How to Process Merits and Promotions

KBAs and UPKs

Retro Review Action Entry

Other Considerations

Reference Links

Pre-Process and Overview

Pre-Process

Review existing data in Job Data, Person Org Summary or Workforce Job Summary as needed to understand changes-to-date. Review the Using Effective Dates in UCPath quick reference, if needed, for guidance on effective dates in job data.
If the academic appointee has an Expected Job End Date of 6/30 and the review is not going to be completed by then, you should extend it pending completion of review. Ladder rank faculty titles can be extended through 10/31 as long as there is a file in process. For other titles, verify the allowable extension date with your Dean’s office.
The Effective Date on extension transactions should be 6/29 or earlier and the job should be extended prior to the June PayPath transaction deadline.
- For academic series that accrue vacation and/or sick leave, the accruals will be affected if that date is not extended prior to 6/30.
- Also, you cannot enter any 7/1 salary actions (e.g., merits, promotions, reappointments) until the job has been extended. These will be entered as two separate transactions (extension effective prior to 6/29 and then the salary action effective 7/1).
Before starting your transaction, consider any and all changes that may be effective on 7/1 and that are impacted by a change in salary. Enter them all in one transaction, if possible, by using effective sequencing (adding rows).

Adhere to special handling deadlines and instructions that Academic Personnel issues, especially if there is a 7/1 range adjustment

Review the Payroll Processing Calendar to ensure you submit your transaction in time for approval before the Employee Data Change deadline

Special Handling

Series Changes, Academic title to another Academic title, should follow the Interlocation Transfer Process.
Transfers between Academic titles and Staff titles must follow the Interlocation Transfer Process.
The Intralocation Transfer template should be used for permanent transfers of academic employees from one department to another in the same series/title and when a new empl class is not appropriate. With the Intralocation Transfer, there may be issues with accrual balances and expected job end dates (those fields will transfer from the job that is ending and must be managed).

Retroactive rate changes should create retropay paid on the appointee’s next normal paycheck following PayPath entry provided they were entered/approved before the Employee Data Change deadline.

Summer Salary (excluding Summer Session teaching) is based on the 7/1 salary rate. Be sure the step and salary components are correct.

NSP negotiated components change on 7/1; you may have to add, change, or remove the negotiated component. Job Earnings Distribution (JED) is a manual process for NSP. Please follow guidance on Salary Programs page.

HSCP has exclusive Comp Rate Codes for the scale rates, off-scale, above scale, and negotiated components of pay. HSCP negotiated components change on 7/1. Job Earnings Distribution (JED) is automatic for HSCP.

A funding reallocation program runs in UCPath nightly for positions that utilize the Salary Cap/MCOP Funding Worksheet. Changes to FTE, salary components, or JED earn code distribution are picked up by that program, and existing funding in the Salary Cap/MCOP Worksheet is reallocated automatically.

System Steps: How to Process Merits and Promotions

Merits, Reappointment, Off-Scale Changes (Job Change Only)

Merit increases involve a change in step (for step-based titles) or a change in the annual rate (for above scale and range-based titles).

System Steps

1. Navigate to: PeopleSoft Menu > UC Customizations > UC Extensions > PayPath Actions

2. Enter search criteria in the Find Existing Value tab

3. Click the Search button and select the employee record you want to update

4. Click the Job Data tab

5. Enter the Effective Date of the transaction; this date is the first day of the new status

6. Enter the appropriate Action/Action Reason values and update the Step, Comp Rate Code and/or Comp Rate for your transaction as noted below

If your transaction involves multiple changes (e.g., merit and off-scale change, negotiated component change, etc.), you will need to add more than one row of data with the same effective date. To add a row, click on the Add New Row (+) button. The rows should be entered in the order in which they should occur. Updates with different Effective Dates must be entered as separate transactions.

Merit (including Merit/Reappointment) for Step-Based Salary Scales

Select PAY/AMR for Action/Action Reason

Update Step; the UCANNL Comp Rate will update automatically

If the action includes a reappointment, update the Expected Job End Date field, as appropriate

Merit (including Merit/Reappointment) for Open Range (no steps) Scales

Select PAY/AMR for Action/Action Reason

Change the annual rate on the UCANNL Comp Rate

If the action includes a reappointment, update the Expected Job End Date field, as appropriate

Advancement to Above Scale

Select PAY/AAS for Action/Action Reason

Remove the Step

Delete the UCANNL compensation row using the Delete Row (–) button

Add a compensation row using UCABVE Comp Rate Code and new annual Comp Rate

Further Above Scale Merit

Select PAY/AAS for Action/Action Reason

Change the annual Comp Rate on the UCANNL row

Add New Off-Scale

Select PAY/OFF for Action/Action Reason

Add a compensation row using appropriate Comp Rate Code and new annual Comp Rate

Increase Off-Scale

Select PAY/OFF for Action/Action Reason

Change the annual Comp Rate on the off-scale row

Decrease Off-Scale

Select PAY/OSD for Action/Action Reason

Change the annual Comp Rate on the off-scale row

Remove Off-Scale

Select PAY/OSD for Action/Action Reason

Delete the off-scale compensation row using the Delete Row (–) button

Equity Increase (Use only for official salary equity program increases)

Select PAY/EQU for Action/Action Reason

Create new market off-scale if the individual does not already have one (see Add New Off-Scale above)
Change market off-scale amount if the individual has an existing one (see Increase Off-Scale above)

Unit 18 Salary Increase

Select PAY/U18 for Action/Action Reason

Change the annual Comp Rate on the UCANNL row

8. Enter a description of your actions in the Job Data Comments

9. Click on the Additional Pay tab

10. Click on the Additional Pay tab, add Initiator’s Comments for your approver, and click Save and Submit

Promotion (Position and Job Change)

1. Navigate to: PeopleSoft Menu > UC Customizations > UC Extensions > PayPath Actions

2. Enter search criteria in the Find Existing Value tab

3. Click the Search button and select the employee record you want to update

4. On the Position tab, enter the Effective Date of the transaction; this date is the first day of the new status (generally 7/1)

5. Enter PRO in the Action Position Change Reason field

6. Change the Job Code, Salary Plan (if necessary), and Grade

7. Click on the Job Data tab

8. For step-based titles: Update Step; the UCANNL Comp Rate will update automatically.

For open range titles: Change the annual rate on the UCANNL Comp Rate

9. Delete the Expected Job End Date field, if appropriate

10. If the promotion includes changes to other Job Data components with the same effective date (e.g., off-scale or negotiated component), you will need to add more than one row of data on Job. To add a row, click on the Add New Row (+) button and follow the instructions in the section above.

11. Enter a description of your actions in the Job Data Comments

12. Click on the Additional Pay tab, add Initiator’s Comments for your approver, and click Save and Submit

Next Steps

The PayPath transaction requires only one local approval; once locally approved, the request is committed to the system

When the local approver approves or denies the transaction, an automated email message is sent to the Initiator

Monitor notifications for any “Denied” transactions and re-submit accordingly

Corrections after a PayPath transaction has been approved must be submitted on the Position/Job Update Form which can be found in the Forms Library on UCPath Online. The Position/Job Update Form must be submitted via Case to UCPC.

The Position Update Form is required to correct Position Data if:

the Effective Date is equal to an existing row of Position Data

correcting the Effective Date

The Job Data Update Form is required to correct Job Data if:

Effective-sequencing can’t be used to make the correction on the most current effective-dated row

Correcting the Effective Date