
                                                       recommendations for
                             will approve                                                  another time
                                                       approval
                             any work in
                             progress for
–




                             your
                             subordinate               Manager’s manager                   Reminder sent to manager
31 January




                             managers                  receives notification               if recommendations not
                                                                                           made by due date 17 Feb


                                               Manager’s manager reviews
                                               performance pay recommendations via
                                               Manager Approvals



                                               Manager’s manager makes
                                               recommendations for direct reports and
                                               reviews and submits all for approval (to
                                               be reviewed by DVC/SDVC by 17 Feb 2012)




                                                                                                         Increase &
                                                                                                         bonus payments
                   Divisional Heads               VCRAC meets, reviews                Employee           made, effective
                   (DVC level) endorse            recommendations and                 makes pay          1 April 2012
                   recommendations                gives final approval.               election




                   By 17 February 2012               Mid March 2012             By 31 March 2012          12 April 2012
                                                                                  By 18 Feb 2011            By 18 Feb 2011
                                                                                      1
                   __________________________________________________________________________________
                   UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011             1
                                                                                           Page 2 of 16
                                                Section 2

                         Introduction to “Manage Remuneration”

For SSG Performance and Remuneration Review 2012

via Manager Self Service in NEO
Step 1:        Log on to Neo: http://neo.uts.edu.au/
SSG Performance and Remuneration Review information for the 2010 Review Year is available to review
from 16 December 2011.

From 31 January 2012 to 17 February 2012 you will be required to allocate recommendations for
performance payments for your direct reports and ensure all approvals for those SSG staff reporting to
you are reviewed and submitted.

Step 2:        Access the plan and the allocation worksheet
Note to Mac Users: You will need to use either Mozilla or Safari browser interface to run Manage
Remuneration.

Log into Neo: http://neo.uts.edu.au/ Access is via UTS Manager Self Service.
Click on the UTS HRMS Manage Remuneration - Manage Remuneration tab on the right hand side of the
page.




Notifications will advise you of availability of information and the timing of the review periods.
Open any notifications by clicking on the notification. You will also receive the notification via
email.



__________________________________________________________________________________
UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011           Page 3 of 16
You will be presented with the following screen: Access is initially “Read Only” from
16 December 2011.

From 31 January 2012, your Access will show now as “Full Access”. You are then able to view,
enter pay recommendations and manage approvals.




View Remuneration Information
If you wish to view position and salary information for your employees relevant to the review
period, prior to the open period for allocating performance pay recommendations, you may do so
by clicking on the arrow in the “Go To Task” column.

You may do this even if your access is only “Read Only”.



Information will also be provided about the previous performance pay percentage allocated,
current allowances, and time in SSG or time on leave greater than three months.



                               Previous                                     Pro-rata
                        Performance Pay         Current          Current    Time in Time on Leave
Eligible SSG Salary                  %     Allowances $    Allowances %        SSG     > 3 Months




__________________________________________________________________________________
UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011           Page 4 of 16
 Definitions
 The table below gives descriptions of the information available in each column in this NEO screen:

Column Heading                                               Description

Status                                Usually standard unless occupying Reversionary, Relief or
                                                         Secondment position.
Assignment Category                    Full-time, Part-time and Continuing or Non-Continuing.
Current Class                              Grade Classification and level, eg SSG SS Level 2.
FTE                                                       Full-time Equivalent.
Eligible SSG Salary                     The SSG salary to which the performance percentage
                                                        increase will be applied.
Previous Performance Pay %             The performance pay percentage awarded for the last
                                                                 review.
Current Allowances $                        The dollar or percentage value of any allowance
Current Allowances %                                      currently being paid.
Pro-rata time in SSG                    The percentage of time used to calculate performance
                                        increases for new SSG employees, employees acting in
                                       SSG greater than six months or those who have been on
                                              leave for periods greater than three months.
                                      (NB: A zero here indicates the employee is not eligible
                                      for a performance pay increase, but generally these have
                                      been removed as the employee is ineligible for review.)
Time on leave > 3 Months                    The percentage of time calculated at 4% (ie. the
                                        percentage allocated for satisfactory performance) for
                                             employees on leave in excess of three months.
Recommended Performance Pay %                 The percentage amount to be entered as the
                                            recommendation for performance pay increase.
Total performance pay %                   The performance pay recommendation percentage,
                                                  adjusted for pro-rata time and leave.
Increase $                               The increase (calculated as dollars) to the base salary
                                               after recommended percentage is applied.
New base salary $                      The new base salary applying the maximum allowable to
                                      base salary (in accordance with the SSG Performance and
                                            Remuneration Review Principles & Procedures).
New Base Pro-rata Salary $              The new base pro-rata salary for part-time employees
                                            applying the maximum allowable to base salary.
Bonus Employee Nominated %               This column is available during the employee election
                                         period, to adjust the percentage of performance pay
                                           received as bonus instead of added to base salary.




