Benefits of Salary Administration Charlotte Fidler Benefits of
Benefits of Salary Administration Charlotte Fidler
Benefits of Salary Admin • Basic package updates Employee Pays records easily o o o Maintains multiple salary schedules each with its own specific set of steps and levels Creates projections of schedule amount, contract amount, salary rate, daily rate and hourly rate Controls employee advancement on an individual employee basis • Add on module o o Projects and administers modifications to salary schedule plans providing multiple ways to increase schedules Interfaces with Position Control to provide next year’s projected costs • Projections flow into the Budget Prep System where adjustments may be made prior to moving budgets to FAS 2
Salary Administration Agenda • Basic Salary Administration o Making Salary Schedule Changes • Using Enhanced Salary Administration Additional Programs • Salary Administration working with Position Control • Salary Administration interfacing with Budget Prep 3
Schedule Change Highlights – Release 19. 2 • Added ability to copy multiple schedules with the same Schedule Category – HAUTL 1 A. FMX o o Added Validations prior to copying schedules Added Error Message Report • Added Default Contract Year to filter by Contract Year if populated • Added ability to inactivate schedules • Added Audit trails to show dates created and modified and identify who created or made the changes to the following o o o Salary Schedules Schedule Levels Schedule Amounts 4
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Basic Salary Administration
Basic Salary Administration • Alio provides the basic Salary Schedule programs o o o o Schedule Maintenance – hascd 01 a. fmx Salary Advancement – headv 01 a. fmx Print Salary Schedules – hascd 01 a. rep Print Salary Advancement – haadv 01 a. rep Copy a Schedule – hautl 01 a. fmx Calculate Schedule Amounts – haclc 02 a. fmx Finalize Salary Advancements – headv 02 a. fmx 8
Basic Salary Administration Benefits • Copy Schedules and make adjustments as needed • Update Salary Schedules using Calculate Salary Schedules • Increase efficiency and accuracy by using Salary Schedules to assist in setting up new or change existing Employee Pays records • Salary Schedules attached to Employee Pays used to move employees to new year schedule and increase Employee Pays o o No need to manually “touch” every record Advance employee pay records by step • Clear Lost Retro and Salary Overrides in Employee Pays records 9
Schedule Maintenance – HASCD 01 A. FMX • Systematically maintain your organizations pay schedules, pay ranges, and pay amounts for employee pays and positions • Schedule Tab o o Schedule is calculated from Type – Annual, Hourly, Daily, Pay Rate Last Level determines number of levels in schedule § Examples: BA, BA+32, MA o o Steps determine number of lines in each level Hours Per Day, Contract Days, No of Pays used to calculate schedule amounts § If defined on Schedule tab, can be adjusted on individual levels • Level/Step o o Must have at least one level and one step Enter amounts in column defined in Type of schedule § Run Calculate Schedule Amounts utility to complete info on steps 10
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Schedule Tab • • Header record that defines how schedule is set up Flows to each level, but can be customized at each level as needed NOTE: if year is entered, only shows in current year on dropdown Type determines base amount schedule is calculated from o Annual, Hourly, Daily, Pay Rate o List highest step needed for largest level o o Assists in auto calculation of salary schedule Option of defaulting into Employee Pays when setting up or changing Salary Schedule • First Step schedule starts on, Last Step schedule goes to • Hours Per Day, Contract Days, No of Pays • Indexes – optionally enter level and step to use as base salary when using indexing 12
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Schedule Level • Only need to enter amount for type selected and utility will calculate the other amounts • Create and delete levels, but number of levels must be less than or equal to number specified in Last Level field on Schedule Header • Override as needed o o o Levels Contract Days No of Pays Hours Per Day Index Level and Step (if using) § If base salary amount is 25, 00 and you want the third step to be 5% more than base amount, your index is 1. 05 (25, 000 x 1. 05 = 26, 250) 14
Building an Hourly Schedule 15
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Calculate Schedule Amounts – HACLC 02 A. FMX • Enter amounts in column corresponding to Salary Schedule Type • Annual Rate, Pay Period Rate, Daily Rate and/or Hourly Rate are automatically calculated from Schedule Type using Level Header info • Example calculations for Hourly Type o Hourly Rate x Hours Per Day = Daily Rate § 9. 50 x 6 = 57. 00 o Hourly Rate x Contract Days x Hours Per Day = Annual Rate § 9. 50 x 180 x 6 = 10, 260 o Hourly Rate x Contract Days x Hours Per Day/No Of Pays = Pay Period Rate § 9. 50 x 180 x 6/26 = 395. 00 o NOTE: calculated rates use Rounding Options on Schedule Tab 18
