EMPL SAL UPD

EMPLOYEE SALARY UPDATE (Screen 400)

This is an updateable screen. It displays an individual employee, group or vacant position's budgeted salary information. The salary information is displayed by account, natural account, TAMS and Payroll Action Form (PAF) percentage. This screen allows you to view the CURRENT YEAR's budgeted and revised salary information and enter NEXT YEAR's proposed budget salary information. To go to Screen 400, move your cursor to the SCREEN => field:

- Type 400 and press ENTER/RETURN.

Figure I-1: Employee Salary Update screen.

You will see Screen 400 - EMPLOYEE SALARY UPDATE screen (See Fig. I-1, above). Your cursor is automatically positioned on the EMPLOYEE NUM: field. There are four(4) ways of viewing employee/position information on Screen 400:

1. Use Screen 010 (NAME SEARCH) and search the BDS and/or PPS databases. Use the procedures presented on pages 4-1 through 4-3 to perform your search. Once you've located the desired employee/position, place your cursor on the desired employee/position's line and press F11.

2. Use Screen 200 (ACCOUNT SALARY INFORMATION) and follow the procedures presented on pages 6-1 through 6-3. Once you've located the desired employee/position, place your cursor on the desired employee/position's line and press F9.

3. Use Screen 300 (EMPLOYEE INFORMATION) and follow the procedures presented on pages 8-1 through 8-9. Once you are viewing the desired employee/position, press F11.

4. Type your desired employee/position identification number in the EMPLOYEE ID # field and press ENTER/RETURN.

Note: The BDS Security Table will only allow you to view those employees/positions that are part of your authorized TAMS Organization(s). If you are not authorized to view an employee/position, you will see the following messages at the bottom of your screen: "YOU ARE NOT AUTHORIZED TO USE THIS ORGANIZATION."

One(1) employee/position record will be displayed at a time. The employee/position's entire account distribution will be displayed, if you are authorized for that position's organization. Otherwise, only the accounts you are authorized to update/view will be displayed on the screen. The updateable information will appear highlighted on the screen. There may be up to eight(8) account/natural account records for each employee/position on one(1) page. If the account distribution is on two(2) pages, you may view the second page by pressing F8 (DOWN). Pressing F7 (UP) will return you to the first page of the salary information record. For each employee/position salary information record, the CURRENT YEAR SALARY and NEXT YEAR SALARY information is displayed.

The CURRENT YEAR salary information consists of the ORIG (ORIGINAL) budgeted salary, CUR ANN (CURRENT ANNUAL) salary and the PAF% (PAYROLL ACTION FORM PERCENT) distribution to your selected account. The ORIG salary is the approved budgeted salary for the current fiscal year. The CUR ANN salary is the current payroll salary. You cannot directly update the CUR ANN salary information in BDS. The Payroll database updates the CUR ANN salary information every time Payroll downloads into BDS. Also, the CUR ANN salary may differ from ORIG salary only if changes were approved and made during the current fiscal year. The PAF% is the distribution of total salary to the specific account and natural account combination.

The NEXT YEAR salary information shows future budgeted salary. The PROPOSED salary is the budgeted salary for the new fiscal year. FRINGE automatically calculates based on salary amount, the applicable federal and state laws and the position's years of employment. Under this category, the TAMS and PAF %'s, and where applicable the PER HOUR rate, automatically calculates if you use the PROPOSED BUDGET AMOUNT and/or the SALARY CHANGE % salary budgeting methods.

When budgeting existing GRANT ACCOUNTS, the four(4) methods outlined in the following sections will apply. However, if you want to be sure you are budgeting the correct PROJECT, AWARD and TASK combination, you may place the cursor in the ACCT field and press F14. To produce an F14 function, hold down the SHIFT key and press the F2 function key. This will display the AWARD and TASK associated with that record. If this is not a record you wish to budget, you should use the ADD record feature to update the employee/position's future salary.

There are four(4) different methods used to budget NEXT YEAR salary information on this screen. You may use one or a combination of methods depending on the type and amount of information you have available. An employee/position's future salary may be entered:

As a total PROPOSED BUDGET AMOUNT,
As a Percent Increase/Decrease in SALARY CHANGE,
As a hourly rate PER HOUR and/or
Manually.

1. Enter a Total PROPOSED BUDGET AMOUNT:

Note: You can't use this method if the CURRENT YEAR CUR ANN PAF % is zero, the employee is paid from another account you are not authorized to update and/or this is a new position. The amount you enter must be numeric and in whole dollars. Do not insert dollar signs, commas, cents and/or negative amounts.

- Press TAB, move your cursor to the PROPOSED BUDGET AMOUNT: field.

Note: Using the TAB key will automatically position the cursor at the first available position in the field. You may use your arrow keys to position the cursor, but this action may not properly position the cursor in the desired field.

