Submitting a Promotion/Demotion in MSS

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Self-Service HR 5.2
PROHRI25 [ 16-APR-07 ]

Scope

This procedure covers submitting promotions/demotions that do not include a change in department (or Organization).  If the promotion/demotion includes a change in department (Organization) that is not within your direct report, contact the Director of Compensation and Organizational Design [creckdenwald@ithaca.edu] through whom the process must begin.

Policy

Only employees with Manager Self-Service responsibilities can access MSS. Here managers view or submit changes to information in the records of employees who directly report to them, or who are in departments that directly report to them.

Always select a reason for salary change when processing a Manager Self-Service transaction that includes a change in salary or hourly rate.

Distribution

Manager Self-Service User*

Ownership

The HRIS Director [bgriffin@Ithaca.edu] is responsible for ensuring that this document is necessary and that it reflects actual practice.

Activity Preface

This activity is performed whenever you would like to submit a promotion or a demotion for an employee via MSS that does not include a change in department (Organization).

A Promotion indicates that an employee has been promoted to a higher job classification.

A Demotion indicates that an employee has been changed to a lower job classification.  This may occur if:

When a record change is submitted through Manager Self-Service, the information goes through a workflow for approval.  There is a time-delay as the transaction is processed.  When it has gone completely through the workflow, you will receive an email notification.

Refer to An Overview of the MSS Approval Process [REFHRI01] for details on the MSS Workflow.

The job title Manager refers to:

Manager

1. Access Manager Self-Service

Refer to Accessing Manager Self-Service [NAVHRI04]

2. Select “Change Assignment”.

If you are not presented with a hierarchical view of “My Employees”, goto task #3. Otherwise, goto task #4.

3. Search for the employee who is being promoted/demoted by entering the last name of the employee in the search field and click on the “Go” button.

4. Click the Action icon  for the employee who is being promoted/demoted.

5. Enter Effective Date.

Remember, except for New Hire, Rehire and Termination Transactions, all Manager Self-Service transactions must have a pay period begin date for the effective date. A link to the payroll scheduler is available on this page to assist with the pay period begin date requirement. Click the [Continue] button.

6. Change Assignment Data as needed.

After you have entered the organization (department), click on the flashlight and click on the Go button in the search window to bring up a list of all valid positions for that organization. Choose the correct position from the list of valid positions for this organization by clicking on the Quick Select icon Select.

7. Click the [Next] button to go to the Location page.

You will usually not need to make any changes to the location for a promotion or demotion.

9. Make Changes (if any) to the Employee's Work Schedule.

The promotion/demotion may require the employee to work a different shift or a different number of hours per week.

If the promotion/demotion changes the Assignment Category, make the appropriate change.  Remember that the term "Regular" designates employees who are in ongoing positions, and "Temporary" designates employees who have a period of employment with a definite end date.

10.    Click the [Next] button to get to the Pay Rate page.

11.    Make Changes to the Employee's pay rate.

You can enter information in any of the fields to affect the employee's pay rate according to the function.  The top left region of the window displays current pay rate information.  The Proposed Pay Rate grid is where you should enter the new pay rate.  The top row of this grid shows the change amount and the bottom row shows the value of the new pay rate.

Enter the desired data in one of the fields and depress tab, or click in any other change field.

Parnassus will make the calculations and populate the remaining pay rate fields.  To indicate a decrease in pay rate, enter a minus sign before the number in the middle row, or enter the lower rate in the New Pay Rate field.

Example: -4.50 in the hourly rate field of the top row will decrease the current hourly rate by $4.50.  A negative number in any box on the bottom line is invalid.  It is not possible to pay an employee a negative amount.

If you want to change an amount in a field that you have already affected, click in one of the fields, enter a new value and tab or click in any other change box.  This will recalculate all values

12.    Click the [Next] button to go to the Review Screen.

13.    Review the transaction details.

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14.    Additional Information, Attachments.

This electronic communication can be an email notification, an electronic version of a paper letter, or a transcribed copy of a paper letter.  This information helps to clarify and ensure accuracy of the transaction and becomes a permanent part of the employment record.

15.    Add Comments to Approver on the Review page.

Here you can add comments to the record which will only be viewed by the parties in the workflow approval process.  Add approval comments to provide additional information to aid in the workflow approval process, such as when an employee’s wages should be charged to an account that is not the default (primary) account for salaries in that department.

This comment will not be attached to the employee's permanent record; rather, it will be attached to the workflow and will assist those who approve the transaction.  Comments will help the transaction to move through the workflow faster.

16.    Print the Review page for your records if you desire.

This step is optional.

This will open a new window from which you should select File and Print from the tool bar.

17.    Close the new window after you have printed your review page.

It is helpful to retain a hardcopy of the confirmation for your temporary records.  When you receive notification that your transaction has been completed, you can dispose of the hardcopy.

18.    Click the [Submit] button on the Review screen.

This should be done when all the data is confirmed correct and all comments have been added.

You will receive a confirmation that the transaction was submitted to the workflow for approval.  This is not confirming that the transaction was approved; it simply confirms that it was submitted.

19.    Click the “Home” link  or button to return to the Main Menu when you are finished.

You can continue to work with Manager Self-Service from the main menu.

20.    Click the Logout link when finished with Manager Self-Service to properly disconnect from Parnassus.

End of activity.


Submitting a Promotion/Demotion in MSS: Flowchart Start Manager Task #1 Task #2 Decision Manager Task #3 Manager Task #4 Task #5 Task #6 Task #7 Task #8 Task #9 Task #10 Task #11 Task #12 Task #13 Manager Task #14 Task #15 Task #16 Task #17 Task #18 Task #19 Task #20 End