The template for Q1 salary increase reporting is attached to this email. There are very few changes, with the following exceptions:

  1. Do not use the EHRA ARP reporting code at this point. We will expect to see all ARP increases reported on the Q2 report, once rules for the ARP season are finalized.
  2. Similar to the above, do not use the one-time EHRA ARP bonus code. We will reactivate this code once the ARP instructions are finalized, and expect to see these reported on the Q2 report.

In addition to the notes above, we caution you to remember a few important considerations:

  • MULTIPLE SALARY ACTIONS. While “mixed” increases can be reported on the same line (for instance, a single increase that occurred at the same time and contained both market and retentions aspects; or equity and market aspects), separate salary increases for the same person that occurred as distinct personnel actions should be reported on separate lines.
  • APPOINTMENT CHANGES. All salaries should be figured at the same appointment period. You should not, in other words, report a 9-month Prior Salary and a 12-month New Salary. Without annualizing the 9-month salary, your total increase will appear enormous, and you risk significantly over-reporting your quarterly numbers. This could impact future external reports, including those that affect budget or budgetary matters. In situation like this, you should make an effort to annualize the 9-month Prior Salary into its 12-month equivalent, so that it’s comparison to a 12-month new salary is proportionate. This is not a new requirement — just a reminder to what we’ve always expected.
  • STRICT FTE or APPOINTMENT CHANGES. If the salary increase is caused strictly by an appointment conversion or FTE change – and there are no additional changes to the total rate of pay – you should not be reporting the change. Only report actual changes to rate of pay.
  • EHRA TEMPORARY SALARIES. You should NOT be reporting temporary EHRA salary adjustments.
  • DO NOT OVERRIDE CALCULATED FIELDS. Columns AH-AM are pre-calculated fields. Do NOT override them. Any data that you manually type in these fields will be lost. The cells only exist as a point of reference for you. When we review your data, we will perform new calculations based on the raw data you enter in Columns Q through AA.

If you’d like to discuss any of the above, please call me directly. For the most part, these are all long-standing expectations. We’ve found that inconsistent application of them, however, lead to discrepancies on reporting. (For instance, items will appear large enough that they should have been pre-approved by the System Office or the Board of Governors, when in fact there was only an appointment conversion error.)
Final spreadsheets are due on November 1, 2019. If you need extra time for any reason, please let me know. We will have some flexibility in the reporting deadline for Q1; but, as a heads-up, Q2 reports will likely have a firmer deadline, since we’ll need the ARP information for the next Board of Governors meeting.

Sent from Keith Dupuis