Promotion / Demotion

1. Go to Human Resources. Click on Employees.
2. Enter Employee WIN and click on 'Lookup Employee', or click on 'List' to select desired record from employee listings.
3. Once the employee record is shown, click on the 'Job Changes' tab in the Employee Maintenance page. Note the system has provided a functionality to navigate between employee records. Use the arrows in the upper part of the screen.
4. From the 'Job Changes' menu, click on Promotion /Demotion.
5. Review and complete the following fields:
   • Effective Date: It refers to the day when employee promotion/demotion takes place. Date must be within current pay period, and it cannot be a future date. Use display calendar to set date.
   • Reason Code: Use drop-down menu to select the most approptiate option.
   
   Job Change
   • Job Code: Select desired Job Code from drop down menu. Job Family and Job Level will be automatically populated after selecting Job Code.
   • Alternate Job Title: Use this field to enter a local translation, or another term used to describe employee job title.
   • Requisition Id: Use this field if case applies.
   • Candidate Id: Use this field if case applies.
   
   Performance Review
   • Performance Rating: Supervisors or Managers may use the employee rating system to evaluate the quality of their employees work. The performance rating figure may be the result of different tests to measure the employee efficiency. Select desired rate from drop-down menu. Please note that menu includes the value "Not Applicable" for use when employee is not subject of performance appraisals.
   • Last Review Date: It refers to the day when the most recent employee performance appraisal took place. Use display calendar to set date
   • Next Review Date: It is a proposed date for the next employee performance appraisal. Use display calendar to set date.
   • Reviewer Lookup: It refers to the individual who reviewed employee performance (usually a supervisor). Click on 'Search' button to find desired supervisor. A new window will pop-up and give user the option to lookup reviewer by WIN, Country Code, First Name or Last Name.
   • Click on 'Search' button in new window to view search results.
   • Select Reviewer from list, and click on 'Add Employee WIN'.
   • Verify correct Reviewer Name and WIN ID.
   
   Salary Adjustment Information
   • Increase / Decrease type: Use drop down menu to select one of the following:
   • New Salary Amount: The corresponding field will appear, so the user can enter new salary figure. The fields 'Increase/Decrease amount' and 'Increase/Decrease percentage' will appear grayed-out and will show the corresponding figures automatically.
   • Increase/Decrease amount: The corresponding field will appear, so the user can enter the amount in which employee salary will be raised or reduced. Use the minus symbol (-) to enter negative amounts. The other two fields will be populated automatically.
   • Increase/Decrease percentage: The corresponding field will appear, so the user can enter the percentage in which employee salary will be raised or reduced. Enter numeric value only. For example:
     • Enter 4, to indicate an increase of 4%.
     • Enter -10, to indicate a decrease of 10%.
   • Other Fixed Pay: Use this field to record employee additional earnings (other than salary or bonuses).  In some countries, Other Fixed Pay refers to an annual additional benefit, e.g. 13th month, or any other fixed amount that employee is entitled to receive according to local labor laws or collective bargaining agreements.
   • Scheduled Hours: It refers to the number of hours the employee is expected to work during the company pay period. Default value will be displayed, but figure can be changed if necessary. Default value is set in the Company Maintenance page.
   • Pay frequency: It refers to how often the company employees receive their paychecks. Pay frequency appears grayed out in this section as this value is set in the Company Maintenance page, and once it has been set it affects all employees within the company. If there were salaried employees who should have a different pay frequency than the rest of the employees in the company, then they should be placed under a different company, despite working in the same site (or country) as the others.
   • Pay Type Description: It refers to the employee pay categorization. See Pay Type in Pay Category Information section in this same page. Depending on employee Pay Type, the following fields will appear:
   • Salary by pay period: It will show employee earnings depending on Pay frequency which had been set for that Company Code.
   • Annual Salary Local: It is calculated by the system, and included in Employee Data reports. IPS will perform the annual salary calculation based on the following formulas depending on employee Pay Type,
     • SALARY EXEMPT - Salary Amount in employee record * Annualization Factor.
     • SALARY NON EXEMPT - Salary Amount in employee record * Annualization Factor.
     • SALARY IGNORE PIECE RATE - Salary Amount in employee record * Annualization Factor.
     • PIECE RATE - 99 Time Hourly Rate * Scheduled Hours * Annualization Factor.
     • HOURLY - Hourly Rate* Scheduled Hours * Annualization Factor.
     • HOURLY IGNORE- Hourly Rate* Scheduled Hours * Annualization Factor.
     • HOURLY & PIECE RATE- Hourly Rate* Scheduled Hours * Annualization Factor.
   • Annual Salary USD: It is calculated by dividing Annual Salary in local currency by the current exchange rate stored in Currency Codes tables.
   • Hourly Rate:
   • Hourly Rate 99:
   • Subsidy Hourly Rate:
   • Currency: Local currency used in country where company is located will be shown in boldface.
     NOTE: Exchange rates are provided by our Finance department and updated on a monthly basis by IPS administrators. Exchange rates are stored in the Currency Codes tables.
   
