Table of Contents

Create and release pay raise journals (automatic pay raise process)

Pay raise journals allow responsible persons to allocate a budget to standard and merit increases. The process moves the journal from Draft through Open and Pending Approval to Approved. Posting creates pay raise entries and dated TimeMachine entries.

Prerequisites

Before you begin:

  • departments and their primary supervisors are set up;
  • the organization chart is activated in the department list;
  • the affected employees have a Salary Amount, Employment %, and Monthly Part on record;
  • the effective date has been defined;
  • responsibilities and permissions for editing and approval have been clarified;
  • you have decided whether the budget is fixed or can be exceeded.

Propose journals by department (created by HR)

  1. Open Pay Raise Journal Overview.
  2. Choose Propose Journals (by Department).
  3. Set the Due Date. It must not be before the work date.
  4. Enter the Effective Date.
  5. Select Fixed Budget if the responsible person must not exceed the specified amount.
  6. Enter either the Budget Amount or Budget Amount Percentage.
  7. Start the proposal.
  8. On the pay raise journal (preview), enter the items that are still open.
  9. If needed, use Apply Standard Pay Raise to create a general pay raise in accordance with the executive management's guidelines.
  10. As soon as the journals are complete and ready for the supervisors to edit, set them to the Open status.

SwissSalary creates a journal with the status Draft for each department with employees and adds the affected employees as lines. For a percentage-based budget, it calculates the journal amount from the total salary amounts adjusted for employment percentage.

Warnung

If pay raise journals already exist, the report asks whether all existing journals should be deleted. Review these journals before you confirm.

Open the journal and enter increases (by the supervisor, first level)

  1. Choose Show Journal Lines.
  2. Enter the Merit Increase.
  3. Add the Justification if necessary.
  4. Check the New Salary Amount, New Salary Rate, and Increase Percentage.
  5. Check the Remaining Budget To Allocate.
  6. When everything has been entered, complete your pay raise journal by choosing Set to Pending Approval.

SwissSalary reads employee values as of the day before the effective date and includes existing TimeMachine entries. Standard and merit increases are adjusted for the employment percentage.

With a fixed budget, SwissSalary prevents an entry that exceeds the remaining budget.

Review and approve the journal (by the supervisor, second level)

  1. Review the pay raises and the justifications.
  2. Choose Set to Approved.

The Due Date, Effective Date, and Budget Amount must be present for approval. SwissSalary stores the approving person in Approved By.

Hinweis

If a pay raise that has already been approved needs to be corrected, the HR manager can reset the status from Approved to Pending Approval.

Wichtig

Approved doesn't mean that the pay raise has been posted and taken effect. Only Post Journal creates the subsequent entries.

Post the approved journal (by HR)

  1. Select the approved journals.
  2. Choose Post Journal.
  3. Wait until all employees have been processed.
  4. For a sample of employees, open TimeMachine from the Employee Card.
  5. Check the new Salary Amount with the Effective Date.

When posting, SwissSalary creates one pay raise entry for each line, which you can find in the Pay Raise History. If the salary amount changes, it also creates a TimeMachine entry for Salary Amount. It then deletes the posted pay raise journal and its lines.

Information letter after posting

After posted pay raise entries exist, print the Pay Raise Info Letter report. Filter by posted date, employee number, department, effective date, and entry number. Choose Send to Direct, Direct Visible From, and Direct - No Email Notification if needed.

Good to know

The journal distinguishes a Standard Increase from an individual, performance-based merit increase. Both values are recorded in the pay raise entry together with the responsible persons, approval, justification, and effective date.

Warnung

Post the journal only after the effective date and all future salary changes have been coordinated. Posting deletes the pay raise journal.

See also