Harvard University Center for Workplace Development Salary Increase Process by mikelbyington

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									        Harvard University                                                                              Salary Increase Process
        Center for Workplace Development                                                                PeopleSoft Version: 8.9
                                                                                                            Prepared by: CWD
                                                                                                      Last Updated: 03/05/2007


                        The Salary Increase Process Work Instructions (HUCTW, ASIP, and Other)

       Purpose
               Tub-level HR and financial officers can use these instructions to process the HUCTW, ASIP
               and Other salary increases for employees in their HR department(s).

       Business Rules
               •    Make sure to download the latest version of the Excel “Salary-Increase-Template.xls” from
                    Eureka.
               •    Be sure to communicate your department’s blackout dates to your processors in your tub to
                    prevent changes to job records while the salary increase procedure is in process.
               •    Check with your local HR office before making any changes that would prevent an employee
                    from receiving their salary increase.
               •    Exercise care in working with the files; the data you extract from PeopleSoft is highly
                    confidential.
               •    Remember, when you upload your ASIP file it creates future-dated rows for 07/01/2007,
                    which takes away your tub’s ability to submit the Job Data Change form to the database (only
                    Central Payroll can submit forms when a future-dated rows exist). Keep this in mind if you
                    are planning to upload the ASIP file in late April or early May.

       Business Process
          Step 1              Step 2            Step 3              Step 4           Step 5             Step 6
        Extract Data       Import Extract    Enter Increase         Save the        Upload the           Verify
            from            into the Excel   Amounts into             Excel        Text Files to       Success of
        PeopleSoft             Template        the Excel          Template as       PeopleSoft          Uploaded
                                               Template           a Text File(s)                        Records


       Key Dates – FY2008
                               HUCTW                                                           Pay Increase Information
Effective Date:             07/01/2007                                                         First Check After Increase:
Structure:                  2.6%                                                               Weekly 7/13 | Biweekly 7/20
Progression:                Amount based on grade and service
                                             th
Extract Availability:       Wednesday, June 6 (after pension process)                          Increase Days In First Check:
Earliest Upload:            Wednesday, June 20th (after contract is ratified)                  Full pay period
Upload Deadline:            Friday, July 6th
                                                                                               Bonus-in-lieu:
                                      ASIP                                                     Weekly 7/13 | Biweekly 7/20
Effective Date:             07/01/2007
ASIP Amount:                Amount varies, per local department
Extract Availability:       Now
                                           nd
Upload Deadline:            Friday, June 22

       Document Organization
           This document is divided into the following sections:
                      Extracting Data from PeopleSoft (page 2)
                      Importing Data into Excel (page 10)
                      Entering Data in the Worksheet (page 13)
                      Saving the Worksheets as Text Files (page 21)
                      Uploading the Salary Increase Data (page 21)
                      Verifying Employee Records (page 22)

       File name: SalaryIncrease.doc                                                                          Page 1
Harvard University                                                                       Salary Increase Process
Center for Workplace Development                                                         PeopleSoft Version: 8.9
                                                                                             Prepared by: CWD
                                                                                       Last Updated: 03/05/2007


Extracting the Data From PeopleSoft
PeopleSoft Navigation
1.    Start the procedure by following the navigation path Harvard Processes>Extract/Upload>Salary
      Increase Extract.

Find an Existing Run Control ID Value

2.    Perform one of the following:

                                If                                        Then

       You know the run control ID you want to       Enter the run control ID in the Run Control ID
       select
                                                     field and click          .

       You want to find an existing run control ID
                                                     1.    Click          .

                                                     2.    Click the run control ID you want.

       You want to add a new run control ID (or      1.    Click                  .
       don’t yet have one)
                                                     2.    Enter a new run control in the Run
                                                           Control ID field. Most people use a
                                                           combination of their initials and
                                                           department.

                                                     3.    Click          .




File name: SalaryIncrease.doc                                                                   Page 2
Harvard University                                                                           Salary Increase Process
Center for Workplace Development                                                             PeopleSoft Version: 8.9
                                                                                                 Prepared by: CWD
                                                                                           Last Updated: 03/05/2007

Salary Increase Extract
3.    Complete the following fields:

     Field Name         R/O                                       Description

HUCTW / ASIP /           R      Select HUCTW to run an extract for the structure and progression process.
Other
                                                   You only need to run the extract once (both structure and
                                                   progression will be included in the extract).
                                 Select ASIP to run an extract for the annual salary increase process
                                (effective 07/01/20XX).
                                Select Other to run an extract that will be used for other contract based
                                increases throughout the year.

