Process Pay Adjustments

The Pay Adjustments process is used to update an employee's Grade, Step, or pay schedule information. A Pay Adjustment batch cannot be processed while a COLA batch is open.

Step by Step

1     Open or create a Pay Adjustment batch.

• Select the Pay Adjustment palette in PR> Pay Adjustment. This will expand the Pay Adjustment palette and display the steps of the batch process.
• Modify an existing batch or create a new Pay Adjustment batch.
  • Select a batch number from the drop-down menu at the top of the Pay Adjustment palette to select an existing batch.
  • Select New from the Pay Adjustment batch number drop-down menu to create a new batch. This will open the New Batch window.
    • The Batch Month and Batch Year of the Pay Adjustment batch is used for reference only and is not necessarily the fiscal month and year the transactions in the batch will be posted to.
• Click the Generate icon to save the batch.

2     Enter an Effective Date for the batch.

• Open the Settings window (PR> Pay Adjustment> Settings).
• Select an Effective Date from the drop-down menu. The current date is the default.
• Click the Save icon when complete.

3     Edit the adjustments.

• Open the Edit Adjustments window (PR> Pay Adjustments> Edit Adjustments).
• The Edit Adjustments window will display all the employees that will be included in the adjustments batch.
• Click the Create icon to open the Employee and Revision sections of the window.
  • Click the Employee Number field label to select an employee from a list. Once you have selected an employee, the additional Employee section fields, the Current Revision section, and the Proposed Revision section will populate.
  • Click the Grade or Step field labels to edit the employee's pay by associating the employee with previously configured Grade and Step settings. Grades and Steps are created and maintained in the Grade/Step Maintenance window (HR> Maintenance> Grade/Step).
  • You can also create the pay adjustment by directly editing the Periods Per Year, Hours Per Year, Hourly Rate or Salary Per Period fields.
  • Click the Recalculate icon to update the Proposed Revision section after making a change to one of the editable fields.
  • Click the Clear icon to clear the Grade and Step information from the Proposed Revision section.
• Click the Save icon when complete.

4     Print the proof list.

• Open the Print Proof List window (PR> Pay Adjustments> Proof List).
• Select Sort By and Break By configurations.
• The Proof List will display the Employee Name and Number, Department, Union Unit, Current Revision and Proposed Revision.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

5     Print the Pay Adjustment forms. This is an optional step.

• Open the Print Forms window (PR> Pay Adjustments> Print Forms).
• Click the Department Code field label to select the department that you would like to generate forms for.
• Specify how the forms will be organized with the Sort drop-down menu.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

6     Generate the work flows. This is an optional step.

• The Generate Work Flows step applies if only certain employees are allowed to commit a Pay Adjustments batch. For example, if you are a department clerk, but only the department head is allowed to actually commit a Pay Adjustments batch, then run the Generate Work Flows step to notify the department head that a batch is ready to be committed. If you do not use work flows, skip to the Commit step and commit the batch.
• Select Generate Work Flows on the palette. This will open an information window asking you to confirm your selection. Press ENTER or click the OK button to generate the work flows. This will create a job on the Jobs Viewer window. Once the job is complete, the work flow will be created.
• Work flows are created and maintained on the Work Flow Maintenance window (SS> Work Flow> Work Flow Templates). Click here for information on Work Flows.

7     Review the work flows. This step is only required when using work flows.

• The Review Work Flows step is used to view the pay adjustments before committing the batch and is used in conjunction with the Generate Work Flows step. For example, a department clerk runs the Generate Work Flows step to notify the department head that the pay adjustments are ready to be approved. The department head receives an email that the batch is ready to be committed, so they review the pay adjustments proof list and then commit the batch.
• Open the Review Work Flows window to review the pay adjustments in the batch (PR> Pay Adjustments> Review Work Flows).
• The Review Work Flows window displays the work flow generated by the Generate Work Flows step (PR> Pay Adjustments> Generate Work Flows).
• The Status column displays the status of the work flow. If the work flow is waiting to be approved, the Status will be New.
• The Author column displays the department clerk that created the work flow (this is the employee that ran the Generate Work Flows step). If the Pay Adjustments batch is rejected, this is the employee that will receive the notification email that the batch has been rejected.
• The type of work flow generated during the Generate Work Flows step determines what needs to be done to the pay adjustments before the batch can be committed.
  • If the work flow is set up as an action step on your role (SS> Work Flow> Work Flow Templates), you will have to approve or reject the pay adjustments in the batch before you can commit the batch.
  • If the work flow is set up as an information step on your role (SS> Work Flow> Work Flow Templates), the commit step will be enabled and the batch will be ready to commit. When the work flow is set up as an information step, skip the Review Work Flows step and commit the Pay Adjustments batch.
• If you have to approve or reject the Pay Adjustments batch, highlight the work flow in the Review Work Flows window and press ENTER. This will open the Proof List for approval.

8     Commit the Pay Adjustments batch.

• The system will confirm the Commit one time. Choose OK to complete or Cancel to stop.
• Pay adjustment revisions will appear on the PR Employee Maintenance window (HR> Maintenance> PR Employee> Financial Tab> Revisions section).