Salary Recoveries & Overview of Adjustments

1. Salary Recoveries & Overview of Adjustments November 2013

2. Agenda 2

3. Module Overview

4. Salary RecoveriesOnline Training UPK: • Create ongoing recovery • Create a one time recovery http://www.ucalgary.ca/enablement/training/tutorials 4

5. Salary RecoveriesModule Changes • Redirect of Department Credit • Date/Time Stamp on Recovery page • Initiate One-time Adjustment for Terminated EE • Auto terminate recoveries • Sort order on one time page (most recent first) 5

6. Salary RecoveriesOngoing

7. Salary RecoveriesOne-Time Adjustment 7

8. Setting up a Salary Recovery transaction

9. Salary RecoveriesSet-up Considerations General Guidelines: • HRR Journal: semi-monthly processing per pay calendar • Mid period changes will stop the recovery for the entire semi-monthly period • Mass updates for salary increases or benefit rate changes are processed centrally • When combined with other salary components, Market Supplements and Research Stipends will generally be recorded as Flat or Max. • When a multiple component recovery has a percent-balance of the compensation being recovered, set the base-salary as being the last priority that pays the percent-balance. 9

10. Salary RecoveriesSet-up Considerations A. 100% Salary Recovery • Example: 100% of salary and market supplement to one project. First priority is the market supplement @ 11.60% – FLAT Amt Second priority is balance of recovery, from base salary – PERCENT This setup will ensure that the recovery is automatically increased when the base-salary increases when merit or across-the-board is given. 10

11. Salary RecoveriesSet-up Considerations 11

12. Salary RecoveriesSet-up Considerations B. 100% Salary Recovery • Example: 100% of salary and market supplement. Maximum $50,000.00 to project, balance to AHS. First priority is the market supplement @ 11.60% – MAX Amt Second priorityis the remainder of the $50,000.00 recovered from base-salary – MAX Amt Third priority is the balance of recovery, which is the BASE-SALARY @ 20%. This setup will ensure that the recovery is automatically increased when the base-salary increases when merit or across-the-board is given. 12

13. Salary RecoveriesSet-up Considerations 13

14. Salary RecoveriesSet-up Considerations C. <100% Salary Recovery -funding is less than the 100% compensation (i.e. a balance is remaining) and is entirely a Flat or a Max, the setup would require a separate line for each salary component. • Example #1: Maximum $177,600.00 to one project (Salary and Market Supplement) First priority is the market supplement @ 11.60% – MAX Amt Second priority is base-salary @20% - MAX Amt 14

15. Salary RecoveriesSet-up Considerations 15

16. Salary RecoveriesSet-up Considerations C. <100% Salary Recovery • Example #2: Maximum $88,800.00 to Project 1 and Maximum $73,950.00 to Project 2 First priority is the full market supplement @ 11.60% – MAX Amt Second priority the remainder of the $88,800.00 recovered from base salary – MAX Amt Third priority is the $73,950.00 recovered from base salary – MAX Amt 16

17. Salary RecoveriesSet-up Considerations 17

18. Salary RecoveriesSet-up Considerations D. <100% Salary Recovery -funding is less than the 100% compensation (i.e. a balance is remaining) and the recovery is a percentage of the total salary, the recovery should be setup on multiple recovery ids. • Example #1: 50% recovery of Salary and Market Supplement. Formerly, this would have been setup under Recovery ID 02. Salary/MarkSup Now, setup under two recovery ids: Recovery ID Salary for 50% of salary Recovery ID Market Supp for 50% of market supplement 18

19. Salary RecoveriesSet-up Considerations 19

20. Salary RecoveriesSet-up Considerations 20

21. Salary RecoveriesSet-up Considerations E. 100% Salary Recovery • funding is greater than the 100% compensation and is entirely a Flat or a Max, the setup would require a separate line for each salary component • Example : Maximum $200,00.00 funding, and employee makes less than funding. First priority is the salary entered up to the max of employee’s compensation. Check the ‘Under-Max’ box, so that recoveries requiring manual updates at ATB and merit can be identified. 21

22. Salary RecoveriesSet-up Considerations 22

23. Workflow Overview

24. Salary RecoveriesWork Flow Ongoing Recoveries: • Project type - RSRCH (Fund 60) -Compliance and Eligibility • Project type <> RSRCH (Funds 70, etc.) -no workflow – automatic system approval • Third party billings (Account 12226) -Department owner (CR)

25. Salary RecoveriesWork Flow One-Time Recoveries: • Project type - RSRCH (Fund 60) -Compliance and Eligibility • Project type <> RSRCH (Funds 70, etc.) -no workflow – automatic system approval • Third party billings (Account 12226) -Department owner (CR) • Fund 10 (no Project) -Department owner (DR & CR)

26. Salary Adjustments Matrix

27. Salary AdjustmentsDecision Matrix Step 1:

28. Salary AdjustmentsDecision Matrix Step 2:

29. Salary RecoveriesDecision Matrix Step 3:

30. Queries

31. Salary RecoveriesQuery Development CURRENT: • UC_FP_QA_ACTUALS_BY_EE • UC_FP_QA_ACTUALS_BY_EE_RET (actuals –HCM retro accounting) • UC_FP_QA_EARNINGS_BY_EE ** (HCM – actuals) • UC_PA_REC_ACTIVE (active recoveries) 31

32. Salary RecoveriesQuery Development UNDER DEVELOPMENT: (Current, Retro, Future Dated) • Full Listing (from module) • Duplicate salary components • Comparison: recovery to actual earnings • Retro or mid-period actions: • Terminations • Department change • Leaves: • LTD • Maternity, etc. 32

33. Salary RecoveriesQuery Development CURRENT, RETRO, FUTURE DATED: • Market Supplements and Research stipends • Terminations • Changes in $ • Job changes: • EE: UCALG to UCALT (change of appointment) • Compensation • % change in duties (ie) reduced duties • Auto-terminations – listing of 33

34. ResourcesQuestions