November 12, 2007

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HRMS ACES        

The following is important preparatory information regarding the AFSCME Increases. Please read the following information carefully. A Word version of this communication is attached along with the following pay plans: Unit #6 AFSCME Clerical, Unit #7 AFSCME Technical, and AFSCME Health Care Non-Professional Employees Unit #4.

The AFSCME Clerical, Health Care, and Technical employees' increases are retro-active to July 1, 2007. Automatic update programs to insert the increase rows and $300 one-time payments in HRMS will be run in early December (the specific date still to be determined). The increases, $300 one-time payments and retro-pay will all appear on the December 19th paychecks. Following are detailed HRMS instructions related to the processing of these increases.

Increase Percents:
Technical 2.25%
Clerical 2.25%
Health Care 2.50%

Central HRMS Responsibility:

Increases

The update programs (running early in December), will insert Pay Rate Change/Annual Increase job rows for employees receiving the increase. Rows will be effective dated July 1, 2007. Any existing rows effective dated after July 1, 2007, will automatically be adjusted to reflect the increased comp rate. The new pay rates automatically apply to earnings effective the November 26th pay period and will appear in the December 19, 2007 pay check.  NOTE: HRMS does NOT calculate the retroactive payments.

Note: Those eligible for Technical Step Increases effective 10-1-07 will also have Pay Rate Change/Step/Progression rows entered which will be included in the December 19, 2007 pay.

$300 One-Time Payments

Separate update programs (running in early December), will insert Additional Pay rows using Earn Code NLM. Additional Pay rows will be effective dated November 26, 2007. The one-time payments will be $300 (no prorating). Individuals under multiple contracts will receive only one $300 payment. Individuals with appointment(s) of only .01 standard hours receive the one-time payment at the department*s discretion.

Eligibility For Increases:

* Applies only to active appointments (Includes Payroll Status* of Active, Paid Leave of Absence, Leave of Absence, Suspend and Short Break)

* Must have been on an active AFSCME appointment July 1, 2007 or later.

* Applies only to employees who are under the Clerical, Health Care or Technical contracts.

Eligibility for One-Time Payments:

* Must have been on an active paid AFSCME (Clerical, Health Care or Technical) appointment on October 15, 2007. (includes Active and Paid Leave of Absence)

* Individuals on Leave of Absence, Suspend or Short Work Break on October 15th receive the Lump Sum upon their return.  Payment is a departmental responsibility.

* Individuals covered under more than one contract will receive only one $300 payment.

* Individuals with appointment(s) of only .01 standard hours will not automatically receive one-time payments, but may receive them at the department's discretion.

Departmental Responsibility:

Departments ARE RESPONSIBLE for calculating and entering all retroactive increases. Retro-pay must be calculated for the period July 1, 2007 through November 25, 2007, and must be entered into Pay Entry no later than December 12th.

NOTE: The Pay Entry window will open one day early on Thursday, December 6, in order to give departments time to complete the retro-pay entry. Our thanks to Payroll Services for allowing this change to the pay entry window.

Augmentations:

* The automatic update programs do NOT update augmentations. Increases for augmentations need to be entered by departments. Augmentation increases should be included in departments* retro-pay calculations.

NOTE: A proper augmentation is for work being performed at a higher job level, and should ALWAYS provide a minimum 4% promotional differential. The augmentation amount should be adjusted to maintain the minimum 4% differential. Any adjustments and retro-pay on that amount are the responsibility of departments, and due December 12, 2007.

Retro-Pay Do's:

* Retro-pay should be calculated on all types of pay. (i.e. regular, overtime etc.)

* If an employee received a step between July 1 and November 25th the retro should be calculated accordingly.

* Technical employees eligible for the 10-1-07 step/progression increase should have retro-rates calculated accordingly.

* If an employee changed jobs from one AFSCME contract to another after July 1, 2007, then retro-pay should be calculated separately for each position based on the rate of increase and hours worked in each position.

* If an employee moved from a Bargaining Unit job to a P&A title after July 1, 2007, then retro-pay should be calculated for the hours worked in the Bargaining Unit position, but this increase would not be added to the recurring salary established as a P&A employee.

* If an employee moved from a Bargaining Unit job to a Civil Service job after July 1, then retro-pay should be calculated for the hours worked in the Bargaining Unit position, but this increase would not be added to the recurring salary established as a Civil Service employee. 

* If an employee moved from a Civil Service job to a Bargaining Unit job after July 1, 2007, they should receive the Civil Service increases from June 11, 2007 up to the point of transfer. Departments need to ensure that these individuals are correctly on-step in the Bargaining Unit at the point of transfer and that they pay retro-pay difference as appropriate.

* Retro-payment to the estate of any employee who passed away after July 1, 2007 should be granted if requested.

* Retro-payments to employees who terminated after July 1, 2007 should be granted if requested.

One-Time Payments:

* Individuals at or above the top of their salary range receive a $300 payment. These are to be entered by departments by December 12th. (Names of these individuals will appear on the EDMS error reports.)

NOTE: Most employees will already have an NLM entry on Additional Pay for the November 26th Pay Period. These entries should be made through Pay Entry using NLM earn code.

* Employees on Leave of Absence, Short Work Break or Suspend on October 15th, are to receive their $300 one-time payment upon their return to work. Departments are responsible for entering these through Additional Pay.

* AFSCME Employees with appointment(s) of only .01 standard hours are eligible for the $300 one-time payment at the discretion of the department. If the department determines this flexible appointment to be *active* they may grant the $300 one-time payment.

Determining Retro-Pay:

Departments can begin to calculate retro payments for their areas now. UM Reports/Payroll Reports/YTD Employee Distributions (2007-2008 FY) can greatly aid in this process.

REMEMBER: The relevant pay period starts 6-25-07 BUT retro-pay only goes back to 7-1-07 the contract start date!

EDMS Reports: (Date of availability to be determined)
UMHRIB02A AFSCME Technical Increase Effective 7-1-07
UMHRIB02B AFSCME Technical Increase Error Effective 7-1-07
UMHRU018A Technical Barg Unit Step Increase Effective 10-1-07
UMHRU018B Technical Barg Unit Step Increase Error 10-1-07

UMHRIB03A AFSCME Clerical Increase Effective 7-1-07
UMHRIB03B AFSCME Clerical Increase Error Effective 7-1-07

UMHRIB04A AFSCME Health Care Increase Effective 7-1-07
UMHRIB04B AFSCME Health Care Increase Error Effective 7-1-07

UMPYU019A Lump Sum Payment Technical Effective 07-01-07
UMPYU019B Lump Sum Payment Clerical Effective 07-01-07
UMPYU019C Lump Sum Payment Health Care Effective 07-01-07

Questions regarding the rules governing these increases should be directed to the Human Resources professional in your college or administrative unit.

Questions about HRMS processing or the EDMS reports should be directed to the OHR Call Center at 612-625-2016.

Attachments: 2007-2008 AFSCME Pay Plans, HRMS AFSCME 2007-2008 Increase Instructions

Cheryl (CJ) Madsen, Manager
HRMS Production Support
660 WBOB - Mailing address
538 WBOB -Office location
612/626-7963 Phone