Recording the pay grid details for department

Select the “Record Pay Details” option from the left pane.

The “Record Pay Grid Details " page appears.

The system displays the following detail.

Date Format

The date format applicable to the login user.

Enter the following

Employment Unit	From the drop down list, select the employment unit. Tell me more
Department	From the drop down list, select the department for which you want to set the pay details. The list displays all the departments existing in the employment unit.
Effective From	The date from which the pay definitions become effective. This field will be empty for new records.
Effective To	The date till which the pay definitions remain valid. This field will be empty for new records.

The system displays the following details.

Status

The current status of the pay grid record. The status can be one of the following:

Authorized
Pending for Authorization
Unauthorized

Effective From

The date from which the pay grid definitions become effective.

This field will be empty for new records.

Effective To

The date till which the pay definitions remain valid.

This field will be empty for new records.

Enter the position for which you want to set the pay details. Select “All” if you want to specify pay details for every position in the selected department.

The system displays the following details in the “Pay Grid Details” multiline.

Position

The selected position.

If you have selected “All” in the “Position” field, all the positions in the department are displayed in this column.

Grade

All the grades pertaining to the selected position are displayed in this column.

If you have selected “All” in the “Position” field, existing grades of each position are displayed in this column.

Level

All the levels pertaining to each grade of the selected position are displayed in this column.

If you have selected “All” in the “Position” field, existing levels for all grades of each position are displayed in this column.

Enter the following details in the “Pay Grid Details” multiline.

Full Time	The maximum number or permitted headcount of full time employees that can be employed, at the level.
Part Time	The maximum number or permitted headcount of part time employees that can be employed, at the level.
Salary Per Week	The sum total of pay for full time and part time employees.
Comments	Any remarks or justification pertaining to headcount and/or salary.

Select the “Compute” pushbutton to obtain the following details.

FTE	Abbreviation for Full Time Equivalent. This count is the sum of full time employees and full time equivalent of part time employees. The system calculates the FTE as follows: FTE = (Full Time Headcount * 1) + (Part Time Headcount * 0.5)
Budget	The sum of pay allocated for the Level-Grade-Position combination. The system calculates the budget as follows: Budget = FTE * Salary per Week
Total FTE	The sum of the specified values in the FTE column.
Total Budget	The sum of the specified values in the Budget column.

Select the “Save” pushbutton to save the pay details.
Select the “Authorize” pushbutton to sanction the pay details.
Select the “Unauthorize” pushbutton to forbid the pay grid definition.
Specify the following.

Modification Option

Select one of the following:

Correct: To save modifications. This option overwrites the earlier recorded information. This does not retain any history of the old data.
Update: To update the pay grid details. This option replaces the earlier recorded information. A history of the previous data is retained.
New: To create new pay grid details.

New Effective From

The date from which the pay definitions become valid.

This information is mandatory, if “New” or “Update “ is selected in the “Modification Option” field.

The date you specify will become the “Effective To” date of the previous record.

Comments

Any remarks or justification pertaining to modification or creation of pay grid details

Select the “Save” pushbutton to save the pay definition.

The “Effective From” date is set to the date specified in the “New Effective Date” field for new and updated records, when the record is saved. The “Effective To” date for updated records is set to a day earlier than the new effective date.

Proceed

Select the "Record Non-Basic Budget" link to record non basic budget details for the selected department.

To access/view required pay details

Select the “Prev” pushbutton to view the records preceding the displayed record.
Select the “Next” pushbutton to view the pay grid details recorded subsequent to the displayed record.

To record detailed Comments

Click the Book icon beside the “Comments” field.

A pop up window opens up.

Enter your comments.
Select the “OK” pushbutton to save the comments and close the window.
Select the “Cancel” pushbutton to close the window without saving the comments.

Page objective

Use this page to record pay details for positions in a department.