Instructions for Completing the Faculty Salary Increase Spreadsheets


1. General Information

Spreadsheets are emailed from Faculty Relations to the administrator in the Dean’s Office on an individual basis. The spreadsheets are in Excel 1997-2003 format. If you are using a later version of Excel, please ensure you save it as an Excel 2003 spreadsheet [(excel 97-2003 workbook (*xls)].

Spreadsheets must not be changed in any way unless directed by Faculty Relations. See Do’s & Don’ts for details on what may be changed.

The deadline to return completed 2017 Increase spreadsheets to Faculty Relations is 4:30 on November 21, 2017.

Please take great care to ensure accuracy and equity in recommendations since there is no additional source of funds to rectify errors.

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2. Increase Types

Only the General Wage Increase will appear on the GWI spreadsheets and is noted as GN.

Normally all increases types appear on the spreadsheet in separate columns . Increase types are as follows:

  • CP: Career Progress
  • CF: Career Progress Carry Forward
  • LOS-C: Length of Service current – for Year 20 & 25 awards
  • LOS-R: Length of Service retro – for Years 21-24 & 26 and above
  • MR:  Merit
  • PS: Performance Salary Adjustment (PSA)
  • GN: General Wage Increase
  • BG: Mutually Beneficial Gains Increase

CP, CF,  LOS-C and LOS-R  increases (where applicable) are pre-loaded on the spreadsheets, and in cases where an individual is paid from more than one account, the increase amount has been split between the accounts.

MR & PSA columns have been left empty for completion by units. Non-GPO funding sources are expected to bear their proportionate share of all increases, unless the department identifies soft funds for this purpose. Enter all increases in annual dollar amounts and do not exceed your allotment.

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3. Spreadsheet Samples

Sample Increase Spreadsheets have been provided for administrators. These will show what the spreadsheets look like and how they should be completed.

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4. Grouping Members

The names of all faculty members eligible for increases appear on the spreadsheets and as per usual practice have been grouped as follows:

  • 02 Heads & Directors (Home and Non-Home)
  • 03 Regular faculty members – full-time & part-time
  • 04 Joint appointments (Home and Non-Home)
  • 05 Lecturers – full-time & part-time
  • 10 Librarians – full-time
  • 11 Librarians – part-time
  • 13 Program Directors – full-time & part-time

 

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5. Heads, Directors & Assistant Deans

All incumbents who held these positions at any time between July 1, 2016 and June 30, 2017 will appear on the Dean’s review list (Group 02). They will additionally appear, for information purposes only, in their academic faculty in Group 02, Non-home. Those with administrative jobs active on both June 30 and July 1, 2017 will have both their administrative and academic jobs shown on the spreadsheets. Those whose administrative positions terminated between July 1, 2016 and June 30, 2017 only have their academic job shown on the spreadsheets. Those who commence an administrative job on July 1, 2017 or later will not appear in Group 02; they will appear in their regular faculty grouping. Note additionally that if the administrative and academic jobs are in different faculties, the member will appear on the spreadsheet where the administrative job is held. In these cases, the Deans should consult about increases, and the administrative Dean will be responsible for updating the spreadsheets.

Associate Deans are excluded from the bargaining unit and are therefore not eligible for the Faculty Salary Increase for bargaining unit members.  If an Associate Dean or other exempt individual appears on the spreadsheet check w Nicole Hyatt in Faculty Relations.

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6. Joint Appointments (Group 04)

Where a member of the bargaining unit holds an appointment that is jointly appointed in more than one department, the relevant Deans, Heads, or Directors should consult concerning increases. While joint appointments are listed on the spreadsheets for both academic units, the worksheet title indicates which academic unit is responsible for entering recommendations (the Home department). Do not enter recommendations on the Non-Home spreadsheets as these will not be processed.

If an individual who you believe to have a joint appointment does not appear in the Home or Non-Home group, this is because HRMS does NOT reflect the joint appointment information. You should contact Nicole Hyatt in Faculty Relations to have this corrected.

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7. Multiple Accounts

Where a faculty member is paid from more than one account it is the responsibility of the unit to review the increase distribution on the spreadsheet and adjust the increase amount(s) if necessary.

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8. Canada Research Chairs

It is up to administrators to determine if the CRC account(s) can pick up a portion of the salary increase. It if cannot then the increases should be charged to an alternate account.

If the CRC account will max out because of the July 1 increase and an alternate account is not already in use (i.e. on HRMS) then you will need to process the increase for the faculty member on a manual increase form (Excel). Please make a note in the “Comment” column and do not enter a date in the “Increase Auth” column.

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9. Reduced Workload Appointments

Your recommendation should be based on 100% FTE salary and not on the reduced amount. For individuals who are on a reduced appointment and have TPP earnings the increase program will automatically pro-rate any increases between the REG and TPP earnings. For those on a shadow salary arrangement, with the secondary active job at a reduced amount, administrators will need to add the merit & PSA as the pro-rated amount. They should also adjust the CPI as applicable (remember to highlight in red font).