- Type the desired numeric amount in the PROPOSED BUDGET AMOUNT: field.

Note: The amount must be greater than $99 and less than $500,000. Use your SPACE BAR to remove any excess characters remaining on the PROPOSED BUDGET AMOUNT: line.

- Press F9 (Updates only the displayed employee/position record.)

The PROPOSED salary, FRINGE, TAMS % and PAF % will appear in the NEXT YEAR section of the screen, for all authorized accounts with CURRENT YEAR CUR ANN salary amounts. The FRINGE, TAMS % and PAF % will automatically calculate using this salary budgeting method. The screen will display the following message: "PRESS F10 TO ROUND SAL AMT AND CONFIRM OR F4 TO CANCEL UPDATE." Only the current displayed record has been updated. You must press F10 to update the BDS database or F4 to cancel the update.

Note: BDS contains a salary grade compensation check. You won't be allowed to budget a position more than the maximum salary for their grade range. If the position is red-circled, you will be allowed to budget the position for the same amount in the new Fiscal Year, if % FT = 100. If %FT is less than 100, contact Budget Office for assistance. You won't be allowed to budget below the salary grade minimum for position.

- Press F10 to confirm the update to the BDS database or F4 to cancel the update.

The screen will display the following message: "EMPLOYEE RECORD SUCCESSFULLY UPDATED." You may change the updated BDS record, as often as required, by following the procedures outlined above. Remember, the last update confirmed is the one stored in BDS. If F4 was chosen, the screen will erase the displayed effects of the update and return to the original record.

Once the employee/position has been successfully updated, you have the options of: manually entering the next position number, pressing F5 (NEXT EMP) to display the next numerically sequenced position number or pressing F6 (NEXT IPO) to bring up the next numerically sequenced position number with an out-of-balance salary record (IPF - IN PROCESS FLAG = 1 ). You may wish to use F6 to see if you've budgeted everyone you need to for your organization.

Other options, such as updating the employee/position information file (Screen 300), preparing a memo (Screen 600), preparing a PAF remark (Screen 610) and completing doctor incentive budgeting are discussed in their respective SCREEN FAMILIARIZATION sections in this manual.

2. Enter a Percent Increase/Decrease in SALARY CHANGE:

Note: You can't use this method to calculate NEXT YEAR's PROPOSED salary if the CURRENT YEAR CUR ANN PAF % is zero and/or this is a new position. The figure must be numeric, range from 0 to 99 and may include up to two(2) decimal places. If a zero percent is entered, there is no salary change and the CURRENT YEAR CUR ANN salary is automatically entered into NEXT YEAR's PROPOSED salary for those accounts you are authorized to update.

- Press TAB, move the cursor to the SALARY CHANGE: field.

- Type the percent.

Note: BDS automatically enters an I (INCREASE) in the next field. However, if a 0% salary change is entered, no entry is required in this field.

- Press F9. (Updates only the displayed employee/position record.)

Note: Using the 0% method will clear any previously budgeted amounts on the displayed record. If you want to budget supplemental and/or special pay for a position, you should use the 0% method first and then manually add the supplemental/special pay line(s).

Note: BDS contains a salary grade compensation check. You won't be allowed to budget a position more than the maximum salary for their grade range. If the position is red-circled, you will be allowed to budget the position for the same amount in the new Fiscal Year. You won't be allowed to budget a position below the salary grade minimum for the position.

- Press F10 to confirm the update to the BDS database or F4 to cancel the update.

3. Enter an hourly rate in PER HOUR:

- Press TAB, move the cursor to the PER HOUR field.

- Type the numeric value and press F9. (Updates only the displayed employee/position record.)

Note: BDS contains a salary grade compensation check. You won't be allowed to budget a position more than the maximum salary for their grade range. If the position is red-circled, you will be allowed to budget the position for the same amount in the new Fiscal Year. You won't be allowed to budget a position below the salary grade minimum for the position.

- Press F10 to confirm the update to the BDS database or F4 to cancel the update.

4. Manually enter NEXT YEAR's PROPOSED annual salary:

You can enter whole dollars in NEXT YEAR's PROPOSED salary field for all accounts you are authorized to access. The amount must be numeric and in whole dollars. You can manually enter budget salary information for a new or existing position.

A. To enter salary information for a "new" position:

- Press F9, to remove the blank lines from the screen.

- Press TAB, move the cursor to the blank ACCT line.

- Type the six(6) digit ACCOUNT number.

Your cursor is positioned on the NATL (NATURAL ACCOUNT) line.

- Type the four(4) digit salary NATURAL ACCOUNT.

