Actions to choose from
- Salary Change Only: Change in Annualized salary,
Annual Salary (Modified Salary) and/or FTE% ONLY. Note:
Change in hours affects the FTE% for Biweekly employees.
- Fund Changes Only: Change in the encumbrance
date of a UDAK, or % distribution, or UDAK key ONLY
- Assignment Change: Any change involving Title,
Class code, Position Type and Account, position number. This action
can also involve Salary change (make sure to select the appropriate
reason) and/or fund changes.
Which one to choose?
Q: To extend the encumbrance end date
on some UDAKs, and not change anything else.
A: Fund Change Only. This request
will affect the funding and will be keyed in by the Payroll Staff
Q: A Faculty employee receives a promotion,
but the salary remains the same.
A: Assignment Change. A "Faculty
Promotion" is a reclassification since the class code and title
will change. All data will show, salary and funding, to ensure that
the employee is accurately set up in all systems.
Note: In the State system, an "FTE promotion"
refers to something different: that's an action that involves a
class code change, a title change AND change in the State FTE Position
Number.
Q: A Faculty employee receives an increase
on the same day he/she also gets a promotion.
A: Assignment Change. A "Faculty
Promotion" involves changing the title and the class code.
Make sure to select "Reclass/Promotion" for the Salary
change reason.
Note: In the State system, an "FTE promotion"
refers to something different: that's an action that involves a
class code change, a title change AND change in the State FTE Position
Number.
Q: An employee in going into the TERI
program.
A: Assignment Change. Even if
the job remains the same, the conditions of employment change and
you should indicate on the Pear the projected TERI end date. DO
NOT SEND a leave payout form, since Bill
S618 did away with this payout for new TERI participants. The
employee will get their leave paid out upon resignation at the end
of the TERI period.
Q: A Bi-Weekly
employee only changes his/her number of hours worked.
A: Salary Change only. This affects
the FTE%. Note that there is no increase/decrease in salary if this
is the only parameter that changes (you can leave the Salary Reason
blank in this case). However, if you modify the Annualized Salary,
and you need to select a reason to explain the salary increase (or
decrease). You can verify in the later case that the hourly rate
will change when you change the Annualized Salary.
Q: A Monthly employee only changes his/her
FTE%.
A: Salary Change only. This affects
the FTE%. Note that there is no increase/decrease in salary if this
is the only parameter that changes (you can leave the Salary Reason
blank in this case). However, if you modify the Annualized Salary,
you need to select a reason to explain the salary increase (or decrease).
Q: I want to lower the FTE% of a Faculty
employee, but maintain the same annual salary. Why is it an increase?
How do I key this into UMS?
A: Salary Change only. The Annual
Salary is the product of the Annualized Salary and of the FTE%.
If FTE% decreases, then Annualized Salary must increase to maintain
the same resulting Annual Salary. The Annualized salary you need
to enter is:
Annualized
Salary = Annual Salary ÷ FTE%
Because the Annualized Salary is increased, this operation is truly
an increase. The employee earns the same amount of money for less
time spent on the job.
Q: John Doe is transferring from another
MUSC department into my department. Is it an Assignment Change or
New Hire?
A: Assignment Change or New
Hire. If you know for a fact that the employee is already
an MUSC employee (not MUHA or UMA!) and is transferring to your
department, you can code it either way. HRM will have to consider
additional State reporting regulation requirements to make the final
decision on how this transaction will be coded and processed in
Hermit and HRIS.
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