   Pay Category Information
   • Pay Type: It shows employee pay categorization. Select one of the following:
     • Piece Rate Only: For employees whose pay is determined by achievement-based tasks. If this Pay Type is selected, then 99 Time Hourly Rate becomes a mandatory field.
     • Hourly Only: For employees who are paid by the hour.
     • Hourly Only - Ignore Piece Rate: For employees who are paid by the hour and may do piece rate taks ocasionally, but their pay is not determined by achievement-based work.
     • Hourly and Piece Rate: For employees who are paid by the hour and are also eligible for achievement-based bonuses.
     • Salary Exempt: For employees who are paid a specific salary amount and are NOT eligible for overtime pay.
     • Salary Non Exempt: For employees who are paid a salary and are eligible for overtime pay. If this Pay Type is selected, then Hourly Rate must be entered, so the system can calculate hourly overtime pay.
     • Salary - Ignore Piece Rate: For employees who are paid a salary and may do some piece rate tasks occasionally, but whose pay is not determined by achievement-based work.
     
     NOTE. The above types correspond to FEPS types. If company is not using FEPS, user should select the most appropriate type or leave default values.
     
     
   • Direct/Indirect: Select Direct for employees whose job is more oriented to production labor, like transaction processing operator, or call center agent. Select Indirect for employees whose job functions are more oriented to oversee the production process, like team leads, supervisors, managers. Also, all office workers, like secretaries, assistants and administrative aids must be considered as Indirect.
   • 
     
     Depending on employee Pay Type, the corresponding fields will have to be completed:
     • Salary by Pay Period: It is the amount of money that employee will be paid every time payroll is processed.
     • Hourly Rate: It is the amount of money that employee will make for every hour of work.
     • Hourly Rate 99: It is the amount of money that the Piece Rate Employee will be paid for each hour he/she remains in the office when there is no work available i.e. System Client down, Power shortage, Training, Meeting, or when the employee has been asked to perform some other activities different from the job he usually does.
     • Subsidy Hourly Rate: It is the minimum amount of houlry pay that a Piece Rate Employee must receive regardless of the hourly wage generated by the employee in one hour of piece rate work. Example if this value is 10, and the wages generated in one hour of piece rate tasks is 8, FEPS system will subsidy 2 automatically.
     • PLD Rate:
     • Shift Differential%: The system use this value in order to calculate some additional pay considering the shift that employee works. For example: If employee works during the night shift and shift differential is 10%, then system will calculate 10% of the total employee earnings, and will allocate the corresponding amount under a different Earnings Code.
     
     For non-Piece Rate Pay Types:
     • Indicate Salary by Pay Period, or Hourly Rate only without considering any bonuses which are based on performance objectives.
     • Do not consider bonuses that are part of regular compensation packages (e.g. 13th or 14th payment, vacation adjustments, birthday bonuses, etc.)
     • If user only knows annual salary, then divide total compensation by 12 (for monthly frequency) or 24 (for semi-monthly), and enter resulting amount in the Salary by Pay Period field. NOTE: For other Pay Frequencies, please consult ips.support@xerox.com, in order to determine the correct salary amount to be entered in employee record.
   • Employee Type: Select on of the following:
     • Full Time - For employees who work a standard eight-hour shift. i.e. 40 hours a week.
     • Part Time - For employee who work a reduced work shift. i.e. 15, 20 or 25 hours a week.
   • Full Time Equivalent %: Values should be between .01 - 1.0. User may contact HR Corporate office if unsure about this value.
   • Overtime Calc Method: According to local labor laws, each country or location has a particular way to determine overtime pay. Enter the appropriate method in the city or location where the employee actually works (Hermosillo, Guatemala, Juarez Admin, Juarez Day, etc).
   • Hours Offset from MT: Mountain Standard Time in the United States is the IPS local server time. Enter the time zone difference between local time and MST. Enter 0 if time is the same. Enter 2 if time is two hours ahead of Mountain Time. Enter -2 if time is two hours behind Mountain Time. .
   • Sunday Normal Shift: Mark this checkbox if the employee regular work schedule includes Sundays. This will prevent any overtime or extra pay amount to be generated in FEPS when the employee clocks in/out on Sundays.
   • Allow Time Clock: Mark this option if the employee will use FEPS time clock to register his hours worked.
6. Click on Submit. A confirmation window will popup. Please take some time to verify all return details are correct.
7. Click on Confirm to complete the process, or click on Cancel to make corrections.

   Related Topics

   
   

   Supervisor Change

   Organizational and Supervisor Change

   Job Code / Title change / Reclassification

   Salary Adjustment / Pay Type Change

   Performance Review

   Termination