As of Date               R      When HUCTW is selected, this field defaults to 07/01/20XX (depending on
                                the current year). The default date can be edited if necessary.
                                When ASIP is selected, the field defaults to 07/01/20XX (depending on the
                                current year). This default date cannot be changed.
                                When Other is selected, the field defaults to the current date. This default
                                date can be edited if necessary.

                                        The data extracted from PeopleSoft will reflect all changes prior to
                                        or equal to the As of Date. Any Job Data changes that take place
                                        on effective dates that are later than the As of Date will prevent the
                                        record from uploading successfully (the record will have an
                                        Effective Date Mismatch error). To avoid this error, departments
                                        must adhere to the policy of not making changes to the job record
                                        while the salary increase process is occurring.

Dept Security Rollup     O      Check this box if you are extracting a parent HR department and want to
Flag                            include all of its sub-departments in the extract.
                                Leave this box blank if you want to extract a parent HR department but not
                                its sub-departments.

Department               O      The 6-digit code for the HR department containing the employees for whom
                                you are extracting information. If you don’t know the code, click to
                                search for a department. To extract more than one department at once,
                                click    to enter additional department numbers. Refer to the note below
                                before extracting all of your valid departments at once.

Union Code               O      For HUCTW:
                                Defaults to “55”


                                For ASIP and Other:
                                Enter a union code (or click   to search for valid codes) if you want to limit
                                your extract to only members of a particular union, or only to nonunion
                                members.




File name: SalaryIncrease.doc                                                                      Page 3
Harvard University                                                                                Salary Increase Process
Center for Workplace Development                                                                  PeopleSoft Version: 8.9
                                                                                                      Prepared by: CWD
                                                                                                Last Updated: 03/05/2007


     Field Name           R/O                                        Description

Employee                   O       For HUCTW:
Classification
                                   Not applicable.


                                   For ASIP and Other:
                                   Enter an empl class code (or click        to search for valid codes) if you want
                                   to limit your extract to a specific type of employee, such as Admin &
                                   Professionals, Senior Faculty, or Graduate Students.



                 If you choose to leave all of these parameters blank, PeopleSoft will run the extract using
                 your department security and return an extract of everyone in all the HR departments you are
                 allowed to view. This can be a helpful timesaving measure, but please only use it if that is
                 what you are trying to extract. If you do this, make sure that none of the employees in the
                 extract would be duplicated on other extracts.

                 If you choose to split your tub’s extract into multiple files divided by department, empl class,
                 or union, you can do so using this screen. However, you must be careful to ensure that all of
                 your employees are included on one and only one of the extracts.

4.    Click               to begin the extract.


Process Scheduler Request


5.    Make sure that the Server Name is PSUNX, and then click              to submit your extract to the
      processor. This will return you to the Salary Increase Extract page.

6.    Click                    to view the status of the extract you are downloading.


Process Monitor


7.    Click              to determine the latest status of the item(s) in the process list.

8.    When the Run Status of your extract changes to “Success,” click                  .


Process Detail


9.    Click                    .




File name: SalaryIncrease.doc                                                                          Page 4
Harvard University                                                                         Salary Increase Process
Center for Workplace Development                                                           PeopleSoft Version: 8.9
                                                                                               Prepared by: CWD
                                                                                         Last Updated: 03/05/2007



Report/Log Viewer


10.   Right-click on the text file link (*.txt) and select Save Target As....

               The salary-increase extract will appear as a text file with a name composed as follows: the
               salary-increase identifier (sal_inc), your HUID number, and the date (YYYYMMDD) and time
               (HHMMSS) the extract was generated. If you open the file by left-clicking on it instead of
               right-clicking, just click the “back” arrow to return to this screen.

               The PDF file shows how many employees were extracted, but does not contain the content
               of the extract. If you run an extract of your entire tub at once, the value in this PDF can be
               used as a control number to help you confirm that subsequent, separate, extracts include the
               correct number of employees.