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10. Promotions

Faculty members whose promotions effective July 1, 2017 have already been processed will appear on the spreadsheets with their new rank listed and the correct Years in Rank, Career Progress and Carry Forward units listed.

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11. SUB Earnings

SUB earnings will appear on the spreadsheets in the Earnings Code field (ERNCD) when a faculty member is on paid maternity, parental or adoption leave.  If increase components do not appear please add them to this row ensuring that all salary components match between all of the members rows.

12. Missing Data

If you discover that a faculty member who is eligible for the increase is missing from the spreadsheet you will need to process their increase(s) manually on a manual increase form (Excel).

If you discover data is missing that must be on the spreadsheet in order to process an increase for a faculty member, then their increase must also be processed on a manual increase form (Excel). In this case, do not enter a date in the “Increase Auth” column, but do enter a comment in the “Comment” column indicating that you will be processing the increase manually.

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13. Do’s & Don’ts of the Spreadsheets

Do

a) Read all of instructions before you begin.

b) Make a backup copy of your spreadsheets before you start updating. Save the spreadsheets in”.xls” format.

c) Review the pre-allocated Career Progress (CP), Career Progress Carry Forward (CF) and Length of Service CP to ensure they are correct.

d) Determine and add merit and PSA in dollars in the appropriate columns in the light yellow cells only. These amounts are not pre-allocated and must be entered manually. Ensure the merit values being entered are in Accordance with the Agreement.

e) After all components of a faculty member’s increase are verified and added,  authorize the increase in the “Increase Auth” column in the light yellow cells only. The format of the authorization is not important. Enter an authorization on every line of a member’s account information that you are authorizing (in the light yellow cells only). Note that the increase program will look for any data in the “Increase Auth” column and will process increases should anything, even a space, appear in that column. Enter a date for every faculty member you have reviewed and are authorizing increases for, regardless of whether or not discretionary increases are awarded. This is the authorization for Faculty Relations to process the increases for those individuals receiving them. Any records that do not have a date in the “Increase Auth” column will not be processed.

f) Put all comments in the “Comment” column (last column, far right). Please add the comment as text directly in the cell.

g) If you modify the pre-allocated CP/CF/LOS CP entitlement (in the light yellow cells only), highlight the entire row in red Font and include a comment to explain.

h) If you are withholding CPI, change the CPI entitlement amount in the light yellow cells to “0” and indicate this in the “Comment” column. Update the “Increase Auth” and highlight the entire row in red. Please remember that a copy of the explanation provided to the faculty member as to why CPI entitlements are withheld, must be provided to Faculty Relations, who will in turn provide a copy to the Faculty Association.

i) Determine if CRC accounts can bear the increase. If the account cannot, and the necessary other account already appears in the member’s record on the spreadsheet, then all or a portion of the increase amounts may be moved to the correct account row.

j) If you make a change to the spreadsheets for any reason, highlight the entire row in red Font and add a note in the comment column to explain.

k) If you are not processing an increase, leave the “Increase Auth” column blank, add a note in the comment column and submit a manual increase form (Excel) to Faculty Relations.

l) For Deans’ Offices only: When you are ready to send in your spreadsheets, email them to Nicole Hyatt.

Do Not

a) Delete or insert any rows in the spreadsheet.

b) Delete or insert any columns in the spreadsheet. (You can hide columns for clarity or printing out, but please unhide them before returning the spreadsheets to Faculty Relations)

c) Move the columns or rows around. They must remain in the same order.

d) Change the names of the individual worksheets.

e) Change any data on the spreadsheets other than the light yellow cells designated for the increases. If you have to correct any data on the spreadsheet, insert a comment in the “Comment” column and highlight the entire row in red FONT. An example of where you can change or add data other than merit or PSA is if the member is supposed to get CPI, but the CPI unit value is not already appearing in the CP column. In this case you can add it, but you must highlight the row in red FONT and add a comment in the comment column.

f) Complete the “Increase Auth” until all components of the increase are verified and entered.

g) Enter a “Increase Auth” if you are processing an increase on a manual increase form (Excel) rather than on the increase spreadsheet.

h) Change any grey cells. These cells contain totals that are calculated automatically. In exceptional cases there may be a need to change data in the grey cells. If this is the case please contact Faculty Relations to discuss the potential change.

i) Update the Non-Home spreadsheets. These spreadsheets are named as ‘XXXX-non’, where XXXX is the short name of the Faculty. They are included for information purposes only. Consult the Home faculty if you wish to ensure that these people are being processed. Information entered on these spreadsheets will not be processed.

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14. Manual Increase Form

In cases where it is not possible to process an individual’s increase on the increase spreadsheets, a manual increase form (Excel) must be completed and emailed in Excel format to Faculty Relations (see instructions on the form regarding which email address to use). Manual increase forms do not have to be signed by the Dean or Head unless you are trying do something other than just an increase.

If you are processing an increase on a manual increase form (Excel), please do not enter an authorization in the “Increase Auth” column, but please do enter a comment in the “Comment” column indicating that the faculty member’s increase will processed manually.

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