Managing a future modification

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Managing a future modification

Access: Employee file > Employee > Profile > Employment and compensation

A position or remuneration modification is considered to be a future modification when the effective date is subsequent to the current pay period end date.

Important

▪If the organizational structure elements are defined from the position and you modify the position, the new position’s structure is updated in Employment and compensation as soon as you confirm the modification. It is possible, however, to modify them afterwards. This is also the case for the position’s other common fields that are in Employment and compensation.

▪An organizational structure or employee salary modification can impact, depending on the Position change date or the Salary change date, the processing of transactions in the payroll functions. It can also impact the different time sheet processing stages for clients using the Time management solution and the mobile application.

▪Payroll functions: The Salary change date and Effective date (future salary modifications) are considered in the different payroll functions.

oIf the selected pay period is subsequent to the last salary modification, the new salary will be applied.

oIf a salary modification was made and a pay period prior to the modification is selected, the new salary is applied. A message will prompt you to verify if adjustments must be made.

o26 PP frequency with the weekly edition: The two previous rules are applied according to the week number (1 and 2).

oCost distribution according to the organizational structure: The three previous rules are applied to the four structure fields according to the Position change date and Effective date of future position modifications. The same operation is also applied to the parity committee class if you have a parity committee report.

oImport payroll transactions (Payroll > Tools): The previous rules are also applied to import. The future salary or structure modifications indicated in the employee file are applied if:

–The salary or structure is not present in the import file transaction.

OR

–The business has the Always use the record hourly rate or Always use the record administrative structure options.

oFor businesses that use the Group Insurance Plan Management solution and the Create a report function of Report generator, note that the monthly premiums report is based on event history. The history is generated, among other things, according to this Salary change date and you must ensure its accuracy. For more information, see Producing a monthly premiums report.

▪For Time management solution and mobile application users only:

oTime sheet processing stages: A future organizational structure or position modification with an effective date included in the current pay period and that is different than the period start date will generate two transactions (not applicable if the position comes from the punch).
 
The first transaction consists of prior to modification data and the second transaction of after modification data (applicable to the hour entry using the Time sheet validation function, Self-service and the mobile application).
 
You will receive a confirmation message of the modification made, its effective date and actions to be taken, as required.

oGeneration of payroll entry: This step completes the separation of transactions.
 
Hourly rate: The separation occurs if your business is configured to Allow rate input when updating adjusted hours.
 
Administrative structure: The separation occurs if the structure does not appear on your entry screen and if your cost distribution is done according to structure.
 
Parity committee class: The separation occurs if you have a parity committee report.

 

Things to remember

A validation is made when the future modifications are processed. If errors are detected, a List of rejected future modifications is generated., see Viewing the list of rejected modifications as a result of the processing of future modifications This list can be accessed from a message displayed in the Employee list (Employee file) and Employee list (Payroll). From these screens, a hyperlink will give you access to the Employment and compensation screen to correct the employee file.

Future modification of fields under Positions

1Select the employee.

2Under Future modifications in the Positions section, click on Add. The information from the Current values section is copied to the fields in Future modifications section.

3Enter the effective date.

4Enter the new information.

▪If you modify the position code, the Change of position window will appear.

oVerify the new values of the fields associated with the selected position according to the modification options. You can compare with the current position’s values shown in the previous section.

oSelect the applicable modification option:
Position and its values: The position, structure, and other fields associated with the position will be updated with the values displayed in black. The values in grey will not be modified.
Position and structure only: Only the position and structure will be updated with the values displayed in black. The values in grey will not be modified.
Position only: Only the position will be updated with the value displayed in black. The values in grey will not be modified.

oClick on OK to confirm.

Important

▪For the Position and its values or Position and structure only options: If a field in the new position is blank but the corresponding field in the employee’s file has a value, the value remains unchanged after the modification and is displayed in grey.

▪Certain permissions are required to modify the structure of a position in an employee’s file.

5Under Modification history, enter the modification reason if applicable. If the reason does not exist in the list, you can add it by selecting “Add item.”

6Click on Save. The new values will appear in bold characters.

The Modify and Delete buttons are available in this section until the effective date (when this date is equal or subsequent to the start date and prior or equal to the end date of the current pay period). The new values are then transferred to the Current values section.

Important

If the organizational structure elements are defined from the position and you modify it, the structure of the new position is updated in the Employment and compensation file once the modification is confirmed. It is possible, however, to modify it afterwards. This applies to the other position fields common to the Employment and compensation file.

1Select the employee.

2Under Future modifications from the Positions section, click on Modify.

3Enter the new information.

▪If you modify the position code, the Change of position window appears.

oVerify the new values of the fields associated with the selected position according to the modification options. You can compare with the current position’s values shown in the previous section.

oSelect the applicable modification option:
Position and its values: The position, structure, and other fields associated with the position will be updated with the values displayed in black. The values in grey will not be modified.
Position and structure only: Only the position and structure will be updated with the values displayed in black. The values in grey will not be modified.
Position only: Only the position will be updated with the value displayed in black. The values in grey will not be modified.

oClick on OK to confirm.

Important

▪For the Position and its values or Position and structure only options: If a field in the new position is blank but the corresponding field in the employee’s file has a value, the value remains unchanged after the modification and is displayed in grey.

▪Certain permissions are required to modify the structure of a position in an employee’s file.

4Under Modification history enter the modification reason if applicable. If it does not exist in the list, you can add it by selecting “Add item.”

5Click on Save. The values that are different from the current values will appear in bold characters

The Modify and Delete buttons are available in this section until the effective date (when this date is equal or subsequent to the start date and prior or equal to the end date of the current pay period). The new values are then transferred to the Current values section.

Important

If the organizational structure elements are defined from the position and you modify it, the structure of the new position is updated in the Employment and compensation section once the modification is confirmed. It is possible, however, to modify it afterwards. This applies to the other position fields common to the Employment and compensation section.

1Select an employee.

2Under Future modifications of the Positions section, click on Delete.

3Confirm the deletion by clicking on OK.

The Add button is now available in this section to enter a future modification.

Future modification of fields under Remuneration

Important

It is not possible to enter a CCQ salary modification because the hourly rate field cannot be modified.

1Select the employee.

2Under Future modifications in the Remuneration section, click on Add. The information from the Current values section is copied to the fields in the Future modifications section.

3Enter the effective date.

4Enter the new information.

5Under Modification history enter the modification reason if applicable. If it does not exist in the list, you can add it by clicking on “Add item.”

6Click on Save. The new values will appear in bold characters.

The Modify and Delete buttons are available in this section until the effective date (when this date is equal or subsequent to the start date and prior or equal to the end date of the current pay period). The new values are then transferred to the Current values section.

Important

It is not possible to enter a CCQ salary modification because the hourly rate field cannot be modified.

1Select an employee.

2Under Future modifications in the Remuneration section, click on Modify.

3Enter the new information.

4Under Modification history, enter the modification reason if applicable. If it does not exist in the list, you can add it by selecting “Add item.”

5Click on Save. The values that are different from the current values will appear in bold characters.

The Modify and Delete buttons are available in this section until the effective date (when this date is equal or subsequent to the start date and prior or equal to the end date of the current pay period). The new values are then transferred to the Current values section.

1Select the employee.

2Under Future modifications in the Remuneration section, click on Delete.

3Confirm the deletion by clicking on OK.

The Add button is now available in this section to enter a future modification.

For more information

Employment profile management - Additional information

Modifying employment and compensation data

Viewing the list of rejected modifications as a result of the processing of future modifications