Running the WGI Automatic Action

To process automatic within-grade increases:

1. Verify all of the data required for automatic WGI processing.

   To enable the system to run WGI automatic actions, you must first set up required position and employee data. You may have already entered the necessary information when hiring the employee. Now, verify information throughout your PeopleSoft Human Resources system, at both the table level and the employee level. If the employee has multiple data rows, you only need to verify the current row. All of the following conditions must be met for the system to process an automatic within-grade increase:

   1. Selected the Pay Plan is Eligible for Auto Within Grade Increase check box on the Pay Plan Table page.

   2. Defined pay calendars for the current year plus the next three years on the Pay Calendar Table page.

   3. Ensured each step has a next step increment value in the Weeks column on the Salary Step Table page.

   4. Set the overall review rating to Satisfactory or better within last 15 months on the Employee Appraisal 1 page.

   5. Selected a work schedule of Full Time, Baylor Plan, or Part Time on the Position Data page.

   6. Set WGI status to Waiting or Approved on the Employment 1 page.

   7. Ensured that the Reports To Position field contains a valid entry on the Employment 2 page.

   8. Verified that the step isn't the highest in grade on the Compensation Data page.

      Note:

      If you are using the Manage Positions business process, the Report To Position field on the Employment 2 page is unavailable for data entry. To edit the field, select the Position Override check box on the Position Data page and change the position this employee reports to. You can also identify the reports to position on the Position Data – Description page. To do this, select Organizational Development, Position Management, Maintain Positions/Budgets, Update Position Info.

2. Run the 60 Day WGI Notices process from the Process Automated Actions USF page.

   This process identifies employees with a WGI due date within the next 60 days and a WGI status of Waiting or Approved. The system:

   • Adds a row to the automatic action control table (GVT_AUTO_ACTN).

     This table records the employee ID, employee record number, automatic action type, and automatic action date. This table also indicates whether the notification was sent to the specified worklist, whether the action was processed, and whether notification of the processed action was sent to the specified worklist.

   • Identifies employees who will receive a within-grade increase within 60 days and creates supervisor notifications.

     After the notices are created, the supervisor has until the WGI due date to deny or postpone the increase. If the supervisor doesn't respond, the system processes the step increase. To prevent the automatic within-grade increase from occurring, the supervisor must change the WGI status to Denied, Postponed, or N/A on the current row and insert a new row with the new WGI due date and WGI status of Waiting or Approved. The system also creates notices for employees who have a condition preventing automatic WGI processing.

   • Changes the WGI status on the employees' current Employment 1 pages to Approved, if the employees meet all of the WGI criteria.

   • Sends upcoming WGI notices to supervisor worklists.

3. Run the Load Within Grade Increases process from the Process WGI Auto Action USF page.

   In this process, the system updates records of employees previously identified in the 60-Day WGI Notices process, unless you have denied or postponed their increases.

4. View notices of upcoming WGIs on the Within Grade Incr Notice USF page.

   After viewing these online messages of impending WGI due dates, verify that the employee will fulfill all of your agency's requirements by the specified date. To prevent the WGI from occurring, you must change the employee's WGI status to Denied, Postponed, or N/A on the current Employment 1 page. Also, insert a new row with an updated WGI due date and WGI status of Waiting. You can also view notices for employees who do not receive automatic WGIs or for whom you must manually process a WGI.