Pay Rate Information Pages

Use the Pay Rate Information pages to change and delete rates for employees whose records were extracted from Human Resources.

You can set up primary and secondary rates in these pages. However, to add a primary rate to an employee who already has one, you would have change the employee's current primary rate to a secondary rate. Unless the employee is to be paid under both rates, you should also delete the converted rate.

This page is similar to the Pay Rate Information page in Human Resources, except for two additional sections:

Special Pays section enables you to associate special pays with an employee's primary pay rate.
Current Year Non-Scheduled Increases section enables you to enter increases to the current annual salary that will take effect before the budget year, but only for non-scheduled pay rates.
Budget Year Increases section enables you to enter budget year increases for the current pay rate.

To add a new pay rate for either an existing or anticipated employee, click Add New in the Pay Rate Information list page. For more information, refer to Add New Pay Rate Page.

You can print the Employee Short Listing report from the Pay Rate Information list page using the toolbar's Print item. The report lists employees' ID numbers and names, but no other information. For the steps for generating the report, refer to the Procedures section.

Menu Path

From the Personnel Budgeting menu, select Entry and Processing. From the Personnel Budgeting menu, select Employee Rate Information.

Types of Pages

Two types of Pay Rate Information pages are used in Personnel Budgeting:

List Page

Displays the employee's primary and secondary rates, as extracted from Human Resources or added in Personnel Budgeting.

To display the page, from the Personnel Budgeting menu, select Entry and Processing. From the Personnel Budgeting menu, select Employee Rate Information. Generate a list of employees on the Employee Rate Information page, select an employee, and then click OK.

Detail Page

Displays a selected pay rate. The page is very similar to the Pay Rate Information page in Human Resources except it includes fields for increasing and decreasing rates.

To display the page, select a rate in the Pay Rate Information list page, and then click OK.

Action Bar Items

The Pay Rate Information detail page's Action Bar displays the following items:

Additional Rate	Displays the Additional Rates page. This page only applies to the employee's primary rate. For details, refer to Additional Rates Pages.
Positions	Displays the Position Assignments page but only for rates whose job classes are under Position Control. If so, the page displays automatically after you enter the class. You can display the page from subsequent fields by clicking this item. For details, refer to Position Assignments Page.

Calculate Pay Rates and Salaries

The system uses the following equations to calculate pay rates and salaries based on entries in the Pay Rate Information detail page. To learn more about how the results are used in determining increases, refer to Salary and Fringe Calculation.

Pay Rate Calculations

Pay Method: S - Range/Step Rate
Schedule Type: S - Salaried Schedule

Pay Rate = Schedule Amount ÷ (Schedule Days Worked x Schedule Hours/Day)

Pay Method: S - Range/Step Rate
Schedule Type: H - Hourly Schedule

The hourly rate defaults from the schedule to the Pay Rate field.

Pay Method: R - Range/Step Pay Per(iod)
Schedule Type: S - Salaried Schedule

Pay Rate = [(FTE x Schedule Amount) x (Days Worked ÷ Schedule Days Worked)] ÷ Pays/Year

Pay Method: P - Pay Period

Pay Rate = Annual Salary ÷ Number of Pays

Pay Methods: H - Hourly or D - Daily

For hourly and daily methods, you must enter the pay rate.

Annual Salary Calculations

Pay Method: S - Range/Step Rate
Schedule Type: S - Salaried Schedule

Salary = Pay Rate x Days Worked x Hours/Day

Pay Method: S - Range/Step Rate
Schedule Type: H - Hourly Schedule

Salary = Schedule Hourly Rate x Days Worked x Hours/Day

Pay Method: R - Range/Step Pay Per(iod)
Schedule Type: S - Salaried Schedule

Salary = FTE x Schedule Amount x (Days Worked ÷ Schedule Days Worked)

Pay Method: P - Pay Period

You must enter the salary. The system divides the salary entered by the number of pays to determine the pay rate, as described in the Pay Rate Calculations section.