 __________________________________________________________________________________
 UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011           Page 5 of 16
Bonus $                                   The amount allocated to bonus from the performance
                                          payment in accordance with the SSG Performance and
                                              Remuneration Review Principles & Procedures.
Other variable pay $                        The maximum target amount that may be awarded
                                        under an Individual Performance incentive Arrangement
                                        (known as IPA). Clicking the icon next to the amount will
                                                      allocate the full target payment.
Other variable Pay- Confirmed $              Where an amount less than the maximum target
                                           available under the IPA (see above) may be awarded.
Justification                              The paper clip is where supervisors attach the Senior
                                         Staff 2011 Supporting Statement and other documents
                                         (eg. the pdf of the signed 2010 workplan) regarding the
                                                recommendation for performance payment.


 This screen will show all your eligible “Direct Employees” or “All Employees” in your hierarchy in
 alphabetical order. You may select either view, by clicking on the drop-down arrow.
 You may select individual staff by entering the staff member’s name in the “Find Name” and click
 on the “Go” button.




 The data will show those staff eligible for review for 2011 and their applicable salary.

 Employees who have acted in an SSG role during the year will show as either pro-rata or zero. For
 example, an employee who has acted for 6 months in an SSG position will have 0.50 in the “Pro-
 rata Time in SSG” shown. All others who have worked for the full 2011 performance year will
 show as 1.00. A Zero in this column indicates that the staff member is ineligible and no increase
 may be generated, however most of these have been removed by HR.

 Clicking on the “Employee Details” column brings up current general, employment and
 compensation information for a specific employee, as held in NEO.

 NB – If you believe any staff are missing from your list, please contact HR.

 __________________________________________________________________________________
 UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011           Page 6 of 16
Creating Excel Spreadsheets
Data can be downloaded to an Excel spreadsheet however your Excel settings need to be set to
enable macros. If you are unable to download contact ITD on ext 2222 or complete the download
set up by:

   1. Go to https://servicedesk.uts.edu.au/

   2. Login to service desk and click on Knowledge Tab in top left hand corner.

   3. In the top right hand corner select the ‘Document by ID’ option and in the search field
      enter 400485. Click on the document title and then click on the document title under the
      Attachments heading.




__________________________________________________________________________________
UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011           Page 7 of 16
                                           Section 3

       Allocating your Recommendations for Performance Payment
When you are given full access to Manage Remuneration, on 31 January 2012, you may begin to
enter recommendations. At the Manage Remuneration Home page, you should click on the “Go
To Task”arrow in the “Allocate Remuneration” line. There are three possible steps to this stage in
the Review.

Step 1:       Allocate Remuneration
Now that you are in Allocate Remuneration, you should look at each of your direct reports
individually. From the 2011 workplan review outcome, you must decide on a percentage to be
allocated.

Enter a whole percentage amount between 0 - 12% (see SSG Performance and Remuneration
Review Principles and Procedures) in the column marked

”Recommended Performance Pay %”.

Enter your recommendation amount and then click outside that box for the other columns to
populate new data. You will now see information in the next four columns that relates to the
percentage you have entered.

If the employee has been in the role for less than twelve months, the system will pro-rate the
percentage. If the employee has taken leave in excess of three months, that leave period will be
calculated at 4% (this being equal to a rating of Satisfactory performance for the period of
absence). The sum of the percentages generated by these columns will show at “Total
Performance Pay %”.




The performance pay increase you allocate will be distributed across both base salary and bonus,
depending on the SSG Performance and Remuneration Review Principles and Procedures.

