Indiana University

University Human Resources

Mass Maintain Pay Rate

Mass e-Docs are intended for Initiators to perform the same transaction for several employee records on one document rather than using a separate document for each individual employee record.  The two Mass eDocs available for transactions with Temporary Employees are Mass Maintain Pay Rate and Mass Terminate.  Our focus here will be to present instructions on how to complete a Mass Maintain Pay Rate eDoc.

In cases where multiple employee records need to be maintained, the initiator should use the Mass Maintain Pay Rate eDoc. The great convenience of this eDoc is the ability to maintain the pay rate for multiple records with one document.  

Once you are in the HRMS Portal, click on Mass Maintain Pay Rate. Enter search criteria based on the following instructions as below.

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Within Mass Action Search Criteria, there are two options. You must choose one or the other option: Position or Route Controls.

If you already know the Position Number enter it into the appropriate field and click on Search.

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If you don’t know the Position Number enter the appropriate information into the other four fields (i.e. Route Controls) and click Search (note: all of these fields are required).

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NOTE: No more than 300 records will be returned on a search. Our eDoc search of records in the PeopleSoft database is limited to 300 records. Additionally, as you prepare the eDoc you will need to limit the number of records to a maximum of 30. Consequently, the eDoc offers some optional search criteria which will help you further refine your results.

Optional Search Criteria

 

 After the search results are displayed, there are two options for selecting the records. If you will be applying the same pay rate option to the majority of records returned it is convenient to click Select All in the “Include?” column and then deselect those records you do not wish to include in the maintain pay rate action. Below is an example of what you will see when all of the returned records are selected.

Please note that in light of space usage, we removed a majority of the returned records from the middle section of the image below.

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Your department may have multiple work areas, so searching by Work Area may be of great help in limiting the number of records returned. If you filter by Work Area, you should see refined search results as displayed below:

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Likewise, it may be useful to utilize the Voucher Code option to refine your search results. If you filter by Voucher Code, you should see reduced results. In our example, all records were on the same voucher code. Below is an example from a different department where using the Voucher Code Filter was beneficial, reducing the returned records from 45 to 3.

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If you have an employee with multiple jobs within your department, you can enter their University Id and it will return all of their active jobs within your department. Although this feature is available, it may not be as useful here.

Default Data - For the Mass Maintain Pay Rate eDoc, there are several options to provide an increase for the set of employee records you have selected.

 

Compensation Rate – In the rare event that you want a group of employees in your department to be adjusted to the same compensation rate, enter the rate  into the Compensation Rate field and click on Derive Default Data.

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Default Increment Rate – If you want to apply the pay rate increase, by a incremental amount, you may enter that amount in the Default Increment Rate field and click on Derive Default Data.

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Action Reason – Remember that you will want to select the Action Reason ADJ (adjustment) from the drop down box before you click on Derive Default Data.

When reviewing your result set (in addition to verifying the adjusted comp rate and that you have an action reason for every row returned), make sure that all check boxes are checked. Otherwise once you route, any unchecked records will be removed from your eDoc. There is a reminder directly above the Default Data section as seen below:

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Notes and Attachments

You can open Notes and Attachments by clicking on show in that section. Enter your note in the Note Text field and click add. Helpful hint: when working in your eDoc, it is best to expand it fully, otherwise the add button on the Notes Attachment section may not appear on your screen, and if you forget to click on add, you will lose any Notes and/or Attachment(s).

See how a note appears below. Once it has been added, it will show your name as the author and list a Date/Time Stamp.

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Take Action

During document preparation you may want to save or close the eDoc to finish it later or for whatever reason you may have a need to cancel it. Otherwise, once you have reviewed your document and you are ready to route it, you will be presented with the possible actions listed below.

submit button save button close button cancel button

 

submit button

Take this action when you have completed and reviewed your eDoc and you are ready to submit for routing.

save button

This action saves the eDoc back to your Action List if you need to complete and route it at a later time.

close button

This action closes the eDoc and appears once you save, cancel or submit for routing.

cancel button

This action cancels the eDoc for you. Please use the cancel button rather than the “X” in the upper right corner of your browser screen. Closing an eDoc using the “X” in your browser, will leave the eDoc in INITIATED status, causing any further actions on the employee’s record to be blocked without help from the HRMS Support Center.

 

Now that you have reviewed and are ready to route your eDoc, click submit and the eDoc should say, “Document was successfully submitted.”. Now select close at the bottom of the document. Note that the status has changed to “ENROUTE”.

Your completed eDoc should appear as below.

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