Approving Payroll Accounting Adjustments

As a Finance Executive, Payroll Partner, or SPA Partner, you are required to review and approve Payroll Adjustments. The guide below shows how Payroll Adjustment will appear in your inbox and highlights important fields/information.

Steps

  1. Click on the Review Payroll Accounting Adjustment task in your PeopleSync inbox to view details.
  2. Review details and check for an attachment, if the Payroll Adjustment impacts Fund 24/25.
    • The Fund 24/25 Payroll Cost Transfer Justification form must be attached here if the Payroll Adjustment impacts Fund 24/25.
    • Click the blue number to view the attachment.
  3. Review the Current Journal Lines, which have details on where the employee was charged. The Budget Date is the pay period end date.
  4. Review the Proposed Adjustments, which have details on where the employee will be charged if the Payroll Adjustment is approved.
  5. Confirm all details are correct and click Approve at the bottom of the screen.
    • Approve provides sign off on the transaction.
    • Deny stops the transaction completely.
    • Send Back returns the transaction to the initiator.
    • Process History shows who initiated and approved the transaction.

Last updated in February 2015.

Request Compensation Change

Overview

This tip sheet provides steps for initiating a Request a Compensation Change for an existing employee outside of the annual merit increase (AMI) process for scenarios such as adjustments for market or equity. 

The transactions applies to employees who are compensated through Salary or Hourly plans. These are: Full-Time Faculty, Administrative/Professionals, Professional Researchers, Staff and Hourly-paid Students. This tip sheet is not applicable for employee categories that are paid via activity pay (i.e. Adjuncts, Post Doc Fellows, Student-related positions) and Additional Compensation jobs.

ROLES & APPROVAL CHAIN

The transaction is initiated by the HR Analyst. For specific employee categories the transaction routes to the Compensation Partner. It then routes to HR Partner and then the Finance Executive for final review and approval. 

Steps

  1. Navigate to the employee record.
  2. Click the Actions ellipse > Compensation > Request Compensation Change.
  3. In the Effective Date field, enter in the start date of the job or click the calendar icon to select a date.
  4. If the employee has more than one position or job a field will display where you can select the correct position or job.
  5. Click OK to continue.
  6. The Request Compensation Change page displays. Enter in the Reason. A list of definitions of reasons appears at the top of the transaction’s page. For questions on which reason to select, contact PeopleLink.
  7. Guidelines: You do not need to edit this section. This is populated if the employee job category has salary guidelines or a specific grade or band.
  8. In the Salary or Hourly section, click the pencil icon to make adjustments to the employee’s compensation. Only one section, Salary or Hourly, should be completed. Do not complete both sections for an employee.
  9. Edit one of the following fields:
    • Amount
    • Amount Change
    • % Change field
  10. By changing one field, the others will calculate and update automatically. Click the check box icon to save the changes.
  11. Select the arrow next to the Additional Details if the Employee is Fixed Term and paid via Salary. You will see the following fields:
    1. Expected End Date – Leave this field blank
    2. Actual End Date – This will populate with the End Date for the position or job. 
  12. Merit and Bonus sections will default based on the position. Note: These are applicable to specific employee categories. Adjust this as needed.
  13. Click Submit.
    • You will receive an hard stop alert if the proposed compensation is below:
      • contract rate minimum for BUE Staff and BUE Students.
      • FLSA guidelines for Administrative/Professionals and Professional Researchers
      • minimum student hourly rates
    • You will receive a soft alert if the proposed compensation is outside of the suggested pay range for Administrative/Professionals.
  14. If the employee category is: Administrative/Professional, Staff, or Casual the transaction routes to the Compensation Partner for review. 
  15. The transaction then routes to the HR Partner and then the Finance Executive for review and approval. If you are an approver, review the How to approve a transaction tip sheet.

Last updated in August 2020.

Propose Compensation

Overview

The Propose Compensation Change is a step in the Hire, Job Change, and Add Job transactions for employees paid via Salary or Hourly plans. This is Administrative/Professionals, Staff, FT Faculty, Professional Researchers and Students (in hourly paid jobs).

Note the following:

  • Most of the fields on this page prepopulate and you will not need to modify those fields. Examples are: Effective Date, Reason, Guideline and Merit.
  • You will always need to Review the Salary or Hourly section.
  • You may modify the Salary OR Hourly amount. You will never complete both sections.

Effective date & reason

  • You cannot modify these fields.
  • The Effective Date prepopulates to match the Hire Date.
  • The Reason prepopulates to match the Reason selected on the first page of the Hire, Job Change or Add Job transaction. For example in the Hire transaction this is typically Hire Employee > New Hire.

total base pay

  • You cannot modify this field. It updates automatically based on the Salary or Hourly sections.
  • Total Base Pay is the annual salary.
    • Note: If the employee is paid on a Hourly basis, the annual salary is calculated by the following formula: Hourly Rate multiplied by the Scheduled Weekly Hours multiplied by 52 (for 52 weeks in a year).

guidelines

These fields are applicable to Administrative/Professional and Staff only. PeopleSync refers to Guidelines to make sure the proposed salary or hourly meets market rates or, for Staff only, Union minimums. 