__________________________________________________________________________________
UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011           Page 8 of 16
Step 2:        Allocate Remuneration - Other Variable Pay due on 1 April
Where you have a staff member on an Individual Performance Arrangement (IPA) which is
reviewable at this time, and which has been entered into NEO, you must enter a recommendation
for this employee. A staff member’s eligibility for an IPA will show as a “Y” (for Yes) in the “Eligible
for IPA” column.

You will be able to enter “Other Variable Pay Recommendations” amounts for those employees.
The maximum amount available will show in the column “Other Variable Pay Recommendation”.
You will see a blue icon next to the amount in that column.




Selecting the icon will allow the total amount available to be recommended. If you wish to
recommend and allocate an amount less than the target amount then you should enter your
recommendation amount in the column “Other Variable Pay – Confirmed” next to the green
arrow.

NB: If you have a staff member whose other Variable Pay agreement (IPA) is also due on 1 April
2012 for the performance period to 31 December 2011, but who are not shown in the NEO
system, please make your recommendation separately using the same form and submitting this
manually to your Manager for approval.



Step 3:        Justification (2012 Summary Statement)
For SSG staff members receiving a performance and remuneration review recommendation, you
should complete a word document, entitled: “SSG Supporting Statement Template” for each SSG
staff member being reviewed.

You should note the percentage you wish to allocate and provide an explanation for your
recommendation. See the SSG Performance and Remuneration Review Principles and Procedures
for guidance on this step. Your Senior Staff Summary Supporting Statements can be attached by
clicking on the blue paper clip icon in the Justification column.




__________________________________________________________________________________
UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011           Page 9 of 16
For staff members receiving an IPA remuneration review, you should complete a word document,
entitled: “IPA Supporting Statement Template” for each staff member with an IPA being
reviewed, and this should be attached in the same way.

Click on the Attachment icon. The following screen will appear.

Click “Add” on the icon shown.




The following screen will appear, and you are asked to insert a title and description. You may wish to
entitle your document by the staff member’s name, e.g. “2012 Supporting Statement James Brown”. You
will then be required to browse the server for your saved pdf or word document, and by clicking on the
document you will complete the attachment.




Once you have attached the document, click “Apply”.

After each occasion of adding a document, click on “Save”.

Now you should attach the completed/signed Performance and Development Plan Review document
(which may be saved as a scanned pdf version ). Select “Add Another” and select “Apply” when you have
finished attaching this document. You can add other documents in the same way.

After each occasion of adding a document, click on “Save”.


__________________________________________________________________________________
UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011          Page 10 of 16
REMEMBER TO SAVE YOUR WORK – ALLOCATE REMUNERATION
When you have completed entering all your recommendations, select “Save” or “Finish” from the
top or bottom right hand corner of the page. This will save any
recommendations you have made.
You can return to this page at a later time to enter further
 recommendations or to submit to your manager.




Once you have clicked on Finish or Save, you will be returned to the Manage Remuneration Home
Page. For security ensure that you log out of Manage Remuneration and NEO when you have
finished entering your recommendations.




You are now ready to review your allocations and submit all for approval. You can “Save” and
return to complete this step at another time, within the open period 31 January to 17 February
2012.

Important Note:
Once you click “submit” on your recommendations, any recommendations made
by your subordinate managers will also be submitted. It is therefore important
that you have reviewed these (use Manage Approvals) before you Allocate and
Submit your own recommendations.




__________________________________________________________________________________
UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011          Page 11 of 16
                                           Section 4

                     Reviewing and Submitting Recommendations
You review and submit recommendations via the “Review and Submit” task in the Manage
Remuneration Home page. If you have reviewed all your subordinate recommendations you may
enter your own recommendations and submit them all together from the Review and Submit
function. If you do not have subordinate recommendations, please submit your
recommendations quickly to allow your supervisor(s) to review your work within the review
timeline.

Important Note:           When you submit your own recommendations all other
recommendations from your subordinates will also be submitted to the next level. You will not be
able to make any further changes.

Step 1:       Go to Task
On the row “Review and Submit “, click on the “Go to task” icon.




This will bring up a page with statistical information about the recommendations you have made.

Review and Submit:




Step 2:       Review
Click on the “View Details” tab; to review your allocations, or to make changes. If you wish to
make changes, you may do so at this stage. If you have reviewed and are happy with the
recommendations, click on the “Submit for Approval” tab.



