Processing Mass Salary Increases

This chapter discusses how to:

• Update salaries by salary plan or pay group.

• Update salaries by job code.

• (USF) Administer mass pay adjustments.

Updating Salaries by Salary Plan or Pay Group

This section provides an overview of updating salaries and discusses how to update the job compensation rate.

Understanding Salary Updating

Use the Update by Sal Plan/Paygroup (update by salary plan or pay group) process to perform salary grade or step updates for all workers in a salary grade. This functionality is useful if the compensation changed retroactively. Use pay group parameters or salary plan parameters to run the update.

The system performs the following processes for all workers in the specified pay group or salary grade during the specified time period:

• For grade changes, the system checks the Salary Grade table for any changes in minimum, midpoint, and maximum pay rate during the specified dates for the worker's job. If it finds a pay rate change, it enters a new job row with the effective date of the grade change.

• For step changes, the system compares the compensation package of the worker with the package of the step. If it finds a change in the step, it enters a new job row with the effective date of the step change, the new package, and marks it as a manual change.

You complete these steps to run the Update by Sal Plan/Paygroup process:

1. Run the process (CMP008) using PeopleSoft Application Engine to apply the update to the salary plan or pay group.

2. Run the SQR report (CMP008) to review the data created by running the process.

3. In a separate run, run process HR_SP_CI using PeopleSoft Application Engine to load data to the Job Data pages for your workers.

Note. You run all these processes from the same run control page but you must run the CMP008 Application Engine program and SQR report to completion before you run the HP_SP_CI Application Engine program.

After the processes have run, you can use the Below Minimum Analysis report to audit your work. The Below Minimum Analysis report lists the salary grades containing workers under the minimum, the associated minimum amount, the worker's annual rate, and the amount below both in dollars and as a percentage. The report displays those workers whose HR Status is Active, Leave of Absence, Suspended, or Leave with Pay,

Page Used to Run the Sal Plan/Paygroup Process

Updating the Job Compensation Rate

Access the Update By Plan/Paygroup page (Compensation, Base Compensation, Maintain Plans, Update by Plan/Paygroup, Update By Plan/Paygroup).

Report Request Parameter(s)

Process By

Paygroup Parameters

Salary Administration Plan

See Also

Defining Salary Plan Characteristics

Updating Salaries by Job Code

This section provides an overview of the Update by Job Code process and discusses how to reclassify a job code.

Understanding the Update by Job Code Process

Use the Update by Job Code process to update salary data for all workers in a job code when you change the job code salary administration plan, grade, or step in the Job Code table. The process inserts a new job row with the action and action reason codes that you specified on the Run Control page. The effective date of the change is the From Date that you specified as the run control parameter.

Page Used to Update by Job Code

Reclassifying a Job Code

Access the Update By Job Code page (Compensation, Base Compensation, Maintain Plans, Update By Job Code).

Report Request Parameter(s)

Process By

Jobcode Parameters

See Also

Pages Used to Assign and Approve Merit Increases

(USF) Administering Mass Pay Adjustments

To administer mass pay adjustments for federal workers, use the Mass Pay Adjustments USF (MASS_PAY_SETUP) and Create Mass Pay Adjustment USF (RUN_FGPY005) components.

This section provides overviews of mass pay adjustments and mass pay adjustment parameters and discusses how to:

• Define a mass pay type.

• Define a mass pay plan.

• Define mass pay adjustments.

• Generate a mass pay adjustment report.

• Load salary information into tables.

• Enter designated agent information.

Understanding Mass Pay Adjustments

PeopleSoft Human Resources for U.S. Federal Government enables you to administer and manage mass pay adjustments.

During the calendar year, the U.S. President or his or her pay agent may authorize changes in the salary structures for executive branch workers covered by Title 5 of the United States Code. This authority extends to other workers covered under other sections of Title 5, as well as some workers covered under other sections of the law.

The President may also authorize changes in geographic comparability adjustments, such as Locality Pay Adjustments, Interim Geographic Adjustments, or Special Pay Adjustments for Law Enforcement Officers, authorized by the Federal Employees Pay Comparability Act (FEPCA) and administered under 5 USC 5304.

The U.S. Congress, as well as heads of certain agencies, has the discretionary authority to adjust pay for certain categories of their workers. These authorities generally authorize pay adjustments for salaried workers to be effective government-wide at the beginning of the first pay period of the new calendar year.

You complete these steps to administer mass pay adjustments:

1. Define mass pay adjustment parameters on the Mass Pay Type page and the Mass Pay Plan page.

2. Process a pay adjustment for workers on the Create Mass Pay Adjustments page.

3. Generate a mass pay adjustment report.

Defining Mass Pay Adjustment Parameters

Before performing mass pay adjustments, you must define Mass Pay Types and Mass Pay Plans for each Mass Pay Adjustment Type. The Mass Pay Adjustment Types that are available include:

• Annual Federal Wage Service

• FWS Special Rate Increase

• GS Annual Pay Adjustment

• GS Special Rate Increase

• LEO Special Pay Adjustment

• Locality Pay Adjustment

Note. Mass pay adjustments can be processed using either a percentage increase or a calculated increase using the updated pay table salaries. Once a pay adjustment is calculated, you must update the Next Scheduled Pay Adjustment data in the Salary Plan table.