The fields prepopulate based on the Job Profile which appears in Step 1 of the Hire transaction.

You should not need to modify these fields.

  • Total Base Pay Range – Estimated market rate for the position (Admin/Professional) or Union minimum (Staff). 
  • Grade – The band (Admin/Professional) or grade (Staff).
  • Grade Profile – A combination of Grade and the Job Profile. 
  • Step – This is only applicable to Staff

SALARY

Salary applies to Full-Time Faculty, Exempt Administrative/Professionals and Exempt Professional Researchers. For Full-Time Faculty and Exempt Administrative/Professionals the salary will prepopulate based on the position restrictions. You will see the following fields:

Assignment Details This is the annual salary.    

Plan Name This is the salary plan name.

    • For Full-Time Faculty this is typically NYU Salary (Academic Pay).
    • For Exempt Administrative/Professionals this is NYU Salary.

Effective Date This defaults to the Hire Date.

  1. To modify or enter the Salary click anywhere in the section or click the pencil icon.
  2. Edit the Amount field. The Currency and Frequency will prepopulate.
  3. Click check mark icon to save.**

HOURLY

Hourly applies to Staff, Non-Exempt Administrative/Professionals, Part-Time/Non-Exempt Professional Researchers, and Students (Paid in Hourly Jobs)

Staff and Non-Exempt Administrative/Professionals. For these two categories, the salary will prepopulate. The Plan Name is NYU Hourly. 

  • Assignment Details This is the hourly rate  
  • Plan Name This is NYU Hourly
  • Effective Date This defaults to the Hire Date.

Part-Time/Non-Exempt Professional Researchers. You will need to enter in the hourly rate. The Plan Name is NYU Hourly.

Students hired into Job Profiles which are paid hourly. (These job profiles are STNT01/02/03/05 and 06. You will need to enter in the hourly rate. The Plan name is Student Hourly.

**To modify the Salary click anywhere in the section or click the pencil icon. Edit the Amount field. The Currency and Frequency will prepopulate. Click check icon to save.**

allowance

This section is not used for WSQ employees.

merit

The Merit plans apply to Full-Time Faculty, Administrative/Professionals and Professional Researchers. This plan will prepopulate.

These should populate based on the position set up but may be modified.

bonus

These should populate based on the position set up but may be modified.

Last updated in July 2020

One-Time Payments

The purpose of this tip sheet is to help administer one-time payments to NYU employees in PeopleSync. While there are several types of payments/additional compensation types that are issued on a one-time basis, the process covered in this tip sheet only applies to the following one-time payment types.

Termination Payments Ad Hoc Bonuses
Agreement Retention Bonus
Vacation One-Time Bonus
In Lieu of Notice Sign-On Bonus
Severance Spot Bonus

Other one-time payments not listed above are issued as activity-based pay through the Add Additional Job process. Please refer to the Additional Compensation tip sheet.

One-time payments can be given to an employee on an ad hoc basis or as part of a larger business process, such as termination.

If managing requesting a one-time payment ad hoc, begin with step 1. If requesting a one-time payment as a sub-process within the Termination Process, begin with step 5.

One-Time Payment Steps

  1. Enter the name of the employee in the Search bar.
  2. Select the name of the employee for whom you are requesting a one-time payment for.
  3. Click the Actions ellipse next to the employee’s name.
  4. Select the Request One-Time Payment task under the Compensation menu.
  5. You will be directed to the Request One-Time Payment screen to select the Effective Date and One-Time Payment Plan.
    1. The employee’s name will default.
  6. Click OK to submit.
  7. You will be directed to a second Request One-Time Payment screen to enter the one-time payment amount, as well as any additional information.
  8. Rationale is required in the Additional Information field when requesting a one-time payment.
  9. If the reason is a spot bonus, the costing override worktags must be updated to account 51156. Similar to assigning costing allocations, the following fields must be copied over:
    • Account
    • Business Unit
    • Cost Center
    • Fund
    • Program
    • Project
  10. Click Submit.

Approval and Review

Once the one-time payment details have been submitted, they will be sent to the HR Partner for approval, and Employee Relations and the Finance Executive for review.

With the exception of Vacation Payouts, the HR Partner will only approve the allowance plan details if the process was initiated by the HR Analyst.

One-Time Payment Approvers
Agreement HR Partner > Employee Relations > Payroll Partner
Vacation HR Partner
In Lieu of Notice HR Partner > Payroll Partner
Severance HR Partner > Employee Relations > Payroll Partner
Retention Bonus HR Partner > Finance Executive > Compensation Partner
One-Time Bonus HR Partner > Finance Executive > Compensation Partner
Sign-On Bonus HR Partner > Finance Executive > Compensation Partner
Spot Bonus HR Partner > Finance Executive > Compensation Partner

Last updated in June 2014.

Additional Compensation

Overview

To submit  Additional Compensation for an employee use the Add Job transaction. Additional Compensation is applicable to the following employee categories: Administrative/Professionals, Full Time Faculty, and Professional Researchers. Examples of additional compensation include Summer Pay for Full Time Faculty and Special Project for Administrative/Professionals.