Hourly Rate x Contract Days x Hours Per Day/ No of Pays Hourly Rate x Hours Per Day 19
Calculate Schedule Amounts – HACLC 02 A. FMX • • • Annual Rate (Full Year Salary) = 32, 000 Contract Days = 186 No of Pays = 26 Hours Per Day = 7. 5 Example calculations for Annual (Full Year Salary) o Annual Rate/No of Pays = Pay Rate § 32, 000/26 = 1, 231 o Annual Rate/Contract Days = Daily Rate § 32, 000/186 = 172. 04 o Annual Rate/Contract Days/Hours Per Day = Hourly Rate § 32, 000/186/7. 5 = 22. 94 20
Annual Rate/ No of Pays Annual Rate/ Contract Days/ Hours Per Day 21
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Employee Pays • Salary Schedules assists in setting up Employee Pays records • Using Employee Pays (Auto), selected schedule can add/update by selecting Schedule ID, Level and Step o o o Contract Salary Full Year Salary Days – Full Year (May be required to fill in Contract Days) Hours – Actual and Budget Hours per day Pay Rates – Period, Daily, Hourly and Type No of Pays 23
Making Salary Schedule Changes Best Practices • Copy existing Salary Schedule o o Individually By Schedule Category – New in Release 19. 2 • Enter updated amounts in Salary Schedule “Type” column o Verify or adjust Level Header values as needed § Contract Days § No of Pays § Hours Per Day • Run Calculate Schedule Amounts to populate Salary Schedule values 24
Copy Schedules – Revised in 19. 2 Release 25
Salary Advancement – HEADV 01 A. FMX • Salary Advancement is used to replace last year’s schedule with this year’s schedule o Run with new contract year, same Schedule ID and Steps to Advance = 0 • Salary Advancement is used to update employee salaries and position salaries by advancing steps • When Advance Employees check box is selected, program generates Salary Advancement Report • Advance steps and review how advancement affect employee pay, positions and budgets before making advancement final • If advancement results not satisfactory, perform salary advancement with number of steps set to zero (0) to reinstate original employees’ and positions’ salaries 26
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Salary Advancement (by Step) – HEADV 01 A. FMX • Advance salaries by a specified number of schedule steps • Enter Contract Year and Schedule ID for Salary Schedule to use • Enter Employee Category Group (default is ALL) to limit employees o o NOTE: Employees must have the defined Schedule ID to get updated schedule Use Steps to Advance = 0 to only replace schedule o Set to zero (0) to reinstate original salaries after advancing o Tenure Code is defined on Employee Master in Miscellaneous section • Steps to Advance = to number of steps to advance, positive or negative • Hire Cutoff Date (optional) date employee must be hired to advance • Tenure Code (optional) prevents employee from receiving advancement 28
Salary Advancement (by Step) – HEADV 01 A. FMX • Select Advance Employees and/or Advance Positons as appropriate • Select Set Position Min/Mid/Max for positions with salary schedules • Select Use Employee or Use Schedule Header from which to pull information to populate the Employee Pays for each of the following o o o Contract Days Number of Pays Hours Per Day o o o Default Actual FTE to 1 in Employee Pays if Null Default Budgeted FTE to 1 in Position Master if Null Distribute Payroll to spread adv over remaining pay based on No of Pays paid Clear Lost Retro Clear Salary Override • Select any of the following options as needed 29
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Salary Advancement – HEADV 01 A. FMX • After Processing, if there any errors, click Error report to list errors 31
Finalize Advancement – HEADV 02 A. FMX 32
Finalize Advancement – HEADV 02 A. FMX • After confirming calculated salary advancements are correct, use Finalize Advancement to permanently save salary advancement • Select Contract Year • Select Schedule ID • Select Set Employees or/and Set Positions • Click Process • After Finalizing, the functionality to reinstate salary amounts to original amounts will no longer work 33
Enhanced Salary Administration
Enhanced Salary Administration • Enhanced tools to work with schedules o o Increase Schedule Amounts by Percentage – HACLC 03 A. FMX Increase a Schedule by Dollar Amount – HACLC 05 A. FMX Increase Min, Mid, Max Salary by a Percent – HACLC 07 A. FMX Process Indexes – HACLC 04 A. FMX • Enhanced options to advance and update employee salaries in pay records o o Salary Advancement Minimum/Midpoint/Maximum – HEADV 03 A. FMX Salary Advancement (Percent) – HEADV 04 A. FMX • Additional Utilities o o o Adding Amounts from One Schedule to Another – HAULT 02 A. FMX Calculating the Cost of Schedules – HACLC 01 A. REP Load Calendar Hours to Pay – HMCAL 01 A. FMX • Develop salary and benefit budget to flow into BPS using projected salary schedules and benefit amounts 35