Pages Used to Define Mass Pay Adjustments

Defining a Mass Pay Type

Access the Mass Pay Type page (Set Up HRMS, Product Related, Payroll for North America, Compensation and Earnings, Mass Pay Adjustments USF, Mass Pay Type).

Percentage	Specify the percentage of increase for the pay adjustment. If the calculation type on the Mass Pay Plan equals Percent, the system will use the value in this field. The Effective Date and Percentage entered become part of the key fields in the Mass Pay Plan table.
Action	Specify the appropriate action code for this mass pay adjustment. The value selected here will be reflected on the Data Control page at the worker level.
Reason Code	Enter the corresponding reason code for the specified action. The value selected here will be reflected on the Data Control page at the worker level.
Nature of Action Code	Enter the nature of action (NOA) code that justifies this mass pay.
Authority Order No.	Use this free-format field to enter the executive order number or other legal authority number that identifies which executive order was issued for pay raises. This information will print on SF50.

Defining a Mass Pay Plan

Access the Mass Pay Plans page (Set Up HRMS, Product Related, Payroll for North America, Compensation and Earnings, Mass Pay Adjustments USF, Mass Pay Plans).

Pay Plan	Enter the pay plan for the group of workers to receive the pay adjustment. You can include multiple pay plans, if necessary.
Authority (1), Authority (2)	Enter the legal authorities for the mass pay adjustment.
Calculation Type	Specify the type of calculation to be used in pay adjustment processing: Pay Tables, Percentage, or Special Calculation Routine.
Pay Table Action	Specify which pay table entries should be included or excluded from the pay adjustment. Values are Exclude Tables Listed, Include All For Pay Plan, and Include Tables Listed. Unless all pay tables are to be included in processing pay adjustments, the Pay Tables link will appear, enabling you to specify the appropriate selections.
Pay Tables	Select this link to specify the pay tables to include or exclude when processing this mass pay adjustment.

Defining Mass Pay Adjustments

Access the Create Mass Pay Adjustments page (Set Up HRMS, Product Related, Payroll for North America, Compensation and Earnings, Create Mass Pay Adjustment USF, Create Mass Pay Adjustments).

Pay Adjustment Type	Select the type of pay adjustment to be processed by agency. You can process multiple agencies and pay adjustment types.
Percentage	Specify the percentage of the pay adjustment.
GVT Mass Pay Adj Process Act (government mass pay adjustment process action)	Indicate whether you want to generate a report only or process the action and produce a report.

Important! Run the Mass Pay Adjustments Application Engine process before you run the Mass Pay Adjustments SQR report.

Note. Make sure that an entry for Mass Pay (FGPY005) for the USFED transaction appears on the Transaction Setup page (Set Up HRMS, Product Related, Workforce Administration, Workforce Data USF, Approval Transactions). Click the Batch Programs tab to verify that the USFED transaction is included.

Generating a Mass Pay Adjustment Report

The Mass Pay Adjustment report lists workers who cannot be processed. For one condition or another, the workers listed in this error report failed to be updated.

You can generate this report only after running the pay adjustment process. This report should not be run with the processing of the adjustment since it relies on a table that is created by that process—otherwise, no results will be generated. If you run this report before processing the Mass Pay Adjustment, you will be able to determine which workers have an exception. Then, you can process the exceptions manually.

These types of exceptions will appear in the report:

• Pay Rate Determinant of worker—review and process manually.

• Future effective-dated action detected—review and process manually.

• Duplicate action found for transaction—review and process manually.

• No pay rate found for the worker.

• No hourly conversion factor for worker standard hours.

• The FEGLI base rate is not updated because of the override flag.

Once the Mass Pay Adjustment process executes, the Mass Pay Type Definition you created will be updated with a status of Processed.

Loading Salary Information into Tables

Access the Load Salary Tables USF page (Set Up HRMS, Product Related, Payroll for North America, Compensation and Earnings, Load Salary Tables USF).

Wage System Tables	Select this check box if you want the system to import information from the tables containing data for wage system employees.
Input Filename	Enter the path to the file from which you want to load salary table information.
Next Scheduled Pay Adjustment	Select or enter the date of the next scheduled pay adjustment.
Salary Matrix Code	Select the salary matrix code. Salary matrices define the common characteristics of a salary plan.
Company	Select the name of the company for which you wants to load salary table information.

Entering Designated Agent Information

Access the Designated Agents page (Set Up HRMS, Product Related, Payroll for North America, Compensation and Earnings, Designated Agents USF).

Note. In the Payroll Interface application on the Payroll Options 2 page, you can enter a different location code to use as a sort option for printing checks. In this case, the system uses the designated agent address and transmits the check for office delivery. If you select the Other Location option, you also must select a setID and a location code. On the Address Information page in Workforce Administration, the designated agent identifies the person designated in the employee's agency to whom the employee's check is mailed. This value is prompted from the Designated Agent table.