Pay Method: H - Hourly

Salary = Pay Rate x Days Worked x Hours/Day

Pay Method: D - Daily

Salary = Pay Rate x Days Worked

Following are the procedures for changing pay rates, deleting secondary pay rates, deleting primary rates, and generating a report listing employees whose information has been extracted from Human Resources. For the steps for adding pay rates, refer to Add New Pay Rate Page.

Update a pay rate

From the Personnel Budgeting menu, select Entry and Processing. From the Personnel Budgeting menu, select Employee Rate Information.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
In the List section, select the employee whose rate you want to change.
Click OK to display the Pay Rate Information list page. The page displays the employee's existing rates.
Select the rate to update.
Click OK to display the Pay Rate Information detail page.
Change the desired fields. Refer to the Fields section below for details on these fields.
Use the Additional Rate and Position items on the Action Bar to display additional pages.
Click OK to save your changes and return to the Pay Rate Information list page.

Delete an employee's primary rate

You cannot delete a primary rate directly. However, you can convert a primary rate to a secondary rate and then delete it.

Follow Steps 1-6 of the procedure above for changing a pay rate.
Clear the Primary Pay Rate checkbox in the Payrate Information section.
Click OK. The system advances you to the Organization section and displays the following warning: Warning, the employee has no primary rate record.
Click OK as many times as needed to save the page and return to the Pay Rate Information list page.
In the Pay Rate Information list page, select the rate, and then click Delete.
Click Yes to delete the rate.

If the rate is under Position Control, this adds the rate's FTE value to the position's Vacant FTE's field and decreases its Occupied FTE's field accordingly.

Be sure to add a primary rate to the employee's record. You can do so by converting a secondary rate (select its Primary Pay Rate checkbox) or by using the Add New Pay Rate Page to set up a new primary rate.

Delete a secondary rate

From the Personnel Budgeting menu, select Entry and Processing. From the Personnel Budgeting menu, select Employee Rate Information.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
In the List section, select the employee whose rate you want to delete.
Click OK.
In the Pay Rate Information list page, select the secondary rate being deleted.
Click Delete.
In the Confirmation dialog, click Yes.

If the rate is under Position Control, this adds the rate's FTE value to the position's Vacant FTE's field and decreases its Occupied FTE's field accordingly.

Generate the Employee Short Listing report

From the Personnel Budgeting menu, select Entry and Processing. From the Personnel Budgeting menu, select Employee Rate Information.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
Click Print.
In the Print window, specify how to generate the report, and then click OK. The report's default file name is bempl_list.rpt.

Fields

General Section

This section identifies a pay rate and includes settings such as the job class and pay code.

Field

Description

Employee Number

Employee's identification number.

To set up a salary for an anticipated employee in the Add New Pay Rate page, enter a number that is not assigned to an existing employee.
In Personnel Budgeting's Position Control option, you can budget rates for vacant positions. In this case, the employee number assigned is 0. For details, refer to Position Control

Last Name

Employee's last name. If desired, you may leave this field and the First Name field blank when setting up a rate for an anticipated employee.

First Name

Employee's first name and if applicable, middle initial.

Class

Code identifying the rate as part of a job class. Employees within a class share the following values, all of which default to the employee's pay rate:

Salary Schedule	Calendar	Pay Method
Workers' Comp	Pay Code	Pay Group

If you change the job class for an existing rate, the system asks if you want to use the class's default calendar or retain the current calendar. Refer to the descriptions for the Calendar section to determine how this may affect the rate.

Position Control: The Position Assignments page displays when you enter a class that has positions assigned. To access this page at any point after entering the job class, click Positions. For details,refer to Position Assignments Page.

Position

Position Control Only: Code identifying a position associated with the rate's job class.