Note: If the PAY FREQUENCY on Screen 300 doesn't agree with the salary NATURAL ACCOUNT, you will receive the following message on the bottom of your screen: "WRONG NATURAL ACCOUNT ENTERED FOR EMPLOYEE PAY FREQUENCY TYPE." Press F4 to cancel the update and then press F9 to remove the blank lines from the screen.

The cursor automatically positions on the first available place in NEXT YEAR's PROPOSED salary field. The amount you enter on this line must be numeric and in whole dollars. Do not insert dollar signs, commas, cents and/or negative amounts. To enter the proposed budget salary for your position:

- Type the desired amount and press TAB.

The cursor is positioned on the PAF % line. The PAF % is the percent distribution of the position's salary to this particular account and natural account. You are required to enter a numeric value in this field. It may take up to two(2) decimal places and the total for all salary account and natural account combinations must equal 100%.

- Type the desired number (e.g. 10, 36.50, 100) and press F9 (Updates only the displayed employee/position record).

The PROPOSED salary, FRINGE, TAMS % and PAF % will appear in the NEXT YEAR section of the screen. The FRINGE and TAMS % will automatically calculate using this salary budgeting method. The screen will display the following message: "PRESS F10 TO ROUND SAL AMT AND CONFIRM OR F4 TO CANCEL UPDATE." Only the current displayed record has been updated. You must press F10 to update the BDS database or F4 to cancel the update.

Note: BDS contains a salary grade compensation check. You won't be allowed to budget a position more than the maximum salary for their grade range. If the position is red-circled, you will be allowed to budget the position for the same amount in the new Fiscal Year. You won't be allowed to budget a position below the salary grade minimum for the position.

- Press F10 to confirm the update to the BDS database or F4 to cancel the update.

B. To enter salary information for an "existing" position:

- Press TAB, move your cursor to the underscored line "_" to the left of the desired account number.

- Type the letter u (update).

The cursor automatically positions on the first available place in NEXT YEAR's PROPOSED salary field. The amount you enter on this line must be numeric and in whole dollars. Do not insert dollar signs, commas, cents and/or negative amounts. To enter the proposed budgeted salary for your position:

- Type the desired amount and press TAB.

The cursor is positioned on the PAF % line. The PAF % is the percent distribution of the position's salary to this particular account and natural account. You are required to enter a numeric value in this field. It may take up to two(2) decimal places and the total for all salary account and natural account combinations must equal 100%.

Note: If a manual update is performed in BDS, you must manually enter the PAF %. The total PAF %'s must equal 100%. If the total PAF % is less than 100%, BDS automatically turns on the IPF (IN PROCESS FLAG) letting you know your employee/position's salary record is not balanced.

To enter your position's PAF %:

- Type the desired numeric value (e.g. 4, 50.25, 100) and press F9 (Updates only the displayed employee/position record).

Note: BDS automatically places two(2) zero decimal positions in the PAF % field after the update command (F9) has been pressed, unless you have typed in a desired decimal amount.

Note: BDS contains a salary grade compensation check. You won't be allowed to budget a position more than the maximum salary for their grade range. If the position is red-circled, you will be allowed to budget the position for the same amount in the new Fiscal Year. You won't be allowed to budget a position below the salary grade minimum for the position.

- Press F10 to confirm the update to the BDS database or F4 to cancel the update.

Other Options Available on This Screen

You can add a new account and/or natural account distribution to an existing position. To add the new account:

- Press TAB, move the cursor to the blank line immediately below the ACCT (ACCOUNT) field, near the middle of the screen.

-Type your six(6) digit ACCOUNT number.

Your cursor will automatically position on the line immediately below the NATL (NATURAL ACCOUNT) field. To add the natural account:

- Type the four(4) digit NATURAL ACCOUNT number.

Your cursor will automatically position on the line immediately below the PROPOSED field, under the NEXT YEAR SALARY section of the screen. The amount you enter in this field must be numeric and in whole dollars. To add salary information to the record:

- Type the desired amount and press TAB.

Your cursor will automatically position on the line immediately below the PAF% field. The PAF % is the percent distribution of the position's salary to this particular account and object code. You are required to enter a numeric value in this field. It may take up to two(2) decimal places and the total for all salary account and natural account combinations must equal 100%.

To enter your position's PAF %:

- Type the desired numeric value (e.g. 4, 50.25, 100) and press F9 (Updates only the displayed employee/position record).

Note: BDS automatically places two(2) zero decimal positions in the PAF % field after the update command (F9) has been pressed, unless you have typed in a desired decimal amount.

If you are adding a new GRANT ACCOUNT, at this time you will receive the following message "ENTER VALUES FOR AWARD AND TASK, THEN PRESS F9" and you will be required to enter the AWARD and TASK for this record. After entering the AWARD and TASK, press F9. If you do not have that information, press F4 to cancel and contact the Grants Office to ascertain the AWARD and TASK you should use.

