Human Resources Management System

Transaction Process for Pay Rate Change (PAY)

Definition: Use Pay Rate Change to make a permanent or temporary change to the compensation rate of an employee without making a job code, grade, or step change. Refer to the transaction processes for Job Reclassification, Promotion, or Demotion when job code, grade, or step change.

• Disciplinary: a reduction in pay due to a disciplinary action by the department
• Equity Adjustment-Individual: an adjustment to an employee's pay based upon inequity
• Merit: a pay increase based upon performance; for Academic positions, defined as a change in step
• Negotiated Agreement Adjustment: a pay increase for members of a bargaining unit to implement a negotiated agreement when the increase is not merit-based nor a range adjustment
• Parity Adjustment: an increase which brings a group of employees into alignment with comparison groups
• Range Adjustment: adjustment due to contract agreement or increase given by the University
• Return to Base: ends a stipend (with no end date) for a staff appointee
• Review Increase-Academic: a salary increase resulting from an academic review but no change to step
• Regularization: an increase for faculty member, initially appointed Acting Assistant Professor, who has now completed doctoral degree requirements and changed to Assistant Professor title.
• Salary Scale Change-Acad: an adjustment when there has been a salary scale change due to market
• Salary Increase to Minimum: an increase in an employee's salary to the minimum value for the range
• Stipend-Staff: a stipend (temporary increase) for a staff appointee
• Time in Title-Academic Students: a step increase for a GSI based on either years of service or where they are in their degree program

* = Required Field

1. Go to Home>Administer Workforce>Administer Workforce (GBL)>Use. From the Use Menu, click Job Data.
   1. On the Job Data search criteria page, type in the Employee ID or Last Name and click Search (or press Enter).
   2. If a list of employees is displayed, click the employee ID or name of the employee you are updating. If there are no matching values, review your criteria and change it, as appropriate.

Job Data

2. On the Work Location page of Job Data, click the + button to insert the new transaction.
   The system will automatically copy the last row of data into the newly inserted row.
   Note: Effective Date defaults to the current date.
   1. Type the Effective Date* of the transaction (MM/DD/YY) or use the calendar feature to select a date.
   2. Select Action* "Pay Rate Change" from the drop-down list of available Actions.
   3. Type in the Reason* code or click the Magnifying Glass to lookup the appropriate Reason for the Pay Rate Change. Refer to the Action/Reason Codes job aid for definitions of Reason Codes: http://hrweb.berkeley.edu/hrms/actionreason.htm
   4. Update the Supervisor Employee ID if it is changing or click the Magnifying Glass to search on last name or other criteria to obtain the Supervisor's employee ID.
   5. Click the Job Information tab.
      Note: If you are adding a stipend, go to step 6.
3. Review and update information on the Job Information page as necessary. Click the Compensation tab.
   Note: You only need to go to the Payroll tab to change the Tax Location Code if an employee is working outside the state of California.
4. Review and update information on the Compensation page, as appropriate.
   1. Under Pay Components, on the Amount tab, Rate Code is derived from Job Code. For academic titles, Rate Code can be changed if deemed necessary. Refer to the Compensation Rate Codes job aid for more information: http://hrweb.berkeley.edu/hrms/compratecode.htm
   2. If the employee is to be paid off or above scale, select the O/A Scale justification reason. If you accidentally select an O/A value that is not valid for this employee, select the blank value by scrolling up to the top of the list. Refer to the Off/Above Scale Codes job aid for more information: http://hrweb.berkeley.edu/hrms/offabovescale.htm
      Note: If O/A Scale is "Decoupled," you need to add a second line for the decoupled amount. Refer to the Off/Above Scale Codes job aid for an example.
   3. Type in the Pay Rate/Amount*. It must correspond to the Rate Code (for example, hourly rate for hourly employees; monthly rate for monthly employees). For step-based titles, this rate is derived from the step and cannot be changed unless you have selected an O/A Scale justification reason.
      Once Pay Rate/Amount is entered, the equivalents for Hourly Rate, Monthly Rate (Annual Rate/12), and Annual Rate are displayed in the Pay Rates box above.
      Note: For Rate Codes "9/9," "9/10," and "11/11," Monthly Rate will not equal the Pay Rate/Amount.
5. Click the Earnings Distribution link at the bottom of the page.

Earnings Distribution

6. Update information for each distribution line on the Job Earnings Distribution page including the chartstring for your department. For multiple distributions, click the + button to add additional lines, and click Copy Fields on the new line to copy information from the previous line. Click the - button to delete a distribution line.
   For a stipend pay rate change, click the + button to add a line for the stipend.
   1. Verify and change, as appropriate, the Begin Date* for each distribution, or use the calendar feature to select a date. Type in an End Date if applicable.
   2. Earnings Code defaults to "REG." Type in or select a different Earnings Code if appropriate. Use "STP" for a stipend distribution line.
   3. Type in the Distribution % (percent format, not decimal). For example, type 100 (not 1.0) for 100% or 80 (not .8) for 80%. The total of all distribution percents must equal job FTE. Leave Distribution % blank if the Earnings Code indicates that a flat rate should be used in Pay Rate/Amount (for example, stipends).
   4. Type in Pay Rate/Amount if the Earnings Code indicates that a flat rate should be used.
   5. Type in Budgeted FTE for permanently budgeted positions (in decimal format, for example, 1.0 ).
   6. Select Work Study Program code for student employees in work-study positions. The program code is on the Work Study Referral form.
      Note: If employee is work study, Distribution % should be less than 50% unless the Work Study Office approved a higher percent. Refer to the Work Study website at: http://workstudy.berkeley.edu
   7. To enter a Speedtype, select the box next to the Speedtype edit box. Type in a Speedtype code or enter a partial value and click the Magnifying Glass to select a code from a list.
   8. Change BU (Business Unit) to "J" if appropriate.
   9. Type in the salary Account* or click the Magnifying Glass to select the account from a list.
   10. Type in the Fund*, Org code*, Program*, Project, Flex that are not populated by Speedtype. Click the Magnifying Glass to select any of the values from a list.
   11. Click Save to save the pay rate change transaction.
       Note: For a stipend pay rate change, you will receive a warning message stating that "Pay Rate Change action is chosen and Pay Rate has not been changed on the job row." Click OK to acknowledge the warning and save the transaction.