Memos

UCSB HR Salary Program Administration Instructions for Policy-Covered/Non-Represented Staff (FY 2014-2015)

Thursday, June 5 2014

To:         PPS Preparers and Reviewers

From:    Amy Arnold

Re:         UCSB HR Salary Program Administration Instructions for Policy-Covered/Non-Represented Staff (FY 2014-2015)

 

Hello Everyone –

The salary program for eligible non-represented staff will be implemented using the Web Merit system.  The Web Merit system is capable of automating the general salary increase without requiring performance ratings or data input by the department.  No data entry in Web Merit is required.  The implementation process will be divided into three phases:

Phase 1:  Preliminary ATB Roster Review (June 9 – June 12)

  • A preliminary roster will be generated – the evening of June 6, 2014 - and released for department review on Monday, June 9, 2014.  The preliminary roster will reflect the eligible population, the current pay rate, and new pay rate (increased by 3 percent).
  • The purpose of the preliminary roster is to allow departments and control points to review the roster for accuracy and completeness.  If employees have been erroneously omitted or included with respect to the eligibility criteria, the reason for the omission must be identified and updates made in PPS.  Corrections cannot be made in the Web Merit system. 
  • Preliminary roster #1 will be available to view from Monday, June 9 through Tuesday, June 10, 2014 at 3:00 p.m.  Updates in PPS during this time period will be reflected on preliminary roster #2.
  • Preliminary roster #2 will be available from Wednesday, June 11 to Thursday, June 12, 2014.   All updates in PPS must be completed by 3 pm, June 12, 2014 to ensure that the corrections are captured on the final roster.  A final roster will be run the evening of June 13, 2014.

Phase 2:  Final Roster Review (June 13)

  • The final roster will be available for review on June 13 through 3:00 p.m. on June 19, 2014.  No data input or corrections can be made to the final roster.  Human Resources must be contacted if omissions are identified during this phase.  The Web Merit system allows the roster to be downloaded in an Excel format.
  • Freeze Period for PPS (Friday, June 13 through Friday, June 20, 2014 at 8:00 a.m.)

Avoid updates in PPS that change the appointment or distribution lines for an employee receiving the general salary increase.   

  • EDB Update (Evening of June 19, 2014) 

Phase 3:  Verify Updates to the EDB (June 20, 2014)

Verify that the general salary increase has been updated correctly in the EDB for eligible non-represented staff.  Ensure that no salary/pay rate falls below the new salary range minimum for non-represented staff.

Exclusions

The following appointments are excluded from the salary program:

  • Non-represented career staff employees hired after December 31, 2013[i].
  • Non-represented PSS and MSP staff who hold limited or contract appointments[ii].
  • Employees covered under collective bargaining agreements. 

PSS and MSP Salary Ranges

The salary range structure for PSS and MSP grades will be adjusted at the minimum and the maximum by 3.0 percent.  All salaries must be within the range minimum and maximum after the implementation of the salary program.  Employees who are excluded from the non-represented staff salary program may require a salary adjustment if the salary/pay rate falls below the new salary range minimum.  The department is responsible for processing these pay adjustment using PPS action code 33.

The effective date of the new salary range minimums and maximums coincide with the effective date of the salary program pay increase: 

  • July 1, 2014 for monthly paid non-represented staff
  • June 22, 2014 for biweekly paid non-represented staff

Omissions from the Final Roster

Errors or omissions on the final roster that require the general salary increase to be processed outside of the Web Merit system require consultation with Human Resources.  Specific questions concerning the processing of the general salary increase outside of the Merit Web system should be directed to Amy Arnold, Senior Human Resources Analyst (email at amy.arnold@hr.ucsb.edu or phone extension 4068).

Next Steps:

  1. Ensure that Web Merit system access has been granted to the individual(s) who will be responsible for reviewing the preliminary and final rosters.  Instructions on accessing the Web Merit system are available on the HR web site at http://www.hr.ucsb.edu/pps-uc-path/payrollpersonnel-system-pps
  2. Ensure that the distribution and appointment end dates in PPS are up to date.  Distribution and appointment end dates in PPS that expire before July 1, 2014 for monthly paid and June 22, 2014 for biweekly paid non-represented staff will be excluded from the roster.
  3. Ensure that any recent UCSB employee who has transferred from another UC location with no break in service, and who meets the eligibility criteria, is identified for inclusion. 

Additional Questions

Please contact one of the following individuals:

Amy Arnold, Senior Human Resources Analyst: extension 4068, or email at amy.arnold@hr.ucsb.edu

Cynthia Seneriz, Compensation Manager, extension 8137, or email at

  

Important Dates

Action

Comments

June 9-10, 2014

 

 

Review preliminary roster #1

Department users begin review of the preliminary roster. If employees have been incorrectly included or excluded on the preliminary roster, the employee’s PPS record will need to be updated to reflect the correct information. 

Corrections in PPS can be made up through 3 PM on June 10, 2014 to be reflected on preliminary roster #2.

No data entry in Web Merit.

June 11-12, 2014

Review preliminary roster #2

Updates to PPS on June 11 or 12, 2014 for the purpose of correcting the roster, will be reflected on the final roster.

Corrections in PPS can be made up through 3 PM on June 12, 2014 to be reflected on the final roster.

No data entry in Web Merit.

June 12, 2014

Last day to enter updates and corrections in PPS before the final roster is generated. Due by 3PM.

 

June 13, 2014

Final Roster is generated (evening of June 12, 2014).  Department users review the final roster on June 13, 2014.

If employees have been incorrectly included or excluded , contact Amy Arnold in Compensation (extension 4068 or amy.arnold@hr.ucsb.edu)

PPS Freeze in place from June 6 through June 20, 2014 at 8:00 a.m.

No data entry in Web Merit.

June 19, 2014

EDB Update

EDB will be updated the evening of June 19, 2014

June 20, 2014

Department users audit salary increase updates to the EDB.  Ensure that no salary/pay rate falls below the new salary range minimum for non-represented staff.

 

July 16, 2014

 

August 1, 2014

Salary increase reflected on July 16 pay date for biweekly paid employees – pay period of June 22 through July 5, 2014.

Salary increase reflected on August 1 payroll check for monthly paid employees – pay period of July 1 through July 31, 2014.

 

 



[i] The most recent date of hire determines eligibility.  UCSB employees who have transferred from another UC location with no break in service are eligible if the appointment at the prior UC location was a career appointment with a begin date before January 1, 2014.  These cases will need to be identified and processed outside of the Web Merit system.  

[ii] Salary increases for non-represented PSS and MSP staff holding contract and limited appointments are outside of the scope of the FY 2014-2015 salary program guidelines.  Salary increases for these appointment types may be granted in accordance with PPSM and local campus policies.  

 

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