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.

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.

Click on Mass Maintain Pay Rate from the HRMS Portal. Enter the position number or the Campus, Department, and Salary Plan and click Search. You will see a list of employees currently active in that position.

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

  • Work Area - You will need to know the Work Area in order to utilize this search option. Your department may have multiple work areas, so this option may be of great help in limiting the number of records returned.
  • Voucher Code - You will need to know the Voucher Code in order to utilize this search option. The payroll processer in your department should be a good resource for obtaining the appropriate voucher codes. Depending on how your department structures their payroll vouchers, this option may too be of great help in limiting the number of records returned.
  • University ID – 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.

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. If the Select All feature isn’t convenient for you, you may individually select each record you wish to include in the Mass Maintain Pay Rate.

By clicking on the filter button at the bottom of the section, you will be able to remove the remainder of records that are deselected.

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
  • Default Increment Rate
  • Default Percent Rate

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. This will populate the Adjusted Comp Rate for each employee to the amount entered.

Default Increment Rate – If you want to apply the pay rate increase, by an incremental amount, you may enter that amount in the Default Increment Rate field and click on Derive Default Data. This will increase all employees by the dollar amount indicated.  Use this for example to give all employees in this group a $1.00 per hour increase.

Default Percent Rate – If you want to increase by a percentage, enter the percentage as a whole number and click on Derive Default Data. This will increase all employees by the percentage indicated.

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.

Notes and Attachments

You can open Notes and Attachments by clicking on the Show button in that section. Enter your note in the Note Text field and click Add. Once it has been added, it will show your name as the author and list a Date/Time Stamp.

Take Action

Once you’ve reviewed the entire document, select Submit to route the eDoc for approval. (Click Save to save the eDoc and return to it later. Click Cancel to cancel the eDoc and start over.)