Steps in the transaction include: Assign Organizations, Assign Costing Allocations, and Add Activity Pay.

Roles & Approval

The transaction is submitted by the HR Analyst and routes to the HR Partner and then the Finance Executive for review and approval.

additional Transaction information

Additional Compensation Jobs are assigned to the same pay group as the employee’s primary job or position. For example, if the employee is a Full Time Faculty member on the Monthly pay schedule, the additional compensation job is assigned to Monthly as well. Refer to the Assign Pay Group tip sheet for more information.

Steps

  1. Navigate to the employee record.
  2. Click the Actions ellipse > Job Change > Add Job
  3. In the Supervisory Organization field, enter the ad comp sup org. Most schools and units have set up specific supervisory organizations for additional compensation.  (Note: the staffing model for additional compensation is job management.) Make sure to select the correct sup org. You will see “(Ad Comp) or (Additional Compensation)” in the name. Example: PeopleSync College (Ad Comp) (WS0000).
  4. Click OK.
  5. Enter the Effective Date
  6. Enter the Reason > Add Additional Compensation Job
  7. On the Job Details page select the following:
    • Employee Type: Enter Fixed Term.
    • Job Profile:
      • Select Faculty Additional Compensation for faculty-related jobs OR
      • Select Non-Faculty Additional Compensation for non-faculty-related jobs.
      • For example if the employee is a FT Faculty member, select Faculty Additional Compensation. If the employee is an Administrative/Professional, select Non-Faculty Additional Compensation.
    • Time Type: Select the time type to match the primary position’s time type.
    • Location: Select the location (e.g. Washington Square)
    • Workspace: Enter the workspace of click the menu icon and select a workspace.
    • Pay Rate Type: Select Salary
    • Scheduled Weekly Hours: This will default to 35. You do not need to modify this field.
  8. Click the arrow next to Additional Details to display more fields.
    • The Job and Business Title default to match the job profile. You can modify this if needed.
    • Enter a date in the End Employment Date field.
    • You do not need to complete or modify the following: Default Weekly Hours, Additional Job Classifications, Company Insider Types, Worker’s Compensation Code Override, or Work Schedule.
  9. Enter a comment if needed.
  10. Click Submit
    • You may see the soft alert: The Job Profile, Business and Job Titles all match. If this is not correct please update the Business Title before submitting, Modify title fields if needed, otherwise, click submit again.
  11. Next is the Change Organization Assignment page. Click Open.
    • Refer to the Change Organization Assignment tip sheet for an overview of this page. Typically you will need to review and modify the following fields:
    • The fields which make of the chartfield. These are Cost Center, Business Unit, Program, Fund, Project and Account.
    • In the Compensation Type, select Regular Pay.
    • Timeoff Approver and Timesheet Approver fields should not be completed.
  12. Click Submit.
  13. Next is Assign Costing Allocations page.
  14. Next is Add Period Activity Pay. Click Open.
    • In Academic Period enter in period or click the menu icon > By Academic Year. Next select the academic year and then select the period.  For Additional Compensation, be sure to select periods beginning in “Non Adjunct.”
    • Select the Period Activity Pay Matrix which aligns with the Academic Period. Click the menu icon > Eligible Matrices and select a matrix.
      • For example, if you selected “Non-Adjunct – Fall 2020” for the Period, the Period Activity Pay Matrix is “2020/2021 – Activity Pay Minimum & Increase Period.”
  15. On the  Manage Period Activity Pay Assignments screen first complete the Reason field. Click the menu icon > Period Activity > Assign Activity Pay. Select the one reason in this list.
  16. In first column, Activity, you will see the following fields listed below. 
    • Activity –  Click the menu icon and select By Category: Click on 1 – Additional Compensation and select among the three letter codes. Refer to the Activity Pay Map. This provides a list of all additional compensation codes.
    • Task – Note this field is left blank for Additional Compensation, Post Doc Fellows, and Student-Related jobs
    • Comment – Enter in comments if needed.
  17. In the next column, enter in the Activity Start and End Dates. Enter the dates or click the calendar icon and select dates. Notice that once you click enter the system prepopulates the dates fields in the last column marked Payment. The Use as Payment Date Range checkbox is now selected. However, you can modify the Payment Start and End Dates if needed.
    • Guidelines for Payment dates. We recommend that you use start /end dates which align with the pay period of the employee. 
  18. In the Units review or enter the Quantity and Assigned Unit Rate.
    • Note for non-teaching adjunct activities such as H5, Additional Compensation, Post Doc Fellows and Student-Related, it is common to enter a “1” for the Quantity and a lump sum/amount to be paid for the enter period in the Assigned Unit Rate field.
  19. Once these fields are completed, the Compensation column shows the resulting Total Amount. The system multiplies Quantity X Assigned Unit Rate.
    • For example 1 X $10,000 = $10,000.
  20. If you need to enter in a Costing Override click on the button under Costing Override in the Compensation column.
    • A pop up screen displays where you can enter in the costing in the Worktags section.
  21. Enter a Comment if needed.
  22. Click Submit.
  23. The transaction routes to the HR Partner and then the Finance Executive for review and approval.

Last updated in September 2020.