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Schedule Adv (Percent) – HACLC 03 A. FMX Used to Adjust Salary Schedules • Use to increase specific steps and levels or all steps and levels within a schedule by a specified percentage amount • Useful to increase a salary schedule by a cost of living % • Enter percentage as a whole number with one decimal position- for example: to increase by 5. 2 percent enter 5. 2 37
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Increase Schedule by Dollar Amt – HACLC 05 A. FMX Used to Adjust Salary Schedules • Use to increase specific steps and levels or all steps and levels on a schedule by a specified dollar amount • Enter dollar amount used to increase the schedule in the Amount field • To increase only one level, enter that level in Begin and End • To increase only one step, enter that step in Begin and End 39
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Inc Min, Mid or Max Salary by % – HACLC 07 A. FMX Used to Adjust Salary Schedules • If using Min, Mid and Max Salaries, use to Increase minimum, midpoint and maximum salaries on a salary schedule by a specific percentage value o This does not affect employees’ pay amounts • Enter the Percent and click to Advance check box to increase the values on the selected schedules o If check box not checked, baseline salary amount not changed 41
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Process Indexes – HACLC 04 A. FMX Used to Adjust Salary Schedules • Use to eliminate the need to enter base salaries for every level and step in the salary schedule. • Indexes are percentage amounts of a base salary o For example: Base salary for level 1/step 1 = $25, 000. To increase base salary for level 1/step 2 by 10%, enter an Index of 1. 10 on the Schedule tab. • This process is convenient when the salary schedules are based on percentages of a base salary 43
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Salary Adv Min/Mid/Max – HEADV 03 A. FMX Use to Advance and Update Employee Salary Pay Records • Advance employee salaries and position salaries based on a minimum/midpoint/maximum schedule • Use this program to recalculate salaries for employee if: o o o Emps with current salary that falls below the minimum salary Emps with current salary that exceeds the maximum salary Emps with current salary that falls within the min and max salary for a job (midpoint). • Increases are base on a percentage over the min, mid or max values on the schedule • Minimum, Midpoint, Maximum Salary Schedule must be created o Has the same basic setup as a regular schedule with only 4 steps 45
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Salary Adv (Percent) – HEADV 04 A. FMX Use to Advance and Update Employee Salaries in Pay Records • Use to increase salaries using a specified percentage • Increase all employee salaries or filter by category group • Calculates pays using the previous amount and the raise percentage • Recalculates the daily and hourly pay rate if contract days changed • Can use to increase pay for employees that do not have a salary schedule o Select employees by category, earn code, primary job flag and/or primary pay flag • See User Guide for Salary Advancement calculations 47
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Add Amts One Sch to Another – HAUTL 02 A. FMX Additional Utility • Use to add a schedule’s amounts to another • If a From schedule level and step do not exist in the To Schedule, they are created 49
Calculate Cost of Schedule – HACLC 01 A. REP Additional Utility • Run Report to calculate the cost of the salary schedule 50
Using Position Control with Salary Admin
Benefits of Position Control • Position Control is an add-on module which enhances your ability to plan and budget your staffing needs and obtain information on your current staff matrix • Allows tracking of filled positions and reporting overstaffed and understaffed positions • Provides current information on salary expenses and benefits of filled positions based on actual employee salaries and benefits • Provides projected expense costs both salary and benefits for overstaffed and understaffed positions for next year’s budget • Position Control interfaces with Salary Administration to provide next year’s projected costs if desired • Position numbers loaded into scenarios in Budget Prep System (BPS) 52
Salary Admin and Position Control Budgeting • Salary Admin o Used to calculate and create salary budget for salaries and benefits § Only for employees on salary schedules o o Can project next year salary and benefit information Loads Salary and Benefit information into BPS § May create different scenarios and compare • Salary Admin and Position Control Together o o Provides all of above including next year projected salary and benefits Provides actual salary and benefits for all employees with positions Includes budget amounts for overstaffed and understaffed positions Provides FTEs in Budget Prep for all positions including overstaffed 53
