FY09 Salary Setting Guidelines

Most departments in Duke University, School of Medicine, and School of Nursing will use the Salary Setting tool to input July 1 salaries for faculty, monthly (exempt) staff, and hourly (non-exempt) staff. Only employees with an “active” status in the Payroll system will be included. Employees in the payroll system at a zero rate of pay will be excluded from the system. Employees on paid leave of absence (LOA) will be included. Employees on LOA, not currently being paid and identified as “inactive” will not be included.

Salaries should be set for the following personnel sub areas (PSAs):

The following PSAs will NOT have their July 1 salaries set using the R/3 Salary Setting tool:

Each Management Center will provide specific instructions on salary pool utilization and due dates. Please contact your Management Center with questions about the software, due dates, or payroll guidelines.

Important offices and their telephone numbers are listed below:

Management Center

Contact Office

Phone

Central Administration

University Budget Office

684-5804

Provost Management Center

Academic Budget Office

684-3501

School of Medicine

SOM Finance

684-6288

User Administration Questions

Administrative Systems

668-0800

R/3 Salary Setting is a module of the R/3 HR-Payroll system and as such, payroll information appears in “real time.” Please keep in mind that payroll actions processed during the time that the Salary Setting module is active may require updates to the July 1 salary. Therefore, please continue to review the Salary Setting edit reports, even after you have finished setting salaries for your department.

Salary increases for all employees will have an effective date of July 1, 2008. As a result, exempt employees will see the impact of the pay increases in their July 25, 2008, paychecks; non-exempt employees will see the impact of the pay increases in their July 18, 2008, paychecks.

If available, the position budget has been loaded from your BPS Budget File. If you used a placeholder position (new or vacant), the position budget was not loaded to the salary setting tool. If you re-used a valid number for more than one position, the position budget will be the sum of all occurrences.

The annual salary for non-exempt employees in the salary setting tool is calculated by multiplying the hourly rate of pay by the work schedule (40 hours X 52 weeks, which equals 2080 hours for full-time employees). Likewise, the total number of budgeted hours in the BPS budget files was calculated at 2080 hours.

Important notes:

  1. In order to make changes to salary figures after the salary setting function has been performed and the file has been sent to the Management Center, the department must contact its Management Center to initiate the change.
  2. Unlike last year, Salary Setting data will not override future pay changes submitted in iForms. For example, if an iForm future change scheduled to take effect July 20, 2008, is in the system, the Salary Setting change will take effect July 1 and end July 19. The approved iForm future rate will take effect as previously scheduled on July 20.

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