Pay Code

Code from the Pay Code table defining the type of rate being paid, such as regular wages or overtime. Pay Code records include rate data, pay type codes, FICA and Workers' Comp exemption flags, benefit exemptions, and the number of special pays issued annually.

Amount pay codes, those with pay types S - Special Amount and A - Timecard Amount, cannot be used in pay rates in Personnel Budgeting, because they require rates that are entered elsewhere. For details on changing the Pay Code field for these pay types, refer to Pay Code Table.

Pay Group

Userdefined code for grouping employees in payroll processing.

Freeze

Checkbox determining whether the rate should be calculated in Salary and Fringe Calculation.

Selecting the field freezes the rate, preventing the system from calculating the rate.
If the field is blank, the rate is not frozen. This setting, which should be used in most cases, allows the system to calculate the rate.

Calendar Section

This section includes information related to the rate's calendar and if applicable, salary schedule.

Field

Description

Calendar

Code identifying the calendar that applies to this rate. The calendar's code initially defaults from the Job Class record. Calendars provide the start and end dates that define the number of days an employee works in a year.

Calendars for the budget year should have been created before running the Extract Human Resources Data option.
Be sure to change the code displayed if the calendar identified applies to the current year.
If needed, you can create additional calendars in Human Resources' Calendar table.

Start Date

Starting date for issuing pay in the budget year. This date defaults from the Calendar record. If needed, you may change the date, as long as your entry is within the range covered by the calendar.

End Date

Ending date from the budget year's calendar. You may change the displayed date, as long as your entry is within the range covered by the calendar and as long as it falls after the start date.

Day Worked

Number of days the employee will work in the budget year. This number defaults from the calendar.

Schedule

Code identifying the rate's salary schedule. The code defaults from the Job Class record for pay methods S - Rate/Step Rate and R - Range/Step Pay Per(iod). When the range and step are entered, the system references the schedule for the pay rate or annual salary.

Pay Method

Code identifying the method used to pay the employee.

Select:

H - Hourly
D - Daily
P - Pay Period
S - Range/Step Rate
R - Range/Step Pay Per(iod)

The pay method must be compatible with the pay type contained in the rate's pay code. Following are the combinations allowed:

Pay Methods	Compatible Pay Types
Hourly, Daily, and Range/Step Rate	Hourly, Daily, and Per Unit Rate
Pay Period and Range/Step Pay Period	Per Period Rate

The two additional pay types, S - Special Amount and A - Timecard Amount, cannot be used in pay rates in Personnel Budgeting.

Range

Range on the salary schedule containing the employee's salary. Singledigit ranges (19) must be preceded by zero. For example, range 2 must be entered as 02.

Step

Step within the range on the salary schedule that sets the rate or salary. To specify a salary between two steps within a range, use the appropriate decimal. For example, if step 2 is $30,000 and step 3 is $32,000, you can set the salary at $31,000 by entering 2.5 as the step.

Payrate Information Section

This section contains information used to calculate the employee's pay rate and salary.

