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 new Pay Adjustments batch.

• Open the Pay Adjustments screen (PR> Pay Adjustments). The Batches window will display all the open Pay Adjustments batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button to delete the selected batch. All uncommitted Pay Adjustments data in the batch will be deleted.
• Click the Create New Batch button to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Pay Adjustments process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields default to the current date and are used for reference only and do not affect the transaction or journal entry date of the transactions in the batch.
• Click CREATE to create the new Pay Adjustments batch.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Pay Adjustments process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Pay Adjustments process.

3     Enter an Effective Date for the batch.

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

4     Edit the adjustments.

• Open the Edit Adjustments screen (PR> Pay Adjustments> Edit Adjustments).
• The Edit Adjustments screen will display all the employees that will be included in the adjustments batch.
• Click DELETE to remove an employee from the list.
• Click EDIT to edit the adjustment details for the selected employee.
• Click ADD to open the Create Adjustment screen.
  • Click the Employee Number field search button 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 search buttons in the Proposed Revision section 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 button to update the Proposed Revision section after making a change to one of the editable fields.
  • Click the Clear button to clear the Grade and Step information from the Proposed Revision section.
• Click the Save button when complete.

5     Print the proof list. 

• Open the Print Proof List screen (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.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select PDF to print the report in the default Springbrook format.
  • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • 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.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

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

• Open the Print Letters screen (PR> Pay Adjustments> Print Letters).
• Select a Form from the drop-down menu.
  • Forms are mail merge documents created on the Forms Maintenance screen (SS> Maintenance> Forms).
• Click the Department Code field search button  to select the department that you would like to generate forms for.
• Specify how the forms will be organized with the Sort By drop-down menu.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select PDF to print the report in the default Springbrook format.
  • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • 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.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

7     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 menu. This will open an information window asking you to confirm your selection.
• Click the Submit 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).

8     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.

9     Commit the Pay Adjustments batch.

• Open the Commit screen (PR> Pay Adjustments> Commit).
• Click the Continue button or press ENTER to commit the batch.  
  • If you click the Cancel button, you can still commit the batch via the Commit button.
• Pay adjustment revisions will appear on the PR Employee Maintenance window (PR> Maintenance> Employee).