55 Work with Pay Grade Step Administration
Employees whose jobs are associated with pay grade steps can receive a pay rate increase when they move to the next pay grade step within a pay grade or range of pay grades. For example, you might have a pay grade, A, that contains pay steps A1, A2, and A3. Employees in step A1 receive 15.00 per hour, employees in step A2 receive 15.50 per hour, and employees in step A3 receive 16.00 per hour. To change an employee's pay, you must do one of the following:
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Advance the employee to the next step for the pay grade. The process of advancing from one pay grade step to another is called pay grade step progression.
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Change the pay rate associated with the pay grade step.
You typically advance an employee to the next pay grade step when the employee has been in the current step for a specific amount of time. To streamline the task of advancing employees to the next pay grade step, you can use a work group to select a group of employees and simultaneously advance them to the next pay grade step. You can apply pay grade step changes to both primary and secondary jobs.
When you use a work group to advance employees to the next pay grade step, you can review step progression information before you apply it to the employee records. You can also delete employee records from a review group, if necessary. After you review and verify work group information, you can run a program to update that information to employee records.
Occasionally, you might need to adjust the pay rates for your pay grade steps. For example, you might need to enter a cost-of-living increase for all pay grade steps. When you use pay grade step administration to apply the cost-of-living adjustment to a pay grade step, all of the employees in that pay grade step receive the increase.
This chapter contains these topics:
55.1 Creating a Work Group
From Human Resources (G08), choose Job Specifications
From Job Specifications (G08J1), choose Pay Grade/Step Administration
From Pay Grade/Step Administration (G08J2),choose Create Review Work Group
To specify the employees who need to advance to the next pay grade step, you create a work group. The employees that you specify do not need to be in the same pay grade and step. For example, you could select a group of employees by a particular job title or status, such as elementary school teachers who are completing a year's service.
For an employee who has multiple jobs, the work group includes each of those jobs that meets your selection criteria. The employee can advance to the next pay grade step for one job and not advance for other jobs.
To review pay grade step information for the employees that you included in the work group, you can print an optional report.
Figure 55-1 Build Grade Progression Work Group Report
Description of ''Figure 55-1 Build Grade Progression Work Group Report''
55.2 Reviewing Work Group Information
From Human Resources (G08), choose Job Specifications
From Job Specifications (G08J1), choose Pay Grade/Step Administration
From Pay Grade/Step Administration (G08J2), choose Reviewing Work Group Summary
After you create a work group for pay grade step progression, you can review pay information for each of the employees in the review group. If you have created more than one work group, you can review combined totals for all work groups. Use these totals to verify that the pay changes that result from the pay grade step progression do not exceed the amounts that your organization has allotted for pay increases.
To verify that the correct employees are included in a work group, you can review detailed information.
If the work group contains incorrect records, you can delete an entire work group or delete individual employee records from a work group.
To review work group information
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Review the information.
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To review detailed information for a specific work group, choose the Review the Work Group option.
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On Review Work Group Detail, complete any of the following fields to limit the work groups that appear:
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Union Code
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Locality
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Pay Grade
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Pay Grade Step
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55.2.1 What You Should Know About
55.3 Updating Employee Records with Step Progression Information
From Human Resources (G08), choose Job Specifications
From Job Specifications (G08J1), choose Pay Grade/Step Administration
From Pay Grade/Step Administration (G08J2), choose Update Employee Master/Mult-Job
After you have created and reviewed the work group, you can run a program to update the employee records with the new pay grade step information. For each employee included in the update, the program updates:
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Pay grade
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Pay grade step
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Salary
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Hourly rate
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Hours per day
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Hours per year
For employee records that are associated with contract calendars, the effective date of the pay grade step change must be greater than or equal to the start date for the contract calendar. If the effective date of an employees salary change is less than the calendar start date, the system uses the calendar start date as the effective date of the pay change.
55.4 Updating Pay Rates for Pay Grade Steps
From Human Resources (G08), choose Job Specifications
From Job Specifications (G08J1), enter 29
From Job Specifications Setup (G08J4),choose Pay Grade Step Table
After you set up pay grade steps, you can easily update their pay rates when you need to enter a cost-of-living increase or other pay adjustment. When you need to apply the same rate change to multiple pay grade steps, you can enter the new amount or a percentage change once, and the system automatically applies the change to all of the steps in the group.
To update pay rates for pay grade steps
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To locate the pay grade steps you need to update, complete any of the following fields and press Enter:
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Pay Class
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Union Code
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Locality
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Effective Date
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Pay Grade
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Complete the following field:
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Effective Date
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Complete either of the following fields:
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Percent
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Amount
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To cause the system to calculate the new pay rate for each pay grade step, choose the Calculation Update function.
| Field | Explanation |
|---|---|
| Percent | An abbreviation for percentage.
Form-specific information On this form, the percentage is the percent increase you want to apply. |
| Amount | This field represents a monetary amount increase that the system will apply to the selections on the form. |