Save As




11.   Select the desired destination and click             .

12.   Close the Report/Log Viewer window.

                Make sure to download the latest version of the Excel “Salary-Increase-
                Template.xls” from the Eureka.




File name: SalaryIncrease.doc                                                                   Page 5
Harvard University                                                                              Salary Increase Process
Center for Workplace Development                                                                PeopleSoft Version: 8.9
                                                                                                    Prepared by: CWD
                                                                                              Last Updated: 03/05/2007


Importing the Data Into Excel

13.   Double-click on the Salary Increase Template file to start Microsoft Excel.

Microsoft Excel Macro Warning




14.   Click                          . If the above warning box does not appear, refer to the table below.

               The template will not correctly record salary increase data if its built-in macros are not
               enabled. Use the following table to make sure that the file opens with the macros on:

                                If                                               Then

       A Microsoft Excel window opens, warning
       you that the file contains macros                  Click                          and continue.

       The file opens without a warning about             This means that your copy of Excel has been
       macros                                             set to automatically disable macros. Use the
                                                          following instructions to change your Excel
                                                          settings:
                If you cannot change your macro        1.         From the Excel menu bar, click Tools
                security settings, please contact your            Macro    Security.
                local helpdesk for assistance.
                                                       2.         Click          .

                                                          3.      Click              .
                                                          4.      Close the template file without making
                                                                  any changes to it or saving it.
                                                          5.      Re-open the Salary Increase Template
                                                                  file.

                                                          6.      Click                       and continue.




File name: SalaryIncrease.doc                                                                        Page 6
Harvard University                                                                     Salary Increase Process
Center for Workplace Development                                                       PeopleSoft Version: 8.9
                                                                                           Prepared by: CWD
                                                                                     Last Updated: 03/05/2007

Salary Increase Process (Menu worksheet)




        There are three worksheets inside the Excel template:

            Menu: allows you to select and load the PeopleSoft extract text file

            Salary Increase Worksheet: main worksheet used to enter salary increases and
                                       modify data

            Bonus Worksheet: will be populated with additional pay data for those receiving bonus-
                             in-lieu from the Salary Increase Worksheet




15.   Click the Import Employee Data button.




               Ignore the Import Subsidiary Spreadsheet button if it appears on the Menu worksheet,
              it is not needed for the Salary Increase Process.




File name: SalaryIncrease.doc                                                               Page 7
Harvard University                                                                         Salary Increase Process
Center for Workplace Development                                                           PeopleSoft Version: 8.9
                                                                                               Prepared by: CWD
                                                                                         Last Updated: 03/05/2007

Select File to Input Employee Data




16.   Select the folder where the extract was saved to and the appropriate file, then click         .

               When you click            , a number of macros will run behind the scenes to format the
               extracted data properly. Depending on the size of the extract, this process may take a few
               minutes. When finished, a popup window (HUCTW popup shown below) will appear
               letting you know how many employee records were imported.




               If you are importing an ASIP or Other file, the message in the popup will state the total
               number of employee records imported for ASIP (the message is the same whether it is an
               ASIP or Other file).



17.   Click the                               tab at the bottom of the Excel screen.




File name: SalaryIncrease.doc                                                                   Page 8
Harvard University                                                                         Salary Increase Process
Center for Workplace Development                                                           PeopleSoft Version: 8.9
                                                                                               Prepared by: CWD
                                                                                         Last Updated: 03/05/2007

Entering Data into the Salary Increase Worksheet


Salary Increase Worksheet (Employee Information section)




               The Salary Increase Worksheet is a very large document. The section between the
               Employee Information and the Apply Increase (ASIP or Structure) black bars contains
               information to help you identify an employee before entering their increase information.
               The data in these columns cannot be changed. This section is the same for the HUCTW,
               ASIP, and Other templates.

               Scroll to the right of the Apply Increase black bar and use these columns to enter salary
               increase information for your employees.

               Although standard Excel sorting will not work in this spreadsheet, you can use the
                       button to rearrange the rows of this spreadsheet to make data entry easier.


                Save your file periodically while you are working. Be sure to rename it by going to
                File > Save As and creating a new file name for the Excel spreadsheet.




