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Merit & Unit Adjustment Preparation

This guide contains all content and hyperlinks related to Merit & Unit Adjustment Preparations from the June 2024 Quarterly Administrators Forum, Office for Academic Personnel & Faculty (APF).

FY25 Merit & Faculty Unit Adjustments

  • Key Points
    • New Merit Website
    • Merit and unit adjustments are aligned this year, all taking effect on September 1 (9/1).
    • All calculations are based on monthly salary rate as of August 31 (8/31).
    • Units should ensure local merit reviews are moving forward.
    • Start data clean‑up now.
  • Links

Key FY25 Merit Cycle Milestones

A horizontal timeline graphic labeled “Key FY25 Merit Cycle Milestones” spanning January through September. On the far left in January, an arrow labeled “Initial merit planning letter” points to the timeline. In April, another arrow marks “Merit & Faculty Unit Adjustments Authorized FY25 Process Guide Published.” From late May through July, a highlighted section labeled “Data Clean‑Up” appears above the timeline, illustrated with multiple star icons to emphasize activity. In late July and early August, markers indicate dates “31,” “1–5,” and “16,” corresponding to data milestones. In August, a red arrow labeled “Workday Restrictions” spans part of the timeline following the data pull. An arrow labeled “Data Pull & Official File Distribution” points down to mid‑August. On the far right in September, a green arrow labeled “Increases appear on payslips” aligns with late September. The timeline uses beige and blue lines with arrows and icons to show sequencing and key deadlines.

Data Clean‑Up

  • Key Points
    • The FY25 Process Guide includes dedicated sections on:
    • Preparation & Data Clean‑Up
  • Clean‑Up Procedure
  • Clean‑up deadline: July 31
  • Data for merit files is pulled on August 1.
  • Workday restrictions after that date will complicate further clean‑
  • Referenced Resource
    • FY25 Process Guide (same link as above)

Top 4 Merit‑Related Data Issues

  • Job changes not processed in time (prospectively)
  • “Saved” business processes
  • Inaccurate practice plan allowance
  • Zero compensation

Merit‑Related Data Issue Details

Job Changes Not Processed in Time

  • Merit file data reflects records as of August 31.
  • Job changes effective before September 1 must be completed in Workday by July 31.
  • Terminations, lateral moves, and anticipated job changes should be:
    • Future‑dated
    • Not retroactive

“Saved” Business Processes

  • Workday allows business processes to be saved as drafts.
  • Saved business processes block the merit load.
  • Units must complete or delete saved transactions by July 31.

Inaccurate Practice Plan Allowances

  • Retroactive revisions to practice plan allowances are a common cause of post‑merit corrections.
  • Units should audit practice plan allowances now to ensure correct data is pulled into the merit file.

Zero Compensation Records

  • Merit increases are calculated against base salary.
  • If pre‑merit base salary is $0, post‑merit base salary remains $0.
  • Except for approved leaves:
  • Academic personnel not being paid should be in an unpaid job profile or terminated.
  • Zeroing out FTE to “hold” a position is not permitted and may violate state regulations.

Tips for Avoiding Merit Data Issues

  • Put 9‑month academic appointees with Autumn offer letters on summer hiatus.
  • Process terminations in advance, ending both the academic appointment and the position.
  • Return affiliate and clinical non‑salaried faculty to unpaid academic job profiles when no longer paid.
  • Extend compensation and/or employee end dates when appointees are continuing.

Reports to Support Merit Data Clean‑Up

Workday Reports

  • R0536 – Merit Data Audit Report
  • R0612 – Academic Appointees without Active Positions
  • R0469 – Academic Workers with Primary Academic Appointments

Purpose

  • Confirm pay and position accuracy so correct information is pulled into official merit and unit adjustment spreadsheets.

Links & References