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Position Control Inquiries for Budgeting • Provides Position Inquiries by Account with FTE o o o Position Inquiry by Account – HPINQ 01 A. FMX Position Inquiry by Account Drilldown – HPINQ 02 A. FMX Position Inquiry – HMPOS 03 I. FMX Position Inquiry by Account 55
Position Control Inquiries for Budgeting Position Inquiry by Account Drilldown 56
Setting Up New Fiscal Year and Budgeting with Salary Admin
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Salary Admin Maintenance Checklist • • • Roll Jobs and Pays Set up new salary schedules Process Schedule increases and Calculate Schedule Amounts Perform Salary Advancement for Employees Create Simulation Setup Budget Benefit Master (if including benefits) Print Projected Benefits Print Budget Report Load SAD to BPS 59
Salary Admin - Budgeting • Salary Administration can be used to calculate and create your salary budget • Salary Administration budget will only calculate for employees on salary schedules 60
Create Simulations • Simulation is individual “sandbox” calculations to use for comparison • Define simulations to create different options • See outcome prior to deciding on a specific budget • Establish an unlimited number of budget simulations to help plan your budget • Move the appropriate simulation(s) into BPS scenario for processing 61
Create Simulations • Simulation 62
Budget Benefit Master • Used to calculate benefits as part of the budget • Budget Benefit Master used as a staging area for benefit calculations • Set up benefit criteria, make additions, deletions and modifications without affecting payroll processing • Projected changes o Use to enter anticipated changes in benefit percent or amount for upcoming contract year 63
Create Simulations • Simulation 64
Load Benefits from HRS – HABEN 04 A. FMX • Tool to load benefit info from HRS Ded/Ben Master into Budget staging area • Once loaded, view and modify 65
Print Projected Benefits – HABEN 02 A. REP • Calculates and extracts the budget benefit amounts for the selected simulation • After the benefits have been calculated, run the report many times without having to calculate • If changes made to Budget Benefit Master or to an employee’s benefit, calculation needs to be run to see the changes reflected • Define Ded/Ben groups to shown in up to 8 columns • Run this report prior to running Budget Report-Position in Jobs. HABEN 03 A. REP 66
Print Budget Report
Budget Report-Position in Jobs – HABEN 03 A. REP • Shows salary calculations that are loaded into the simulations prior to loading the salaries into BPS • Use only if using Salary Admin without Position Control • If benefits are included in budget, run HABEN 02 A. REP Calculate/Print Budget Report-Positions in Jobs prior to running this report • You must calculate budgets at least once to load information o Calculate Budgets (Yes) deletes budget info for simulation no entered and recalculates 69
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Budget Report–Position in Jobs – HABEN 03 A. REP 71
Load SAD to BPS – HABUD 01 A. FMX 72
Budget Manager Entry • Populates in Salary Admin Field and becomes Req’s Budget • Adjustments can be made using Managed Budget to add to Req’s 73
Budget Manager Entry • Double click on Salary Admin to show employees associated with salary 74
Salary Admin Reports • • • Calculating Cost of Schedule Employee Salary Analysis Report Salary Schedule Listing Report Employee Salary Advancement Report Schedule Scattergram Report Budget Benefit Master Projected Benefits Report Budget Report – with and without Report Specs Employee Compensation Package Report 75
User Guides • User Guides on infolink https: //infolink. hammer. net • Alio SAD – Guide to Salary Administration o Resource ID: 4893 • Alio SAD – Salary Administration and Position Control Reports in Alio o Resource ID: 4812 • Alio BPS – Guide to Budget Preparation o Resource ID: 4746 76
Discussion
Additional Training • If you are interested in other Alio Web. Ex group training sessions, you can view the list of sessions currently available at: http: //www. myalio. com/web-training • If you prefer one-on-one training, please contact your Alio support provider directly for cost and scheduling information • If you are seeking Alio documentation or recorded training sessions, please log onto infolink: https: //infolink. hammer. net/login. aspx • If you have any additional questions or concerns, please contact Alio support at 1 -800 -914 -9879 or by direct email to wccc@hammer. net
Thank You
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