File name: SalaryIncrease.doc                                                                   Page 9
 Harvard University                                                                          Salary Increase Process
 Center for Workplace Development                                                            PeopleSoft Version: 8.9
                                                                                                 Prepared by: CWD
                                                                                           Last Updated: 03/05/2007

Salary Increase Worksheet (Apply Increase Section [HUCTW / ASIP / OTHER])

Screenshot of the salary increase worksheet for ASIP




          The salary increase worksheet for HUCTW does not have the Proposed Increase Amount
         column within the Apply (Structure) Increase section.


18.     For each employee, complete the following fields to the right of the black Apply Increase bar:

      Field Name        R/O                                     Description

Increase Effective      N/A     Defaults to date (As of Date) used to create the extract. This field cannot
Date                            be changed.

Increase Action         N/A     The HUCTW (structure), ASIP, and Other increases must have the action
                                code of “PAY.” This field cannot be changed.




File name: SalaryIncrease.doc                                                                     Page 10
 Harvard University                                                                          Salary Increase Process
 Center for Workplace Development                                                            PeopleSoft Version: 8.9
                                                                                                 Prepared by: CWD
                                                                                           Last Updated: 03/05/2007


   Field Name          R/O                                     Description

Increase Reason        N/A      For HUCTW:
                                Field defaults to “UST” and cannot be changed.

                        R       For ASIP and Other, select the appropriate reason for this employee’s
                                increase:
                                MER – Merit Increase (this is the default choice)
                                EEQ – Equity Increase – based on external review
                                IEQ – Equity Increase – based on internal review
                                NOC – No Change (for employees not getting an increase)
                                UCC – Union Contract Change (to be used for contracted salary increases
                                – not ASIP)

                                        You can remove an employee who is not receiving an increase
                                        by selecting their row and clicking             . However, it is
                                        better record-keeping practice to leave the line in, keep salary
                                        increase fields blank, and set the reason to “NOC.”
                                                      should be used if you know that the selected
                                        employee will be included in another spreadsheet.

                                        If you are using an Action code of “NOC,” make sure there are no
                                        values in the Proposed Increase Percent and the Proposed
                                        Increase Amount field.

Proposed Increase       R       For HUCTW:
Percent
                                Enter the employee’s percentage amount (2.6 percent for 7/01/2007) for
                                the structure increase.

                                For ASIP and Other:
                        O       Enter the percentage of the employee’s increase. You must enter a whole
                                number (e.g., if the increase percentage is 2 percent, enter “2”).

                                        You cannot enter values in both this and the Proposed Increase
                                        Amount columns.

Proposed Increase      N/A      For HUCTW (structure):
Amount
                                Not displayed.

                                For ASIP and Other:
                        O       Enter the amount of the employee’s increase (if you have determined the
                                increase by amount).

                                        You cannot enter values in both this and the Proposed Increase
                                        Percent columns.

New Compensation       N/A      After you enter a proposed increase percent or amount, this field will be
Rate                            automatically updated to reflect the employee’s new compensation rate.


File name: SalaryIncrease.doc                                                                    Page 11
 Harvard University                                                                             Salary Increase Process
 Center for Workplace Development                                                               PeopleSoft Version: 8.9
                                                                                                    Prepared by: CWD
                                                                                              Last Updated: 03/05/2007


    Field Name         R/O                                        Description

New Actual Annual      N/A        After you enter a proposed increase percent or amount, this field will be
Salary                            automatically updated to reflect the employee’s new actual annual salary,
                                  which is calculated by multiplying their new compensation rate by their
                                  FTE amount.

                                          An exception is employees who have FTE amounts of .01 (e.g.,
                                          housemasters). These employees will be considered to have an
                                          FTE of 1 for the purposes of this calculation.

BIL (Bonus-in-Lieu)    N/A        If an increase would cause an employee’s new compensation rate to go
                                  over their grade maximum, the spreadsheet will automatically make their
                                  new compensation rate equal to their grade maximum and place the rest
                                  of the proposed increase amount into the BIL (Bonus-In-Lieu) column.

Pay as Additional      N/A        For HUCTW:
Pay?
                                  Not applicable.


