FY 2015 Budget Q&A

Q&A on Faculty Compensation Fields

The following questions and answers are intended to clarify the use of the faculty appointment action/reason codes and compensation “percentage” fields found on the Compensation Budget Model (Comp Bud).
For questions regarding compensation and faculty appointment matters, please contact Tom Kraft, Manager, Compensation (314-362-7202, or Kraftt@wusm.wustl.edu) or Tammy DeBeaux, Manager, HR Operations (314-362-6962 or debeauxt@wusm.wustl.edu).

Increase in Total FTE with No Change in Rate of Pay

1.) A faculty member’s total salary is presently $120,000 with a total FTE of .75. On July 1 the salary is increasing to $160,000 and the total FTE is increasing to 1.00. What action/reason codes and salary increase percentage components should be entered?

Answer: The rate of pay is not increasing as $120,000/.75 ($/FTE) is equal to $160,000/1.00. On the HR Data tab in Comp Bud, the action/reason code should be entered as “DTA FTE” (Data change in Total FTE). Then, go to Primary Job Tab, and make sure all percent increase categories (merit, market, etc.) are set to zero and change the Total and Primary Job FTE’s to 1.0.

Any changes to secondary jobs of this nature should be entered with an action/reason of “DTA DIS” – Data Change (Redistribute Salary) with corresponding changes to Job Comp Rate and Job FTE.

Increase in Total FTE with increase in rate of pay

2.) A faculty member’s total salary is presently $120,000 with a total FTE of .75. On July 1 the salary is increasing to $150,000 and the total FTE is increasing to .90. What action/reason codes and salary increase percentage components should be entered?

Answer: The rate of pay is increasing from $120,000 for a .75 FTE to $144,000 for a .90 FTE with a 4.2% increase in the rate of pay (.9 x 120,000/.75 = $6,000/$144,000). Go to the HR Data Tab and enter an action/reason code that describes the type of increase being given. If the entire 4.2% is due to a single reason, that reason should be entered. For example, if 4.2% is a merit increase, use “PAYMER” (Pay Rate Change – Merit). On the Primary Job Tab, if the 4.2% is due to more than one factor, record the individual percent increase in each specific increase category and determine action/reason using this rule of priority:

  • Promotion, then
  • Merit, then
  • Equity, then
  • Market, then
  • Faculty Compensation Base Change, then
  • Administrative Duties

Decrease in Total FTE with no change in rate of pay

3.) A faculty member’s total salary is presently $120,000 with a total FTE of .75. On July 1 the salary is decreasing to $80,000 and the total FTE is decreasing to .50. What action/reason codes and salary increase percentage components should be entered?

Answer: The rate of pay is not decreasing as $120,000/.75 ($/FTE) is equal to $80,000/.50. The action/reason should be “DTA FTE” (Data Change in Total FTE). Enter the action/reason code on the HR Data tab, then follow the steps outlined in #1 above to adjust Proposed Total and Proposed Job FTE and set percent increase categories to zero.

Decrease in Total FTE with increase in rate of pay

4.) A faculty member’s total salary is presently $120,000 with a total FTE of .75. On July 1 the salary is decreasing to $82,400 and the total FTE is decreasing to .50. What action/reason codes and salary increase percentage components should be entered?

Answer: The rate of pay per .50 FTE is increasing from $80,000 (.5 x $120,000/.75) to $82,400 or 3% ($2,400/$80,000). If the entire 3% is due to a single reason, that reason should be entered as the action/reason code. For example, if 3% is due to an internal equity adjustment, then the action/reason should be “PAY EQA” (Pay Rate Change – Equity). On the Job Data Tab, if the 3% is due to more than one factor, specify the salary increase percentages for each increase factor. Use the rule in #2 above to determine action/reason code. Enter action/reason on the HR Data Tab, then go to Primary Job to change the Proposed Total Salary and Proposed Job Salary. Proposed Total FTE and Proposed Job FTE should also be adjusted.

Additional Responsibilities Added

5.) A faculty member’s total salary is increasing on July 1 from $100,000 to $113,000 which includes an additional $10,000 for added administrative responsibilities. $3,000 of the new salary is a merit increase. How should this be entered?

Answer: Go to HR Data Tab and enter “PAYMER” (Pay Rate Change – Merit) in the action/reason field. Go to Primary Job Tab and enter a $10,000 increase in the “Duties” category and $3,000 in the “Merit” category. This will increase the Total Salary and will change the Proposed Job Salary on the Primary Job.

For changes to secondary jobs of this nature, the action/reason should be “DTA DIS” (Data Change – Redistribute Salary). Make corresponding changes to Proposed Job Salary if affected.

