• July 22 (Thursday): Merit process initiated in Workday
• August 4 (Wednesday): Workday Merit launches and Merit entry begins for department. PBA data will be uploaded to the Workday Merit module upon launch. It is recommended that departments verify/ review that data and then make any necessary adjustments.
• August 11 (Wednesday): Last day for Merit entry by departmental units in Workday
• August 16 (Monday): Workday Merit Module is closed and merit is finalized
• August 25 (Wednesday)-August 27 (Friday): FY2022 Budget presented to BOR for approval
• September 1 (Wednesday): New pay rates are visible in Workday

You can continue to make staffing and compensation changes to employees while merit is in progress without negative impacts to the employee's merit process.

Processes That Can Run in Parallel

• Request Compensation Change
• Change Job
• Transfer
• Add Additional Job
• End Additional Job
• New Hire
• Terminations
• Edit Position Restrictions

Processes That Cannot Run in Parallel

• Move Workers
• Edit Position (this is not a common process)

Note: You do not need to remove an Employee from the Merit process to accommodate a compensation change or a job change. The merit process can run in parallel with these changes.

During the warning period (8/16/2021 – 8/31/2021), it is strongly recommended that you do not submit a compensation or job change action on an employee who is receiving a merit salary increase effective 9/1/2021. If this is done, the action will be overridden by the merit salary increase on 9/1/2021.

Example

• Merit Closes: August 16
• Change processed for Employee: Compensation change with effective date of August 20
• Merit Effective Date: September 1
• Result: The compensation change is overridden by the Merit change on September 1

When Promotion is done during the Merit Process

• Promotion is done by reclassifying the current position of the employee

Fields that can be changed on the grid

• Promote (Yes/No)
  • Default set to "No" for all employees
• Job Profile
• Promotion %
• Promotion Amount

Fields that cannot be changed on the grid

• Promotion Reason
  • Default set to "Promotion Reclassification"
• Position
• Grade
• Annual Work Period

For employees reclassified effective 9/1/2020 (Edit Position Restrictions is approved by Classification and Compensation and completed in Workday) who are also receiving a merit salary increase effective 9/1/2020, it is recommended to use the Change Job business process to change the Job Profile but not change the pay. You will enter both the merit and reclassified salary during the Merit Process in Workday.

For promotions where the pay rate does not change (hourly to hourly and salary to salary):

If the employee is getting Merit Award % with Promotion %

• Complete the promotion on the Merit grid by selecting the new job profile
• Promotion % increase will be the new salary after Merit Award % is applied

If the employee is getting only Promotion %

• System Member can choose to complete the promotion on the Merit grid by selecting the new job profile
• Employee can be removed from the merit process and promotion can be done outside the merit process to prevent any Merit Award % entry errors (optional)
• If employee is removed, then Merit Statement will not be available for the employee

Sample Merit Process Dates

* Complete Change Job with a change to Job Profile with a pay rate that will equal existing total compensation

Example

• Current Job Profile: Administrative Associate V
• Current Pay Frequency: Hourly
• Current Hourly Rate: $20 per hour

Values for Change Job with a change to Job Profile:

• Proposed Job Profile: Administrative Coordinator II
• Proposed Pay Frequency: Monthly
• Proposed Salary: $(20 * 2080 / 12) = $3466.67 per month

Be aware: Pay Frequency change cannot be changed on the merit grid.

Multiple pay increases are calculated in the following order in the Merit Process: Merit, Additional Adjustment and Promotion. An example calculation of multiple pay increases is provided below:

A list of helpful reports for the merit process may be found in the table below.

* Verifying Pay Calculation Results: provides step by step guidance on how to run the Pay Calculation Results for a Period in regards to Merit Salary Increases (Regular Salary/Regular Hours) and One-Time Merit Payments. Use this report to verify Merit Salary Increases (Regular Salary/Regular Hours) and One-Time Merit Payments and identify any potential errors that need to be fixed.

The Sample Salary Memo link below has been revised to remove the language “pending approval by the Board of Regents.”  Rather than include this phrase in the memo to employees, it is recommended that departments use the revised version and distribute staff salary memos AFTER the Board has reviewed and approved the FY22 budget on Thursday, August 26, 2021.

• Texas A&M University and Texas A&M Health will NOT be using the customized Merit Statements in Workday.
• HROE advises all departments/units to provide non-faculty employees with an individualized salary memo for the new fiscal year once pay rates are finalized and confirmed. With the exception of indicating multiple types of increases (when applicable) and adding in comments of appreciation, HROE advises departments/units against making other changes to the language in these templates. Departments/units that have already developed their own salary memos, may continue to use their salary memo in lieu of these sample salary memos.
  • Sample Salary Memos