                        O         For ASIP and Other:
                                  The Pay as Additional Pay? field is defaulted to “Yes.” If there is an
                                  amount in the Bonus-in-Lieu column:
                                  Leaving the field defaulted to “Yes” means that the employee will be
                                  issued their bonus-in-lieu as a one-time additional payment in their first
                                  paycheck after the increases have been processed.
                                  Changing the field to “No” means that you are authorizing the employee’s
                                  compensation rate to go above the grade maximum and that the employee
                                  should receive the amount spread throughout the year as part of their
                                  normal pay. The spreadsheet will erase the amount in the BIL column and
                                  adjust the new compensation rate accordingly.

Apply Increase for      O         Defaults to “Yes.” Changing this field to “No” indicates that this employee
Employee on                       is on leave and you do not want an increase applied to their compensation
Leave?                            rate. When you upload the data, this line will be skipped and no increase
                                  entered for this employee. If you want to increase their salary at a later
                                  date, you will need to submit a Job Data Change form.


                             If                                                   Then

   You are working on the salary increase worksheet Please go to Step 19.
   for HUCTW and entered all of the structure data

   You are working on the salary increase file        Please go to Step 20.
   worksheet for ASIP / Other and have entered all of
   your data




File name: SalaryIncrease.doc                                                                        Page 12
 Harvard University                                                                          Salary Increase Process
 Center for Workplace Development                                                            PeopleSoft Version: 8.9
                                                                                                 Prepared by: CWD
                                                                                           Last Updated: 03/05/2007

Salary Increase Worksheet (Apply Progression Increase Section [HUCTW ONLY])




19.     For each employee, complete the following fields to the right of the black Apply Progression
        Increase bar:


      Field Name        R/O                                     Description

Increase Effective      N/A     Defaults to date (As of Date) used to create the extract. This field cannot
Date                            be changed.

Increase Action         N/A     HUCTW (progression) increases must have the action code of “PAY.” This
                                field cannot be changed.

Increase Reason         N/A     Field defaults to “UPG” and cannot be changed.

Proposed Increase       N/A     HUTCW (progression) amount defaults in based on the employee’s salary
Amount                          grade and service. This field cannot be changed.


New Compensation        N/A     This field automatically updates to reflect the employee’s new
Rate                            compensation rate.


New Actual Annual       N/A     This field automatically updates to reflect the employee’s new actual
Salary                          annual salary, which is calculated by multiplying their new compensation
                                rate by their FTE amount.

BIL (Bonus-in-Lieu)     N/A     If an increase would cause an employee’s new compensation rate to go
                                over their grade maximum, the spreadsheet will automatically make their
                                new compensation rate equal to their grade maximum and place the rest
                                of the proposed increase amount into the BIL (Bonus-In-Lieu) column.

Pay as Additional       N/A     Not applicable
Pay?




File name: SalaryIncrease.doc                                                                     Page 13
 Harvard University                                                                           Salary Increase Process
 Center for Workplace Development                                                             PeopleSoft Version: 8.9
                                                                                                  Prepared by: CWD
                                                                                            Last Updated: 03/05/2007


      Field Name          R/O                                   Description

Apply Increase for         O     Defaults to “Yes.” Changing this field to “No” indicates that this employee
Employee on                      is on leave and you do not want an increase applied to their compensation
Leave?                           rate. When you upload the data, this line will be skipped and no increase
                                 entered for this employee. If you want to increase their salary at a later
                                 date, you will need to submit a Job Data Change form.

Apply Increase             O     Defaults to “Yes.” Changing this field to “No’ indicates that this employee
                                 will not be paid a progression increase (by changing to “No” the Proposed
                                 Increase Amount field goes to blank).

                                         Always check with your local HR office before turning-off an
                                         employee’s progression amount.



20.     When you have finished entering all of the salary increase information, click
        to generate bonuses-in-lieu (BIL) entries from the Salary Increase worksheet to the Bonus
        worksheet.


                    For HUCTW, the template will enter a line for each bonus an employee is receiving. For
                    example, an employee that is receiving a bonus for both structure and progression
                    will receive two lines in the Bonus worksheet.