Additional Responsibilities Dropped with an increase in rate of pay

6.) A faculty member’s total salary is decreasing on July 1 from $110,000 to $103,000 due to an administrative supplement of $10,000 being deleted as the faculty member relinquishes an administrative role beginning July 1. $3,000 of the new salary is a merit increase on the base of $100,000. How should this be entered?

Answer: In RAPS Comp. Bud., go to HR Data and enter the action/reason of “PAYMER” (Pay Rate Change – Merit). Go to Primary Job Tab and enter a negative $10,000 in the “Duties” category and $3,000 in the “Merit” category. The Proposed Total Salary and Primary Proposed Job Salary will automatically adjust. Changes to secondary jobs must be made to Proposed Job Salary manually.

Promotion with no merit component

7.) A faculty member is receiving a promotion from Associate Professor to Professor effective July 1 with an increase in total salary from $90,000 to $100,000. Per the department’s Faculty Compensation Plan the base salary (x) will increase from $55,000 to $70,000 due to the promotion. How should this 11.1% increase in total salary be entered?

Answer: Go to HR Data Tab and enter an action/reason of “PRO PRO” (Promotion w/Pay Rate Change). Go to the Primary Job Tab and enter $10,000 in the “Promotion” category. The Proposed Total Salary and the Proposed Job Salary on the primary job will automatically adjust. Enter $70,000 in the “xyz base” field.
NOTE: You should only load those promotions that will have been approved by Executive Faculty prior to March 1.

Salary decrease in secondary job and increase in primary job – No change to total salary

8.) Current effort on a particular grant in the secondary job will cease on July 1 reducing that salary from $30,000 to $10,000. New grant work will be picked up on July 1 in the primary job increasing that salary from $100,000 to $120,000. Total salary of $130,000 and total FTE of 1.00 will be unchanged on July 1. How should the change in salaries be entered?

Answer: Go to HR Data Tab and enter an action/reason of “DTA DIS” (Data Change – Redistribute Salary). Go to Primary Job and enter a change in Proposed Job FTE and Proposed Job Salary for the Primary Job.

The secondary department should also complete the same steps on the “Sec Job” Tab.

Change in Salary with Change in Track

9.) A faculty member is changing from the Investigator Track to the Clinician Track effective July 1 with a merit/annual increase in total salary from $100,000 to $102,000. What action/reason code and salary increase percentage components should be entered?

Answer: On the HR Data Tab, the action/reason code should be “PAY MER” (Pay Rate Change-Merit). The merit increase action takes precedence over the change in track in choosing the action/reason code. In this case the action/reason for change in track is not used.
NOTE: You should load changes in track that will have been approved by Executive Faculty prior to March 1.

Change in Salary with Change in Department

10.) A faculty member is changing the department of the primary job effective July 1. A merit increase in total salary from $100,000 to $103,000 has also been granted. What action/reason code and salary increase percentage components should be entered?

Answer: Go to HR Data tab and enter “PAYMER” (Pay Rate Change – Merit) in the action/reason field. Go to Primary Job and enter “y” in the “Exclude from Budget” row. Zero out both the Total and Job FTE’s. Go to New Job Tab and enter all data, including the Proposed Total Salary and Proposed Job Salary. Enter the dollar amount of increase in the “Merit” category.

This same process applies when ending existing secondary jobs and creating new ones in a different department.

Change in Salary After your Download from RAPS

11.) A faculty member’s salary increased in December, 2010, but the Compensation Budget Model report of faculty salary increases is still showing the “current” salary as of November 30, 2010. How do I change the current rate to the correct amount before applying the July figure?

Answer: All salaries will appear in Comp Bud as of the date you download from RAPS. To change the “Current Total Salary”, go to the Primary Job Tab and enter the dollar amount of adjustment in “Current Total Salary Adj” row. This will adjust the “Current Adj Total Salary” row proportionally based on the Current Total FTE. This change will automatically adjust the “Current Adj Job Salary” on the Primary Job and the projected 2% merit increase will calculate on top of the newly adjusted salary.

There is no action/reason required because this corrects data on Comp Bud to reflect what is already in HRMS.

If secondary jobs exist and require this change, adjust Job Comp Rate using the same process on the Sec Job Tab.

12.) Budgeting a change in rate after July 1

Answer: Go to the Monthly Budget tab and enter the amount of increase in the month in which the increase takes effect.

If secondary jobs exist, this same step would be taken on the Monthly Budget tab.

NOTE: All future dated increases must be reviewed and approved thru the Dean’s Office at the time it is set to occur.