__________________________________________________________________________________
UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011          Page 12 of 16
Are you sure you want to submit to the next level? (Your subordinates’ recommendations will
also be submitted.)




Step 3:        Submit
Once you are ready to submit changes, click the “Yes” tab to send your recommendations to your
manager.

Notify your approver -




You may write a message to your manager (see “Include Comments”). Once you have finished,
click the “Submit” tab. Your recommendations and comment will flow on and you cannot make
any further changes.




You will receive a NEO confirmation that your recommendations have been submitted, and a NEO
notification will also be generated to your supervisor for action.




__________________________________________________________________________________
UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011          Page 13 of 16
                                            Section 5

                      Manage and Approve Recommendations
This is the stage when you review and /or approve the recommendations submitted by your direct
reports.

Step 1:        Go to Task
On the row “Manage Approvals “, click on the “Go to task” icon.




This will bring up the Approvals Overview screen which displays all your direct reports.




The “Submit Status” column will indicate whether recommendations have been submitted by your
managers.

Step 2:        Review
Click on the blue spectacles tab in the “Review” column to see the data. You will see statistical
information about the recommendations submitted.




On the right hand side of the page click on “view details”.

You will see all information and recommendations submitted by your managers for each
employee. (You may also wish to review and compare against your other reviewers, if you wish –
this may be useful at the end of this step).

__________________________________________________________________________________
UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011          Page 14 of 16
Your subordinate Managers will have entered their recommendations for your approval. A
percentage for each eligible employee will show under “Recommended Performance Payment”.
This will have generated a $ outcome for the employee in the other columns.

You may also have recommendations for employees who are eligible for other Variable Pay
agreements due on 1 April, such as any Individual Performance Arrangements (IPA) bonuses. The
recommended amount for payment as a bonus will show at “Other Variable Pay
Recommendations $” for those employees.

You are also able to review the SSG Supporting Statements by clicking on the blue paper clip icon
in the Justification column. Click View to view attachments.




The screen below will appear:




You can make changes to the recommendations and /or save and return. You can also reject a
recommendation submitted by your subordinate manager, if you do not agree. We suggest that
you also have a conversation with your direct report regarding your reasons for changing this
percentage or amount, and discuss the impact of such a change.

If you have been through this stage, and the revised percentage has again been submitted by your
direct report and you are happy with the outcome, you are ready to approve.




__________________________________________________________________________________
UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011          Page 15 of 16
Step 3:        Approve
Return to the statistical page where you may either approve these recommendations or cancel to
return to the home page.




If you choose “Approve” your subordinates will not be able to make any further changes. You will
be asked to agree Yes or No that is what you wish to do. When you choose “Yes” the
recommendations will flow through to your Supervisor.

When you return to the home page the status will have changed to Approved. Access will be Read
only Access. No further changes can be submitted.

You will be returned to the Manage Remuneration Home Page. For security please ensure that
you log out of Manage Remuneration and NEO when you have finished entering your
recommendations.


CONCLUSION

You have now concluded the on-line process for allocating and approving remuneration
recommendations for the 2012 SSG Performance and Remuneration Review. You will be able to
review the remuneration details for your staff while the system is open, even though you will have
Read Only Access once your recommendations have been submitted.

Note: It is very important that you conclude all activities within the timeframes notified.

What happens next?
The Vice-Chancellor’s Remuneration Advisory Committee is held in March. The outcomes
approved by the Committee will be communicated to staff by letter, usually given to them by the
supervising Manager.

Staff will then be given until 31 March 2012 to make on-line elections regarding their preferred
options for payment of the Review outcome, i.e. option for more to be paid as a bonus rather than an
increase to base pay, and option to salary sacrifice their bonus amount to superannuation.

This year, another enhancement will mean that staff can elect to receive the value of the 9%
superannuation on their bonus as cash. More information will be included in the outcome letters.

Any SSG pay increase will be effective from 1 April 2012. The increase and any bonus payments
are expected to be paid in the first pay period in April 2012 (12 April 2012).

__________________________________________________________________________________
UTS HRU – SSG Rem Review Guidelines Modified 24 November 2011          Page 16 of 16

				
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