Plan for Existing Employees

Plan for Existing Employees

The Human Capital Planning Scenarios job aid is a quick reference that includes planning scenarios for existing and to be hired employees.

In this chapter, we'll describe how to manage these scenarios:

Carry Forward Monthly Pay Rate and Distributions to Next Year

At the beginning of the year, CalPlanning copies employee salary data (monthly pay rate and distributions) from the current year Forecast to the next year’s Operating Budget. This addresses the majority of employees for planning purposes. CalPlanning Release Notes include information about the copy of compensation data, including salary increases when applicable.

Change in Monthly Pay Rate or Distribution Percentage

There will be cases where an employee’s monthly pay rate or distributions need to be adjusted. As long as there are no changes to Dept ID, or Fund or Chart1 in the case of distributions, you may edit the cells for the months that are impacted in the Monthly Pay Rate or Distributions tabs.

You can type the data into the cells or copy and paste data from other cells or from Excel.

  1. Select data to copy.
  2. Right-click and select Edit \ Copy.
  3. Select the first cell where you want to paste the data.
  4. Right-click and select Edit \ Paste. (If the clipboard editor opens, paste the text there.)
  5. Select Save.

Employee Leaving

When an employee is leaving the university and not moving to another DeptID, you can eliminate their earnings from your plan by changing the Monthly Pay Rate to zero. You can add a comment in the Comments column to indicate the reason, e.g. retirement, moving to another division, etc.

Employee Moves to a New Dept ID within Your Planning Access

If an employee moves to a different Dept ID that is within your planning access, you can use the Transfer Out functionality to update the employee’s Dept ID.

  1. On the Monthly Pay Rate tab, right-click on the Employee Name
  2. Select Manage Employee \ Transfer Employee OUT

Manage Existing Employee, Transfer Employee OUT

  1. In the Runtime Prompts – Transfer Employee dialog box in the Current Dept ID row, you can type the new Dept ID or select the Member Selection button on on the right to select it from the tree. If the change will not begin in July of the current forecast year, change the selections in the Enter Start Fiscal Year and/or Enter Start Period rows.
  1. Select Launch to begin the process. The system will create a new Monthly Pay Rate and a new Distribution for the employee in the new Dept ID.
  2. Select OK to acknowledge that the employee was successfully transferred out of the DeptID.

Add an Existing Employee

Use the Add an Existing Employee functionality when you are adding an employee who is new to your DeptID. The employee may be new to Berkeley or transferring to your organization. You will need these pieces of Information:

  • Employee ID
  • Job Code
  • Monthly Pay Rate
  • Salary - CBR Account
  • Fund
  • Chart1
  • Start Fiscal Year
  • Start Period (Month)

To add an existing employee:

  1. From the Monthly Pay Rate tab, right-click on an employee who is in the Dept ID and has the same job code of the employee you are adding. If you don’t have someone with the same Dept ID and job code, select an employee with one of these in common.
  2. From the quick menu, select Add an Existing Employee

Add an existing employee quick menu

3. Enter the values in the Runtime Prompt – Add Employee dialog box

  • For Salary – CBR Account, use the same value as other employees with the same job code and work schedule
  • If the employee will have more than one distribution, enter the distribution percentage for this Dept ID – Fund – Chart1 combination
  • If the start date is other than July of the current year, change the values for Enter Start Fiscal Year and/or Enter Start Period

Add Employee prompts

4. Select Launch to begin the process. The system will create a Monthly Pay Rate and a Distribution for the new employee.

5. Select OK to acknowledge that the Monthly Pay Rate and Distribution were created.

Change Job Code for an Employee

When you have an employee whose job code needs to be updated, use the Update Employee form.

1. From the Monthly Pay Rate tab, right-click on the employee.

2. Select Manage Employee \ Update Existing Employee from the quick menu.

Update Employee quick menu

3. Edit the job code.

4. Select Launch to begin the process.

5. Select OK to acknowledge that the job code has been updated.

6. Review the old and new distributions to be sure that the distributions for each job code are applied to the months as intended. Adjust the distributions if needed.

 Practice

Complete Exercise 3 to practice before continuing.