(SUD) Cheat Sheet - The University of Texas at Austin

Salary Update Document (SUD) Cheat SheetThis table answers questions about how to create and process SUDs..What is a Salary Update Document (SUD)?A SUD allows users to make salary adjustments for multiple incumbentswithin a single document, rather than through many Modify documents. SUDs are available for a short time period after the annual salarypolicy has been determined. Salary updates made via a SUD go into effect beginning Sept. 1. Salary adjustments that need to be made at other times of the yearshould be processed via a Modify document in HRMS.Reminder: Any adjustments reflected on a BUD must also be processed inthe SUD or a Modify document in order for them to be effective on9/1/XXXX.Where does SUD data come from and how does it get refreshed? The HRMS 8/31/XXXX Current Rate comes from HRMS and everytime the SUD document gets opened or refreshed, it pulls thecurrent HRMS data. The BUD 9/1/XXXX Budgeted Rate comes from the Budget UpdateDocument (BUD) and also updates based on any changes made inthe BUD by the Budget Office. The SUD 9/1/XXXX Base Pay Recommended Rate comes fromeither the BUD or HRMS and is updated by the SUD creator, asneeded.I didn’t include all of the positions on the BUD, where is the informationin the SUD populated from? SUDs pull information from both HRMS and the Budget UpdateDocument (for any positions that were included in the BUD). For positions that were not included in the BUD, the SUD fields arepopulated from HRMS as follows:.oooThe HRMS 8/31/XXXX Current Rate comes from HRMSand every time the SUD document gets opened orrefreshed, it pulls the current HRMS data.The BUD 9/1/XXXX Budgeted Rate column is N/A.The SUD 9/1/XXXX Base Pay Recommended Rate comesfrom the HRMS 9/1/XXX base pay rate and is updated bythe SUD creator, as needed.SUD Cheat Sheet, Page 1 of 6

If my department only has a few Sept. 1 salary updates to make, do Ihave to use the SUD?If a position is not receiving a salary increase, does it have to be on aSUD?How do I create a SUD in HRMS?Can I put all the positions in my department on one SUD?School teachers and extension instructors are not eligible for the SUD.How do I process a salary increase?I’ve noticed that the hourly paid positions in our department are notdisplaying in the list of positions eligible to be placed on a SUD, why isthat?Can you add and delete EIDs from the SUD?Can the SUD be used at any time of the year?When using a SUD to provide salary increases, when are the increasesconsidered final approved?Will the SUD show an error message if someone isn't eligible for a meritincrease?Can salary increases still be done after the SUD closes by using a Modify It is preferable to use the SUD because updates made in theBudget Update Document (BUD) are automatically included in theSUD and on final approval of the SUD are then pushed to HRMS. In some cases, the SUD must be used. For example, in the case offaculty promotions, the SUD must be used to move the promotiondata from the BUD to the SUD and then to HRMS. A Modifydocument in HRMS cannot be used for a faculty promotion.All tenure/tenure-track faculty positions must be on a SUD for Office of theProvost review. Non-tenured faculty promotions and non-tenured facultyincreases must be also be on a SUD. It will be up to departments to decidewhether all other positions must be on a SUD.Click on the Tools tab and in the list of tools, click on Create Salary Updatedocument (SUD).A separate SUD must be created for each job category that is eligible to beplaced on a SUD: Tenure-Tenure Track Faculty, Non-Tenure Track Faculty,Administrative and Professional, and Classified.To adjust the base pay for school teachers or extension instructors forSept.1, you must create HRMS Modify documents.The SUD is designed to increase rates of pay only for monthly paidpositions. To increase rates for hourly paid positions, use a Modifydocument in HRMS.Yes, but it is done by adding the position to which the person (UT EID) isassigned. To add a position to the document, go to the Document Reviewpage, scroll to the bottom of the list, and type the position ID in the opentext field, using the lookup as needed. To delete a position from thedocument, click Remove.No. The SUD is only available at a certain times of the year. For informationabout those dates, contact the Budget Office.Salary increases are considered final approved once the SUD document hasbeen final approved from the SUD Hold Desk and the 9/1/XXXX annual rateis displayed in HRMS.No, there is currently no functionality in the SUD to indicate that someoneis not eligible for a merit increase on the SUD. It is currently theresponsibility of the department to determine if the employee is eligiblefor a merit increase as defined by the salary policy in effect.Yes.SUD Cheat Sheet, Page 2 of 6