                 Do not click                    until you have entered all of the regular salary increase
                 information; you should only click this button once. Clicking it more than once will cause
                 any bonuses-in-lieu to appear on the bonus worksheet multiple times.

                 If you have clicked the button more than once or have clicked the button prior to
                 completing the Salary Increase worksheet, simply delete the rows of bonuses on the
                 Bonus worksheet and then click                       to reprocess the bonuses on the
                 Bonus worksheet.

21.     Click the                       tab at the bottom of the Excel screen.




File name: SalaryIncrease.doc                                                                     Page 14
Harvard University                                                                           Salary Increase Process
Center for Workplace Development                                                             PeopleSoft Version: 8.9
                                                                                                 Prepared by: CWD
                                                                                           Last Updated: 03/05/2007

Bonus Worksheet




                   You will need to enter costing prior to saving the Bonus worksheet and uploading it
                   through the Additional Pay Upload process.


22.    This worksheet will be pre-populated with all of the employees who received bonuses-in-lieu on
       the Salary Increase worksheet.

             The Bonus Worksheet can be used only to upload the “BIL” Earnings Code, for all other
             bonus codes you must use the Additional Pay Upload spreadsheet.

            The “BIL” Earning Code automatically defaults the goal amount = earnings amount, which
            ensures that the bonus be paid only once.

As required, complete or review the following fields:

      Field Name         R/O                                  Description

Last Name, First          R     Use these fields to confirm the identity of the employee who will be
Name, Employee                  receiving the listed bonus.
ID, and Employee
Record #

Earnings Code             R     For HUCTW:
                                Do not change the Earnings Code; it can only be “BIL.”


                                For ASIP and Other:
                                Do not change the Earnings Code; it can only be “BIL.”

                                    If you need to pay other non-BIL bonuses, please download the
                                    Addl Pay Upload Spreadsheet Template from Eureka.




                                    If you are copying amounts from the Bonus Worksheet to the
                                    Additional Pay Template, be sure to enter a goal amount or end-
                                    date to prevent the bonus from being paid multiple times.




File name: SalaryIncrease.doc                                                                    Page 15
        Harvard University                                                                           Salary Increase Process
        Center for Workplace Development                                                             PeopleSoft Version: 8.9
                                                                                                         Prepared by: CWD
                                                                                                   Last Updated: 03/05/2007


              Field Name         R/O                                     Description

       Effective Date            N/A    For bonuses that were generated from the Salary Increase worksheet:
                                        The default date will be the same As of Date used in the Salary
                                        Increase worksheet. Do not change this date.


                                  R     For other BIL bonuses you manually enter on the Bonus worksheet:
                                        Enter the date.

       BIL/Bonus                  R     The dollar amount of the bonus or bonus-in-lieu.

       Tub, Org, Fund,            R     Enter the costing codes that this bonus should be applied to.
       Activity, Sub-
       Activity, Root                           Valid costing codes must be provided for each bonus, or it will
                                                not be processed correctly. Object codes are not required, as
                                                the employees’ job records will determine them.



                 If you need to split-code a bonus or bonus-in-lieu to two or more costing combinations:

               1.       Select the appropriate line, click           .




                 2.        Change the costing of the newly added row(s).
Click the
row number
you want to
                 3.        Split the bonus amount between the row(s) that were added. For example, if the total
copy                       bonus amount was $973.68 and it required two lines of costing at 40 and 60 percent,
                           you need to change the BIL/Bonus field of both the original row and the copied row to
                           $389.47 and $547.21.




       File name: SalaryIncrease.doc                                                                      Page 16
 Harvard University                                                                        Salary Increase Process
 Center for Workplace Development                                                          PeopleSoft Version: 8.9
                                                                                               Prepared by: CWD
                                                                                         Last Updated: 03/05/2007

Saving the Worksheets

        For the HUCTW, ASIP, and Other salary increases, you will need to save your worksheets as
        tab-delimited text files. You only need to save the Bonus worksheet if there are bonus entries.

23. Click the Salary Increase worksheet tab and then click File > Save As.

24. In the Save As dialog box, create a new file name for the text file (use a naming convention that
    distinguishes the Salary Increase worksheet from the Bonus worksheet).

            The text file name must be less than 64 characters.