Field	Description
Rate #	Systemgenerated number identifying the rate. An employee may have up to 20 rates assigned until a total of 30 distributions is reached. Rate 1 is always the primary rate for new employees and positions. When you add a secondary rate, the system assigns the next available number. A primary rate can have a number other than 1 if the original primary rate is deleted or changed to a secondary rate.
Primary Pay Rate	Checkbox indicating the type of rate, either primary or secondary. If the field is selected, this is the employee's primary rate. If the field is blank, this is a secondary rate. In most cases, primary rates are already assigned to employees through the records extracted from Human Resources. In any case, you must assign a primary rate before adding secondary rates.
Hours/Day	Total number of hours the employee works per day. Enter 1.00 if attendance is recorded in days.
Pays/Year	Number of pays that will be issued to the employee in the budget year.
FTE	Fulltime equivalency value of a position. If an employee splits time between more than one position or is part time, the FTE should reflect the portion of time spent in the position per pay period (100% = 1.000000). Position Control: The FTE defaults from the position record and can only be changed in the Position Assignments Page.
Override Type	Setting allowing you to override system calculations for P - Pay Period pay method. Select: O - Override Rate - Use this setting for H, D, S, and R pay methods. S - System Calculate - Allows overriding the system's calculation but only with pay method P.
Pay Rate	Base pay rate for the budget year, depending on the rate's pay method: H - Hourly - Enter the hourly pay rate. D - Daily - Enter the daily pay rate. P - Pay Period - When the override flag is S - System Calculate, the system calculates the per period rate based on the annual salary you enter. If you set the flag to O - Override Rate, you must enter the pay rate and calculate the annual salary. S - Range/StepRate - The system determines the hourly rate from the salary schedule based on the step and range. R - Range/StepPay Per(iod) - The system determines the annual salary from the salary schedule based on the step and range and then calculates the rate for a pay period based on the FTE value and number of days worked. To change the rate for scheduled pay methods, enter a different step and range combination, or run the Auto-Step Employees option.
Annual Salary	Annual base salary for the current year. Increases are applied to this value when you run the Salary and Fringe Calculation option. If the rate's pay method is P - Pay Period, you must enter the salary regardless of the setting in the Override field. With other methods, the salary is systemcalculated. For details, refer to the previous description of the Pay Rate field. Also, refer to the section on Calculating Pay Rates and Salaries in Pay Rate Information Pages. Additional duty rates can be assigned to the employee's primary rate in the Additional Rates page. If so, the Annual Salary field displays the combined salary of the primary and additional rates.

Contract Section

This section includes checkboxes for identifying a contract rate and occupied position.

Field

Description

Contract Position

Checkbox determining whether this is a contracted rate. If the field is selected, then this is a contract rate.

Occupied

Position Control Only: Checkbox indicating whether a position is occupied or vacant:

If the field is selected the position is occupied. If so, the FTE value for this rate is added to the total Occupied FTE's in the position record.
If the field is blank, the position is not occupied. When you vacate a position (thereby clearing the field), the rate's FTE value is subtracted from the Occupied FTE's in the position record.

This field can only be changed using the Position Assignments Page.

Special Pays Section

This section enables you to associate special pays with a primary rate.

Field

Description

Special Pays

Three fields for entering pay codes designated for special pay. Special pays only apply to the primary rate.

Amounts (untitled)

Three fields for the amounts associated with the special pays. These amounts are added to the regular pay rate along with increases to determine the budgeted salary.

In the Salary and Fringe Calculation option, the system multiplies the amount you enter by the value in the Pay Code's Number of Special Pays field.

Current Year Non-Scheduled Increases Section

The fields in this section enable you to enter increases to the current annual salary that will take effect before the budget year. The increases are calculated when you run the Salary and Fringe Calculation option.

You cannot enter increases in this section for rates that use salary schedules (S - Range/Step Rate and R - Rate/Step Pay Per pay methods). For increasing these rates, use Auto-Step Employees.

Field	Description
Current Annual Salary	Sum of the annual salary, special pays, and additional duty pay.
Increase A Date	Date that the rate's first current year increase takes effect. While you can only enter increases for nonscheduled employees, you can enter or change the Increase A date for a scheduled employee. To increase rates that use salary schedules, run Auto-Step Employees.
Increase A %	Percentage increase to add to the annual salary for H - Hourly, D- Daily, and P - Pay Period pay methods. Enter the percentage as a decimal; for example, 0.05 equals 5%. The percentage is determined using the following formula: Increase Amount ÷ Current Salary = Decimal Value
Increase B Date	Date that the rate's second current year increase takes effect.
Increase B %	Percentage increase to add to the annual salary for H - Hourly, D- Daily, and P - Pay Period pay methods. Enter the percentage as a decimal; for example, 0.05 equals 5%. The percentage is determined using the following formula: Increase Amount ÷ Current Salary = Decimal Value

