Vacant Employee - Pay Rate Information Page
Use this page to create and update pay rates for vacant positions. Vacant position rates enable you to budget for anticipated employees in the new year.
Menu Path: Personnel Budgeting > Entry & Processing > Personnel Budgeting > Position Control > search for and select a position > click Pay Rate
Action Bar Items
The Vacant Employee - Pay Rate Information page's Action Bar displays the following items:
Additional Rate | Displays the Additional Rates page, which enables you to assign additional rates to the pay rate. For details, refer to Additional Rates Pages. |
Positions | This item would normally display the Position Assignments page. However, in this case, the rate's position is already assigned and cannot be changed. As a result, this item cannot be used on the Vacant Employee page. |
Differences between Vacant Position Rates and Employee Rates
The Vacant Employee - Pay Rate Information page is the same as the Add New Pay Rate page used to set up pay rates for employees, except for the following differences:
- The Vacant Employee page has two additional fields:
Authorized | Displays the number of FTE (fulltime equivalency) units the position allows. |
Vacant | Displays the number of positions not filled, that is, the difference between the Authorized and Occupied FTE's. |
- Several fields that can be accessed in the Add New Pay Rate page are display only in the Pay Rate Information page:
Employee Number | The system automatically assigns 0 as the employee number for vacant positions. As a result, you cannot access this field in the Pay Rate Information page. |
Last Name | The title VACANT POSITION defaults to this field in the Pay Rate Information page. |
First Name | This field is always blank in the Pay Rate Information page. |
Class | You cannot change the job class for a vacant position, since this field and the Position field identify the pay rate, in combination with the employee number (0). |
Position | As with the job class, you cannot change the code identifying the position. |
- You cannot access the distribution fields in the Organization and Project sections. The distribution of payroll charges for positions is defined in the New Position Information page and can only be changed in the Update Position Information page.
- Vacant positions can only have one pay rate, a primary rate.
Adding a pay rate for a vacant position
- Select Personnel Budgeting > Entry & Processing > Personnel Budgeting > Position Control to display the Position Information page.
- To add a new rate, click Pay Rate to display the Vacant Employee - Pay Rate Information page.
or
To update an existing rate, enter selection criteria, click OK, select a position, and then click Pay Rate to display the Pay Rate Information page. - Complete or change the fields as needed.
- To display the Additional Rates page after completing the Hours/Day and Pays/Year fields, click Additional Rate. For details, refer to Additional Rates Pages.
- To save the new rate and return to the Position Information page, click OK as many times as needed.
Updating a pay rate for a vacant position
Select Personnel Budgeting > Entry & Processing > Personnel Budgeting > Position Control to display the Position Information page.
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.
Select a position, and then click Pay Rate to display the Vacant Employee - Pay Rate Information page.
Change the fields as needed. For details, refer to the Fields section below.
To display the Additional Rates page after completing the Hours/Day and Pays/Year fields, click Additional Rate. For details, refer to Additional Rates Pages.
To save the updated rate and return to the Position Information page, click OK as many times as needed.
Fields | Description | ||||||
|---|---|---|---|---|---|---|---|
General Section | This section identifies a pay rate via the combination of the Employee Number, Class, and Position fields. | ||||||
Employee Number | Employee identification number. For vacant rates, the system defaults 0 as the employee ID. You cannot change this, since a vacant rate is identified by the employee number in combination with the job class and position codes. | ||||||
Last Name | Employee's last name. For vacant rates, the system defaults VACANT POSITION to the Last Name field. Display only. | ||||||
First Name | Employee's first name. You cannot access this field, which is blank by default. | ||||||
Authorized | Number of full-time equivalency (FTE) units allowed under this position rate, as determined in the New Position Information page. For example, if the rate can be assigned to five full-time employees, the value displayed is 5.0. You cannot change this field. For details on FTE values, refer to the Applying Full-Time Equivalency Values section in New Position Information Page. | ||||||
Vacant | Number of positions that are unfilled, as expressed in FTE units. This is determined by subtracting the number of occupied FTE units from the number of units authorized (Authorized FTE's - Occupied FTE's = Vacant FTE's). | ||||||
Class | Code identifying the rate as part of a job class. You cannot change this, since the code identifies the rate, as well as the position. Positions within a class share the following values:
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Position | Code identifying a position in combination with the rate's job class. Display only. | ||||||
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 | User-defined code for grouping employees in payroll processing. | ||||||
Freeze | Checkbox determining whether the rate should be calculated in Salary and Fringe Calculation.
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Calendar Section
This section includes information related to the rate's calendar and if applicable, salary schedule.
Field | Discription | ||||||
|---|---|---|---|---|---|---|---|
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.
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Start Date | Starting date for issuing pay in the budget year. This date defaults from the calendar. 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 an employee in this position works 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 The pay method must be compatible with the pay type contained in the rate's pay code. Following are the combinations allowed
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. The system defaults 1 to this field, which cannot be changed since vacant positions can only have one rate. |
Primary Pay Rate | Checkbox indicating the type of rate, either primary or secondary. By default, this field is selected, indicating that the rate is a primary rate. If the field is cleared, the rate is. In this case, you cannot change the setting, since vacant positions can only have one rate, a primary rate. |
Hours/Day | Total hours worked per day. Enter 1.00 if attendance is recorded in days. |
Pays/Year | Number of pays that will be issued under this position in the budget year. |
FTE | Fulltime equivalency value of a position. The FTE should reflect the portion of time spent in the position per pay period.
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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: |
Annual Salary | Annual base salary for the current year. Increases are applied to this value when you run the Salary and Fringe Calculation option.
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 the pay rate is a contracted rate. If the box is selected, then this is a contract rate. |
Occupied | Checkbox indicating whether a position is occupied or vacant.
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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. |
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
This section enables 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). Instead, use Personnel Budgeting's AutoStep Employees option. For details, refer to 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 positions, you can enter or change the Increase A date for a scheduled position. To increase rates that use salary schedules, run the AutoStep Employees option. |
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
This section enables you to set up budget year increases for the current pay rate.
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:
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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:
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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
This section is display only, defaults from the position record. You can only change the distributions in the Update Position Information page.
Field | Description |
|---|---|
*Budget Unit* | Organization being charged, as defined in Budget Preparation's Expenditure Ledger. As indicated by the asterisks, the title of this field is defined in the Budget Preparation Profile. |
Account | Account associated with the organization in the Expenditure Ledger. |
% | Percentage of the pay rate to distribute to the organization/account combination on the same line. |
Project Section
This section only applies if you use project accounting. As with the Organization section, values in these fields default from the position record and can only be changed in the Update Position Information page.
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. |
Account | Account associated with the project. |
% | Percentage of the budgeted amount being distributed to the project/account combination identified. |