The PROPOSED salary, FRINGE, TAMS% and PAF % will appear in the NEXT YEAR section of the screen. The FRINGE and TAMS% will automatically calculate using this salary budgeting method. The screen will display the following message: "PRESS F10 TO ROUND SAL AMT AND CONFIRM OR F4 TO CANCEL UPDATE." Only the current displayed record has been updated. You must press F10 to update the BDS database or F4 to cancel the update.

Note: BDS contains a salary grade compensation check. You won't be allowed to budget a position more than the maximum salary for their grade range. If the position is red-circled, you will be allowed to budget the position for the same amount in the new Fiscal Year. You won't be allowed to budget a position below the salary grade minimum for the position.

- Press F10 to confirm the update to the BDS database or F4 to cancel the update.

You can delete salary information from an updated record. Only one line's salary information may be deleted at a time. To delete salary information from an account/natural account you must:

- Press TAB, move your cursor to the underscored line "_" to the left of the account you wish to delete.

- Type the letter d (delete) and press F9.

The following message will appear on the bottom of your screen: "PRESS F10 TO CONFIRM ACCOUNT DELETION OR F4 TO CANCEL." If you press F10, this message will appear on the bottom of your screen: "EMPLOYEE RECORD SUCCESSFULLY UPDATED." If you press F4, this message will appear on the bottom of your screen: "END OF RECORD HAS BEEN REACHED."

PAF REMARKS PRESENT - This screen message, in the top right portion of your screen tells you that information has been updated on the selected position's PAF REMARKS SCREEN (Screen 610). To view Screen 610, move your cursor to the SCREEN => field and:

- Type 610 and press ENTER/RETURN.

To return to your selected position record on Screen 400, move your cursor to the SCREEN => field on Screen 610 and:

- Type 400 and press ENTER/RETURN.

Note: Screen 300 - EMPLOYEE INFORMATION has a PAF REMARKS field that will have the words YES or NO, if there is any information entered in Screen 610.

EMPLOYEE MEMO SCREEN - The letter "M" (Memo) will appear at the end of every account line that contains memorandum information. The information is entered on Screen 600 (EMPLOYEE MEMO SCREEN) for each account and natural account line combination. To view Screen 600, move your cursor to the underscored line "_" next to the selected account and:

- Type the letter s (select).

Then, move your cursor to the SCREEN => field and:

- Type 600 and press ENTER/RETURN.

To return to your selected position record on Screen 400, move your cursor to the SCREEN => field on Screen 600 and:

- Type 400 and press ENTER/RETURN.

Other Function Key(s) Available On This Screen:

F1 - HELP. This function key displays an explanation of all fields on this screen.

F2 - GO TO 300. This function key automatically moves the existing employee/position record to Screen 300 (EMPLOYEE INFORMATION).

F3 - MAIN. This function key will bring you to the BDS MAIN MENU screen.

F4 - CANCEL. This function key will eliminate any changes you made to a displayed position field(s) before the information is transferred to the BDS database. This function returns the displayed information back to the last information update made in BDS.

F5 & F11 - NEXT EMPLOYEE & PREVIOUS EMPLOYEE. These function keys allow you to scroll up (F5) and scroll down (F11) your selected TAMS Organization to display the next numerically sequenced position record.

F6 & F12 - NEXT IN PROCESS OUT OF BALANCE (IPO) AND PREVIOUS IN PROCESS OUT OF BALANCE. These function keys allow you to scroll up (F6) and scroll down (F12) your selected TAMS Organization to display the next numerically sequenced position record with an out-of-balance record (IN PROCESS FLAG). You may wish to use F6 to see if you've budgeted everyone you need to for your department. To do this, enter nine(9) zeroes (e.g. 000000000) in the EMPLOYEE NUM: field. Tab to the HOME ORG. NUM: field and enter your TAMS Organization number and press F6.

F7 - UP. This function key will allow you to scroll up through the displayed position record until you reach the beginning of the record. When you've reached the top of the record, you will see the following message near the bottom of your screen: "TOP OF RECORD HAS BEEN REACHED."

F8 - DOWN. This function key will allow you to scroll down through the displayed position record until you reach the end of the record. When you've reached the bottom of the record, you will see the following message near the bottom of your screen: "END OF RECORD HAS BEEN REACHED."

F13 - GO TO 700. To produce an F13 function, hold down the SHIFT key and press the F1 function key. This function key automatically moves the existing employee/position record to Screen 700 (DOCTOR INCENTIVE INFORMATION).

F14 - AWARD/TASK. To produce an F14 function, hold down the SHIFT key and press the F2 function key. This function key displays the AWARD and TASK information for a grant account line when the cursor has been placed in the ACCT field.

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