document in HRMS?When making changes to individual salary adjustments in the SUD, doesthe user have to click Edit for each one?What happens in the SUD when a position is funded by a unit other thanthe owning unit?If my positions are funded on 19 or 30 accounts, can I use a SUD?How do I handle last minute salary changes requested by a director inAugust?Yes. We advise making updates for one position at a time, saving, andhiding the details for each position.If a position has funding by another unit other than the owning unit andthe funding for the position was updated in the funding unit’s BUD, thatincrease will be reflected in the owning unit’s SUD document.Yes, the SUD can be used to update salary rates for positions regardless offunding source.If the SUD is closed, then the HRMS Modify document can be used to makethe updates on a position by position basis.How do I handle account changes that I need to make in HRMS whileSUD is in process? Should I process the SUD and then process a Modifydocument?If there is a zero salary increase when comparing the HRMS 8/31 rate tothe SUD 9/1 recommended rate, must that be explained on the SUD?Who can make changes to the SUD at each point of the routing?If one-time merits are permitted by salary policy, how do I give someonea one-time merit and increase their base pay other than merit (i.e.Permanent additional duties)?Can an employee receive a merit increase and another base payadjustment (i.e. Equity/Structural or Permanent Additional Duties)?SUD Cheat Sheet, Page 3 of 6You can modify funding accounts associated with base pay at any time; ifyou are changing the account number on permanent additional pay whilethe SUD is in process, that action will impact the status of the position onthe SUD and a warning in the SUD will provide the user with further details.If a position with this set of circumstances is included on a SUD when youdo a Verification (VER) or Approve (APP) action, the user will get an errorthat an entry into the General Remarks field is required. For Tenure/TenureTrack Faculty, the entry must justify why the incumbent is not receiving anincrease.Only Faculty positions on the SUD can be edited through the entire routingpath. Classified and A&P changes can only be made while on the CreatorDesk. If the SUD is not on the creator desk, it must be returned or recalledto the creator desk for changes.A modify document can be used to give an incumbent a one-time meritand an adjustment to their base pay.Reminder: An OPA (Off-Cycle Pay Adjustment) document allows users to makeone-time merit payments for multiple incumbents within a singledocument. A SUD allows users to make salary adjustments for multipleincumbents within a single document.Yes. An employee can receive a combination of base pay adjustments onthe same document, using either a SUD or a Modify document. Note: If a Modify document is used, a Salary AdjustmentRequest Form is required.

Should I separate employees getting merit increases from those gettingequity or additional duties?In the SUD, what information is required in the Justification field whenequity/structural adjustment or permanent additional duties base payadjustments are given to an employee?Note: A Salary Adjustment Request Form is not needed when submittingthese increases through the SUD; however, the position’s Purpose,Functions, and Qualifications must be updated or revised in HRMS. Tomake the updates or changes, you can click on the links provided in theSUD. If you choose to update the positions without the links provided,ensure that you change your “View as of date” at the top of the screen to09/01/20XX.Since salary increases other than merit are reviewed by HRS, it is preferredfor Classified and A&P positions to have separate SUD documents for meritand equity/structural or additional duties base pay adjustments.Consider one or more of the following general guidelines to assist you incompleting the justification:Equity/Structural Adjustments: What is the current market rate for this position (talk to your SWSHR Partner)? How does this position/incumbent align with peers? Internal?External? If this position were vacant would it be considered a hard to fillposition? Is this proposed increase part of a group of increases within a unitor department? What is the value that this person brings to this position? Does this person have any special knowledge, skills, or abilities? How long has this individual been in the position, with thedepartment or university (length of service)? Has there been a change in reporting structure? If so, discuss thatas well.What if I want to reclassify someone and give them a merit, both witheffective dates 9/1? What if they are going from classified to A&P?SUD Cheat Sheet, Page 4 of 6Permanent Additional Duties: What has changed within the department? What has changed about the volume that the position may handle? What has fundamentally changed about the position’s focus? What has fundamentally changed about the position’s scopeand/or outlook? What is the current market rate for this position (talk to your SWSHR Partner)? Do the new assignments require greater skills, new knowledge, or agreater level of authority and responsibility? Has there been a change in reporting structure? If so, discuss thatas well. When using the SUD, the reclassify document must be finalapproved before the SUD is approved from the Creator Desk. If the SUD is created before the reclassify document is final

