Scope
This procedure covers submitting an increase
or decrease to an employee's salary. This procedure is not to be used for
Annual Review.
Documentation for the Annual Review process
is available in ARGUS.
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.
Except for New Hire and Termination
Transactions, all Manager Self-Service
transactions must have a pay period begin date for the effective date.
Manager Self-Service policy
exists in conjunction with the Ithaca College Policy Manual.
Refer to the IC Policy Manual for any additional policy questions.
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 want
to submit a pay rate change to an employee's record.
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 completely gone
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 Self-Service User
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 whose pay rate is changing by entering the last name of the
employee who has resigned and click on the “Go” button.
4. Click
the Action icon
for the employee whose pay will be changed.
5. Enter
the Effective Date.
-
Remember, except for New Hire
and Termination Transactions, all Manager Self-Service transactions must have a
pay period begin date for the effective date. Click the
button.
6. Review
data field values on each page as you click the
button until you reach the Pay Rate page.
7. Enter
the new 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 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 top row or enter the
lower rate in the new 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
8. Select
a reason for the salary change from the drop-down list of values.
-
You must select a reason for
the pay rate change from the drop-down list when salary/hourly rate is being
changed.
9. Click
the
button to go to the Review Screen.
10. Review
the transaction details.
-
Check to be sure that all the
details are accurate. Changes are indicated with blue dots. It is always a good
idea to double-check the all data as you move through the pages of Change
Assignment in case other data needs to be updated too.
-
Attach the electronic copy of
the pay rate change letter to the employee.
-
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 become a permanent part of the employment record.
11. 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.
12. Print the Review page for your records if
you desire. (This step is optional.)
-
Click the
button to print the page.
-
This will open a new
window from which you should select File and Print from the tool bar.
13. 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 the
approval or rejection of your transaction, you can dispose of the hardcopy.
14. Click
the
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 record was approved; it simply confirms that it was
submitted.
15. 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.
16. Click the "Logout" link when
finished with Manager Self-Service to properly disconnect from Parnassus.
End of activity.
Oracle® Tutor Copyright © 1997, 2004, Oracle. All rights reserved.
