The change to a single title code listing on December 1, 2016, requires a technical implementation process that has implications for Employee Payroll Action (EPA) processing and related functions of the payroll system. Please see each topic for more information.
If you have any EPA questions, contact Payroll Services at email@example.com or (979) 845-2711. If you have other questions about the Pay Plan or single title code listing, please contact HR Classification and Compensation at firstname.lastname@example.org or (979) 845-4170
Employee Payroll Action (EPA) Issues:
- New Iterations Effective 12-1-2016
- The technical implementation process will automatically create a new iteration effective 12/1 with the new title code and possible salary adjustments. The prior iteration’s effective end date will become 11/30/2016.
- Processing of EPA Iterations with 12/1/16 or Later “Effective From” Date
- Human Resources and Payroll Services are jointly requesting that departments delay the creation and submission of EPAs with an Effective From date set for 12/1 or later. Please do not create or submit EPAs that have Effective From dates of 12/1/16 or later, due to the upcoming implementation of a single title code listing. Title codes for all titles, not just System-wide Pay Plan titles, are changing and the transition to the new title codes requires a technical implementation process. If there is already an iteration with a 12/1 begin date, the automated change of the title code will not occur through the technical load process, and will have be manually corrected with action from both the EPA creator and Payroll Services. Therefore, beginning October 31, Payroll Services is withdrawing any cleared iterations with Effective From dates of 12/1/2016 or later. Departments should resubmit those iterations after 12/1/2016.
As of October 21, we have identified 40+ iterations that have already been processed in BPP; Payroll Services will withdraw these prior iterations and ask the department to submit an EPA after 12/1. Withdrawing these prior iterations will also correct the title code description for these positions, which is displaying incorrectly since the BPP system is pulling this data from the new System title code listing.
- Source Line Title Code
- Starting December 1, 2016, BPP will no longer support source title codes that differ from the title code on the current position iteration. Thereafter, all source title codes must match the position. There are several reasons for this change, the most important of which is that Workday will not support this configuration when it replaces BPP in 2017. On December 1, 2016 all active positions will be given an updated title code assignment and the resulting position iterations’ title codes will replace the respective source line(s)’ title code. Accordingly, BPP and Canopy will no longer allow the source line title code to differ from that of the position. There may be some impact on reporting downstream of BPP as a result of this change. It is recommended that decisions and reporting related to faculty/non-faculty positions and pay be made using the funding source’s object class code value rather than title code.
- EPA Options If Cutoff Date Was Missed
- If departments missed the EPA cutoff date in November and must process a change with a December effective date, it is highly advised that this action be processed effective after December 1, 2016. The act of withdrawing and replacing the automated December 1 iteration in Canopy involves special handling by payroll and has been deemed high risk for problems and errors at the System level. Unless absolutely needed for a December 1 effective date, we recommend a December 15 effective date instead for any change back to exempt. The affected employee will be paid for a single biweekly pay period before reverting back to monthly pay on January 1, causing minimum disruption to both employee and the University.
- Retroactive EPAs
- The following information taken from the 11/07/2016 Liaison Network News:
EPAs created after 12/1/2016 with an effective date prior to 12/1 will require an extra EPA. Since the title code is effective 12/1, any prior change would have the old title code. A second EPA with 12/1 effective date would also need to be redone. The ori ginal 12/1 change will include a title code change, and possible salary adjustments. These same changes would need to be identified and manually done on the new 12/1 effective date EPA. The potential to miss the 2nd EPA is high. There is a definite risk to creating a retroactive EPA that needs to change September , October , or November information.
Iteration 01: Original FY 2017 position, effective 9/1.
Iteration 02: BPP automatically created with new title code, effective 12/1
Any other EP A changes effective after 12/1 is ‘business as usual’ needs no special title code ‘redo’s
Iteration 03: Effective 2/1 (any change: perhaps a funding change or position occupant action)
However, Retroactive EPA back to October will need to ‘redo’ the BPP assigned 02 and other 03 changes
Iteration 04: Documenting an O ctober funding change could be effective 10/1 ‐ 11/30
Iteration 05: ‘Redo’ Iteration 02 change done by BPP (title and perhaps salary adjustments)
Iteration 06: ‘Redo’ iteration 03 change done by any subsequent EPAs (duplicate whatever the intended change)
HIGH RISK: Per PIN , only one EPA can be active and routed for approval at any time. The ‘chasing’ EPAs (3rd , 4th , etc. ) have to wait for current document to be fully approved and iteration created in BPP. Then, subsequent EPA can be done, wait for approvals, rinse and repeat until all iterations are caught up and current. If not done, the potential for the wrong title or unapplied future changes is HIGH .