Why are my SUD and OPA documents sitting on the SUD Hold desk andhave not yet been final approved?Warning: “This assignment has been modified in HRMS. Changes made inthe SUD will not push to HRMS unless the assignment data is refreshed(available in Document Review assignment details).”Warning: “This assignment has a future rate change effectiveMM/DD/YYYY. The future rate change was made in HRMS after theassignment was placed on the SUD; as a result any changes made to thisassignment in the SUD will NOT be pushed to HRMS.”Warning: “New 9/01/XXXX permanent additional duties added in HRMSafter SUD created; SUD changes will not push to HRMS unless SUDassignment is refreshed. This assignment has been modified in HRMS.Changes made in SUD will not push to HRMS unless the assignment datais refreshed (available in Document Review assignment details).”Warning: “HRMS 9/01/XXXX assign rate changed ($X,XXX) after placedon SUD ($X,XXX); SUD changes won't go to HRMS unless refreshed byauthorized person. This assignment has been modified in HRMS. Changesmade in SUD will not push to HRMS unless the assignment data isrefreshed (available in Document Review assignment details).Error: “The position was reclassed to a different category in HRMS and isno longer eligible for the SUD. Assignment MUST be removed from SUD.”approved, the user must refresh or remove/add the position forthe SUD to reflect the correct classification/rate. When the reclassification results in a change in job category, theuser will receive an error if the SUD has been created before thereclassify document has been final approved. If the reclassification is processed retroactively, the information onthe SUD is replaced with the final approved reclassificationdocument, including the classification/rate.The Board of Regents must approve the new fiscal year budget beforesalary increases and one-time merits can be final approved. No furtheraction is required by the department.This warning indicates changes have been made to the assignment sincethe SUD was created. The user should click the Refresh button on theDocument Review page to view the most recent information.This warning indicates changes have been made to the assignment with aneffective date after 09/01/XXXX since the SUD was created. The user will not see the Refresh button when this warning isdisplayed. The user can choose to remove the position from the document orleave it on. If the user chooses to leave the position on the SUD, it is importantto note that the SUD 9/1 recommended rate will not be pushed toHRMS and will be considered an exception and appear on theexception report.Click the "Refresh" button in the incumbent details in document review.This will erase the merit entered on the SUD, so it will have to be reenteredif applicable.Click the "Refresh" button in the incumbent details in document review.This will erase the merit entered on the SUD, so it will have to be reenteredif applicable.The user will not see the Refresh button when this warning is displayed.The user must remove the position from the SUD.SUD Cheat Sheet, Page 5 of 6

What happens when a position that has been placed on a SUD is thenmodified in HRMS?Is there an audit in the SUD for rates above the maximum pay range?Who will be making SUD increases for promotion to tenure?Can salary increases occur after the SUD closes?Can data on the SUD be downloaded to Excel?What can I do to shorten the routing path of a SUD?Where can I see SUD changes reflected in HRMS?If I create a MUD document to change the owning unit after the SUDwith the original owning unit has been created, will it have an effect onthe SUD? If the assignment is canceled or is ended prior to 9/1/XXXX, theincumbent must be removed from the Salary Update Document(SUD). If the position is ended prior to 9/1/XXXX, the incumbent must beremoved from the SUD. If a modification is made to the base pay rate and/or to anexisting permanent additional pay with an effective date prior toor equal to 9/1/XXXX, the SUD displays a Refresh button. Whenthe user clicks the Refresh button, the SUD data for the position isupdated with the most current HRMS data.Yes. A warning appears in the Salary Update Document (SUD) if the rate isabove the maximum of the pay range for the job code just as it does in aModify document.Promotion increases and title changes for tenure on the Salary UpdateDocument (SUD) are made by the Budget Office in the Budget UpdateDocument (BUD).Yes. If the Salary Update Document (SUD) is closed, create a Modifydocument in HRMS to increase the salary.Yes. The Salary Update Document (SUD) report that is available from withinDocument Reports may be downloaded to Microsoft Excel.To streamline Salary Update Document (SUD) routing, select positions toplace on your SUD based on the units that fund them. The information onthe Start page can help you identify which positions have the same fundingunits.After a Salary Update Document (SUD) has been final approved, users cansee salary adjustments in HRMS. On the Incumbent Details page, changethe view as of to 9/1/XXXX, click go, scroll to the Compensation section toview the annual rate. If a MUD (Mass Update Document) is created to change theowning unit, the document must be final approved before the SUDis approved from the Creator Desk. If the SUD is on the creator desk, the user will receive an error thatthe owning unit for some of the positions has been changed andthose positions should be removed from the SUD.SUD Cheat Sheet, Page 6 of 6