Making Mid-Year Adjustments

Modified on Thu, Jan 2 at 4:38 PM

There is often a need to change pay item rates mid-year, affecting only certain months. Examples include:

A planned cost of living (COLA) increase
An increase to insurance premiums
An employee receives a salary increase

To make mid-year adjustments in Personnel Budgeting > Scenarios> Detail, filter to the appropriate Pay Type(s), select the Pay Item lines to be adjusted, and use Update Pay Items to apply the changes. You can also make adjustments via Excel using Personnel Budgeting > Scenarios > Scenarios > Pay Item Export/Import.

Changes made via the Details tab do not affect the underlying Starting Rate/Amount, or base rate, for the position's pay item - they are essentially overlaid on top and can be removed by using the Recalculate/Return to Original Rates option explained below. Updates to the same pay item are cumulative.

Updating Pay Items

Navigate to Personnel Budgeting > Scenarios > Detail. Be sure the selected year/scenario is the one you want to change, and create a copy of the scenario as a backup first if desired.
Filter to the appropriate Pay Type(s), using the dropdown or grid filters.
Select all appropriate pay item lines using the check boxes on the left.
Click Update Pay Items from the options at the bottom.
Choose the type of update.
- Fiscal Month Range - Apply the increase to all or a specific date range.
- Anniversary - Apply the increase based on the employee's Anniversary Date associated with this Position. (The Employee record must have the Anniversary Date field completed in Personnel Budgeting > Employees).
Choose the Amount Type setting to be applied for the selected pay items. (Pay Types cannot be based on a Percentage.)
- Flat - Applies the Amount Value to selected month(s). NOTE: The value can be positive or negative, and increases or decreases the total amount per pay period based on the frequency of the pay type.
- Percent - Applies the Amount Value to selected month(s). NOTE: The value can be positive or negative, and increases or decreases the total amount per pay period based on the frequency of the pay type.
Enter the Amount Value - a flat dollar amount or percent - that should be applied.
Click Update.

Pay Type Category and Frequency Impact

The Pay Type Category (Regular, Hourly, or Percentage) and Frequency (Weekly, Bi-Weekly, Monthly, etc.) impact how pay items are updated.

Adjustments to Regular and Hourly pay types can be either flat or percentage-based.
Adjustments to Regular pay types are additive. The requested adjustments are added to the Starting Rate/Amount, or base rate, not necessarily the monthly total. Negative adjustments can be made. The resulting monthly budgeted amount can be negative.
Adjustments to Hourly pay types are additive, and affect the hourly rate (not monthly totals).
Adjustments to Percentage pay types can only be flat, and they replace the original value. Adjustments to Percentage pay types cannot be made to zero, or to the default rate.
Rate updates can be made to pay items with different pay types, but Percentage pay types cannot be updated in the same group with Regular and Hourly pay types, and vice versa. Percentage pay types can be updated in combination only with other Percentage pay types.
For Percentage pay types, the default rate is the maximum that can be used in calculating the amount to be budgeted. If the new rate is greater than the default rate (i.e., if the default rate is 4% and the new rate is 6%), the budgeted amount will be calculated at the max rate of 4%. For negative percentages, the same rule applies. For example, if the default rate is -2% and the new rate is set to -5%, the budgeted amount will be calculated at the max rate of -2%.
Updates are cumulative, based on previous updates to the same pay item. Reset any pay item to the Starting Rate/Amount, or base rate, using Recalculate/Return to Original Rates.

Recalculate/Return to Original Rates

You can remove all changes previously made using the Update Pay Items option, resetting the pay item to the Starting Rate/Amount, or base rate.

Navigate to Personnel Budgeting > Scenarios > Detail. Be sure the selected year/scenario is the one you want to change, and create a copy of the scenario as a backup first if desired.
Filter to the appropriate Pay Type(s), using the dropdown or grid filters.
Select all appropriate pay item lines using the check boxes on the left.
Click Recalculate/Return to Original Rates.

Updates via Export/Import

To make changes via an Excel file, use the Pay Data Export/Import.

Navigate to Personnel Budgeting > Scenarios.
Select the appropriate year/scenario.
Select to Include Monthly Detail in the Pay Data Export/Import area. This will use the current monthly totals, not the Starting Rate/Amount on the pay item.
Click Export Pay Data File.
Make the desired changes - see the field list below - and then import the pay data file selecting Do Not Recalculate Any Pay Items.

Changing The Pay Items Tab

Navigate to the Pay Items tab in the Excel file. This is the only tab that needs to be updated and re-imported. All other tabs can be deleted.

Id: Defined by Martus - leave as is.
PositionName: Defined by Martus - leave as is.
PositionTitle: The title of the position, matching exactly what is in Martus - leave as is.
Employee: The employee for the position, matching exactly what is in Martus - leave as is.
PayTypeName: The name of the pay type, matching exactly what is in Martus - leave as is.
Hours: For Hourly pay types, the number of hours per pay period for this position is required. Otherwise, leave this blank.
Amount: The rate or amount for this pay type.
- For hourly pay types, it is the hourly rate of pay.
- For regular pay types, it is the rate to be budgeted per the frequency of the pay type.
- For percentage pay types, this is usually set to zero (so that it will use the applicable default percentage), but it can be set to an position-specific percentage.
Month 1 - Month 12: All months in the fiscal year are listed and are filled in with the applicable monthly rate.