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Handling Retroactive Salary Increase - Sponsored Funds

The sponsored funds procedure to correct retroactively and prospectively appropriate cost distributions to match the new semi-monthly amounts for JHU semi-monthly faculty, staff and students require submitting an E-form.

Let's pretend it's March 1, 2015, and you have two faculty members who both received retroactive raises in letters from the promotion committee dated March 1, 2015. Dr. Einstein's raise is effective November 1, 2014 (more than 90 days ago) and Dr. Watson’s raise is effective January 1, 2015 (less than 90 days ago). Both faculty are paid from sponsored and non-sponsored funds. Here's how you (in the departments) deal with each situation.

Retroactive by more than 90 days -- Dr. Einstein (Raise Date: November 1, 2014)

  1. By the next available payroll cutoff date, submit a Salary Change ISR.
    1. The begin date is the date the raise becomes effective.
    2. Enter the new actual and semi-monthly pay rates.
    3. Leave the cost distribution section "as is."
    4. Add to comments section: Dept. will do E-form to correct retroactive cost distribution amounts and accounts.
  2. At least one business-day AFTER receiving the email from HRSS that the Salary Change ISR is complete and approved:
    1. Submit an E-form to correct retroactively and prospectively appropriate cost distributions (as your budgets allow) to match the new semi-monthly amounts.

Retroactive by less than 90 days -- Dr. Watson (Raise Date: January 1, 2015)

  1. By the next available payroll cutoff date, submit a Salary Change ISR.
    1. The begin date is the date the raise becomes effective.
    2. Enter the new actual and semi-monthly pay rates.
    3. In the Cost Distribution section of the Salary Change ISR, enter the cost distributions retroactively and prospectively (as your budgets allow) so that they total to the new semi-monthly amount. HRSS will enter these changes (sponsored AND non-sponsored) into the record.
  2. In most cases, an E-form will need to be submitted in addition to the Salary Change ISR, especially if the cost distribution is complex (for instance, if it changes amounts and accounts every month or pay period). You should submit an E-form at least one business-day AFTER receiving the email from HRSS that the Salary Change ISR is complete and approved.

NOTE: The Cost Distribution section of a Salary Change ISR differs from the Cost Distribution section of an E-form. In the Cost Distribution section of a Salary Change ISR, the total of all the cost-distribution lines must equal the semi-monthly amount. In an E-form Cost Distribution section, you may enter multiple periods at different rates for the same account.

In both cases above, HRSS will have the salary difference allocated to the control salary account if the new cost distribution does not match the new semi-monthly amount and/or does not cover all the retro pay periods.

For more information, review "Sponsored funds procedure for JHU semi-monthly faculty, staff and students," at http://ssc.jhmi.edu/hr_payroll/policies.html.

Cut-off dates for ISRs: http://ssc.jhmi.edu/hr_payroll/DataFiles_HR_Payroll/2015_jhu-semi.pdf

Cut-off dates for E-forms: http://ssc.jhmi.edu/sponsoredprojects/DataFiles/2015_eform_semi_dates.pdf

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