Allocate Compensation | Scribe

Allocate Compensation

  • 1 month ago

    The Allocate Compensation process is used to administer large-scale compensation changes (e.g., merit increases, pay equity adjustments, step increase, and across-the-board salary changes) for eligible Staff and Academic employees.

    Process Overview

    The Allocate Compensation process operates through defined compensation cycles that group employees and proposed salary changes for review, approval, and system loading. UCPath Center (UCPC) IT owns configuration and cycle administration and only a small number of designated users at UCLA have access to perform cycle activities.

    Roles & Responsibilities

    The following table outlines the roles and responsibilities related to using the Allocate Compensation process.

    Responsible Party

    Responsibilities

    UCPC IT

    • Defines and configures compensation cycles

    • Builds and opens cycles

    • Loads approved compensation changes into Job Data

    • Audits and closes cycles

    • Maintains system configuration (e.g., salary plans, steps, approvals, roles, and rules)

    UCLA Central Offices

    Initiator

    • Reviews proposed salary increases

    • Updates compensation values (i.e., percent, step, or dollar)

    • Excludes employees, when applicable

    • Submits cycle for approval


    Approver

    • Reviews proposed changes

    • Approves, denies, or pushes back proposals

    Process Phases

    The Allocate Compensation process consists of three phases:

    Phase

    Responsible Party

    Phase Elements

    Build and Open

    UCPC IT

    • Identify employee population

    • Define and configure compensation cycle

    • Build employee roster and security

    • Open the cycle for UCLA use

    Roster Update and Review

    UCLA

    • Review proposed salary changes

    • Update compensation values

    • Exclude employees, as needed

    • Submit and approve changes

    Load and Close

    UCPC IT + UCLA

    • Approved transactions are loaded into Job Data

    • System inserts new effective-dated compensation rows

    • Cycle is audited and closed

    Key System Components

    Compensation Cycle

    A compensation cycle is a structured grouping of employees and proposed salary changes that are processed together.

    Cycle Statuses

    Common statuses include:

    Status Type

    Description

    Calculated

    Available for data entry

    In Progress

    Updates in process, not yet submitted

    Submitted

    Sent for approval

    Pushed Back

    Returned by UCLA Approver for modification

    Approved / Confirmed

    Approved for loading

    Ready to Load

    Queued for Job Data update

    Completed

    Fully processed and closed

    Completed with Errors

    Issues occurred during loading

    Data Processing Behavior

    The following items are key components of the data's processing behavior:

    • Employees are included in a predefined roster

    • Changes are reviewed and approved before further processing

    • The system inserts effective-dated Job Data rows for all approved changes

    • Compensation changes appear on the Compensation tab in Job Data

    Exclusions

    The Allocate Compensation process is not used for:

    • Experience -Based Pay transactions

    • Job Earnings Distribution (JED) changes

    • Multiple Components of Pay (MCOP) changes

    • Series changes

    These items are handled through other processed (i.e., Mass PayPath or other custom updates) and are explicitly excluded from compensation cycles.

    Additionally, employees may be excluded for valid business reasons (e.g., leave, termination, timing issues). An exclusion reason is required. Once excluded, employees cannot be re-added to the cycle.

    Central Configuration

    The following components must be configured by UCPC IT before cycle processing can begin:

    • Salary Plan and Salary Step tables

    • Compensation cycle definitions

    • Cycle roles and security

    • AWE configuration

    • Action / Action Reason codes

    Important Reminders

    • Refer to the UCPath Center Production Processing Schedule to align with processing timelines.

    • Only approved cycles proceed to loading.

    • Cancellation of a cycle should occur only in cases of major errors.

    • Roles, access, and responsibilities are centrally defined and controlled.

    • Approved changes are finalized via Job Data updates.

    Additional Resources

    UCPath Center Resources