Budget Year Increases Section

Enables you to set up budget year increases for the current pay rate. You can enter:

Field	Description
Increase A Date	Date that the rate's first budget year increase takes effect.
Increase A %	Percentage increase to add to the annual salary for H - Hourly, D- Daily, and P - Pay Period pay methods. Enter the percentage as a decimal; for example, 0.05 equals 5%. The percentage is determined using the following formula: Increase Amount ÷ Current Salary = Decimal Value
Increase A Amount	Budgeted flat amount increase to add to the current year's salary for H - Hourly, D- Daily, and P - Pay Period pay methods. If an increase requires both a percentage and an amount, the system applies the percentage first and then adds the amount.
Increase A Annual Amount	Value generated by the Salary and Fringe Calculation option. Leave the field at its zero default, until you run the calculation. The calculated amount depends on the type and timing of the increase: FullYear Increase is stored in the Increase B Annual Amount field. Mid-Year Increase is stored as Increase A Annual Amount if the increase falls on or before the anniversary date or as Increase B Annual Amount if it falls after the anniversary (usually the hire date).
Increase B Date	Date that the rate's second budgeted increase takes effect.
Increase B %	Percentage increase to add to the annual salary for H - Hourly, D- Daily, and P - Pay Period pay methods. Enter the percentage as a decimal; for example, 0.05 equals 5%. The percentage is determined using the following formula: Increase Amount ÷ Current Salary = Decimal Value
Increase B Amount	Budgeted flat amount increase to add to the current year's salary for H - Hourly, D- Daily, and P - Pay Period pay methods. If an increase requires both a percentage and an amount, the system applies the percentage first and then adds the amount.
Increase B Annual Amount	Value generated by the Salary and Fringe Calculation option. Leave the field at its zero default, until you run the calculation. The calculated amount depends on the type and timing of the increase: Full Year Increase is stored in the Increase B Annual Amount field. Mid-Year Increase is stored as Increase A Annual Amount if the increase falls on or before the anniversary date or as Increase B Annual Amount if it falls after the anniversary (usually the hire date).
Budgeted Salary	Total salary for the budget year, including annual salary, special pays, additional duty pay, and increases for the current and budget years. Display only.

Organization Section

Your entries in this section are validated against the Expenditure Ledger in the Budget Preparation System.

Field	Description
*Budget Unit*	Organization charged in distributing the rate. The total distributions from all rates assigned to an employee cannot exceed 30. As indicated by the asterisks, the title of this field is defined in the Budget Preparation Profile. Position Control: Distribution information from the position record defaults to the Organization section. You can only change this in the Position Control option's Update Position Information Page. This field is not displayed if the Full Account Format option is enabled in the Budget Preparation profile. The Full Account Format option is available starting release 22.4.
Account	Account associated with the organization in Budget Preparation's Expenditure Ledger. The format of the account number is flexible. This field is not displayed if the Full Account Format option is enabled in the Budget Preparation profile.
Account Number	22.4 and later. If the Full Account Format option is enabled in the Budget Preparation profile, enter the full account number based on the format defined in the Budget Preparation Profile translation page. The employee's pay is charged to this account number.
% (Percent)	Percentage of the pay rate to distribute to the organization/account combination on the same line. Enter the percentage as a decimal. The entries in this column must add up to 100% (1.0000).

Project Section

The fields in this section only apply if you use project accounting. If your Budget Preparation Profile's Full Account Expense field is selected, the Full Account Window page displays when you reach this section.

Field

Description

*Project*

Project charged in distributing the rate. As indicated by the asterisks, the title of this field is defined in the Budget Preparation Profile.

Position Control: Distribution information from the position record defaults to the Project section. You can only change this in the Position Control option's Update Position Information Page.

Account

Account associated with the project.

% (Percent)

Percentage of the budgeted amount being distributed to the project/account combination identified. Enter the percentages as a decimal. The entries in this column must add up to 100% (1.0000).