25. Set the Save as type: to “Text (Tab delimited) (*.txt).”

26. Click Save.

27. When you are warned that the “selected file type does not support workbooks with multiple sheets,”
    click      .

28. When warned that the “file may have features that are not compatible with “Text, (Tab
    Delimited),” click      .

29. Repeat steps 23 through 28 for the Bonus worksheet (if applicable).

30. Exit Microsoft Excel.

31. When asked to “save changes,” click         and create a new file name (if you have not done so
    on a previous save) for the Excel spreadsheet. Change the Save type to “.xls.”

Uploading the Salary Increase Data

        For HUCTW, you must upload your text file twice (first for structure and then for
        progression).

        For the ASIP and Other salary increase, you will upload your text file once.

        To upload the Bonus worksheet (BIL data) text file, please refer to the Additional Pay Upload Process
        instructions, available on Eureka under the Personnel Actions category
        (http://eureka.harvard.edu/Eureka/getdocument.cfm?id=184). Go to step 12.


32. Open PeopleSoft and follow the navigation path: Harvard Processes>Extract/Upload>Salary
 Increase Upload.


33. Click            and select a Run Control ID from the list.

                  If you have never created a Run Control ID, click                , type a Run Control ID
                  name, and then click       .




File name: SalaryIncrease.doc                                                                  Page 17
Harvard University                                                                                 Salary Increase Process
Center for Workplace Development                                                                   PeopleSoft Version: 8.9
                                                                                                       Prepared by: CWD
                                                                                                 Last Updated: 03/05/2007

34. Select Upload Type.

         When uploading the HUCTW salary increase text file, select Structure (or Progression,
         if you have completed the structure upload) and enter the effective date (07/01/20XX) in the
         Effective Date of Increase field.

                               Always upload structure first, then progression.

         When uploading an ASIP or Other salary increase text file, select ASIP / Other Union. The
         Effective Date of Increase field automatically defaults to 07/01/20XX. Do not change the date
         for ASIP. If Other, change the date, if applicable.
35. Click                                   .   .


36. Click         .        .

37. Select the appropriate file to upload and click                . This will return you to the File Upload screen.

            If you selected the wrong file, click             . To view the file you selected, click          .

38. Click             .

39. Click the drop-down arrow on the Server Name field and select PSUNX.

40. Click             . This will return you to the File Upload screen.

              Make a note of the Process Instance number that is directly below the RUN button.

41. Click                       to view the status of the extract you are uploading.

42. Click              .

43. When the run status of your extract changes to “Success,” click               .


                 If the Run Status is No Success or Error, click Details. Click View Log/ Trace, the
                 Report/Log Viewer will open. Click Trace File. View the trace file to identify the error. If
                 the error is not readily explainable, call your Central Payroll customer service
                 representative for assistance.

Verifying Employee Records

44. Follow the navigation path: Harvard Processes>Extract/Upload>Salary Increase Inquiry
45. Enter the Process Instance number and click         .
                 If you did not copy the Process Instance number, search by your User ID to limit your
                 search. If you do not enter a search criterion, you will need to sort through ALL of the
                 salary increase files that have been uploaded to the PeopleSoft system.
                 If you accidentally select a file that is not in your security view, the inquiry page will
                 open but all sensitive data will be “**” and not viewable.




File name: SalaryIncrease.doc                                                                          Page 18
   Harvard University                                                                        Salary Increase Process
   Center for Workplace Development                                                          PeopleSoft Version: 8.9
                                                                                                 Prepared by: CWD
                                                                                           Last Updated: 03/05/2007

  46. Review the fields in the Salary Increase Inquiry screen. The Transaction Description column will
      provide details on each of the records you uploaded.

                  For records that were unsuccessful, review the error message (see the error messages
                  section below) to determine the reason the record failed. Once you have determined the
                  reason for the error, you can correct the failed records two ways:
                         1.   Open your saved Excel spreadsheet, make corrections to the failed records,
                              and delete the rows that were successfully uploaded. You will then need to
                              repeat the steps above, starting with step 20.
                                   You cannot cut and paste from the Salary Increase template. You must
                                   either re-extract your data into a new template or modify your
                                   original (saved) extract template.
                         2.   Use the Job Data Change form to manually process the employee’s salary
                              increase.


                  If you cannot determine the cause of the error, please contact your Central Payroll
                  customer service representative for assistance.
  47. If you are uploading a HUCTW salary increase, repeat steps 32 through 46 for the progression
      increase.
  48. Once you have completed the salary increase upload(s), you will need to upload the bonus-in-lieu file (if
      applicable). Please refer to the Additional Pay Upload Process instructions, available on Eureka at:
      http://eureka.harvard.edu/Eureka/getdocument.cfm?id=184 . Go to Step 12 in the instructions.

  Error Messages

    Transaction                   What does it mean?                           What should you do?
    Description

Process Successful     Employee’s increase was processed          Give yourself a pat on the back!
                       successfully.

Warning: Over Max      Employee’s new salary exceeds PS      The new rate was successfully updated.
Comp, No BIL           Salary Grade Range. Department has    Review and make sure this is how the
                       indicated they do not want to process employee’s increase should have been applied.
                       BIL; monies applied to Base
                       Compensation Rate, which exceeded the
                       employee’s salary grade

Appointment End        Appointment End Date <= Effective Date To process this increase, you must first extend
Date Error             of Increase.                           the employee’s Appointment End Date via the
                                                              Job Data Change form or Term Appointment
                                                              Upload Process (if extending a group of
                                                              employees).

Employee Status        Employee Status on spreadsheet does        Review the employee status. If the employee
Error                  not match the PS Job Data (e.g.,           status should not have changed, contact your
                       employee was active at the time of the     Central Payroll customer service representative
                       extract, but now is terminated).           for assistance.




  File name: SalaryIncrease.doc                                                                  Page 19
   Harvard University                                                                             Salary Increase Process
   Center for Workplace Development                                                               PeopleSoft Version: 8.9
                                                                                                      Prepared by: CWD
                                                                                                Last Updated: 03/05/2007


    Transaction                    What does it mean?                             What should you do?
    Description

Employee Not Found      Employee (Emplid, Empl Rcd) does not         Review employee ID and employee record
                        exist in PS.                                 number.

Effective Date          There is a Job Data row effective dated      To correct this you can:
Mismatch                later than the effective date of the upload.
                                                                     Perform another extract for this employee
                        Most likely someone processed a Job          (which would include the change to the Job
                        Data Change form for this employee           Data row) and re-upload their data.
                        during your department’s blackout period.
                                                                     or
                                                                     Process a Job Data Change form for the
                                                                     employee’s salary increase and instruct Central
                                                                     Payroll to carry the salary increase row(s)
                                                                     forward (if necessary).

Bypass LOA when         Employee is on Leave of Absence              No increase occurred (no row is added to the
NO                      (LOA/PLA) and the department has             Job Record). Review and make sure that this
                        indicated that s/he should not receive the   employee should not have received a salary
                        salary increase.                             increase.

No Match: Annual        Job Data values on extract/spreadsheet       To correct this you can:
Rate                    do not match PS Job Data values.
                                                                     Perform another extract for this employee
No Match: Comp Rate                                                  (which would include the change to the Job
                                                                     Data row) and re-upload their data.
                        Depending on the job element specified
No Match: Employee      in the error, this specific value has        or
Status                  changed from the time data was
                                                                     Process a Job Data Change form for the
                        extracted and when it was uploaded
No Match: First Name                                                 employee’s salary increase and instruct Central
                                                                     Payroll to carry the salary increase row(s)
No Match: Job Code                                                   forward (if necessary).

No Match: Last Name

No Match: Rate Code

Save Error On JOB       Employee’s new salary increase could         Try to resubmit the employee’s record or use
                        not save successfully to PS Job Data         the Job Data Change form to process the
                                                                     employee’s salary increase.

Invalid Action Code     Action/Reason Code chosen on                 Notify HR Product Management Team
                        spreadsheet is not valid in PS
Invalid Reason Code     Action/Reason Table.

Invalid Union Code      Union Code indicated on spreadsheet is       Notify HR Product Management Team
                        not valid in PS Union Table.

Union Code Inactive     Union Code indicated on spreadsheet is       Notify HR Product Management Team
                        not active in PS Union Table.




   File name: SalaryIncrease.doc                                                                      Page 20

								
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