USC
Annual Pay Increase
Guidelines
2016
2016 Annual Pay Increase Process Guidelines
USC Human Resources
Version 1.2, 3/8/2016
C ONTENTS
Contents........................................................................................................................................................................ 2
General Guidelines........................................................................................................................................................ 3
Where to Initiate Transactions ................................................................................................................................. 4
Process Overview...................................................................................................................................................... 4
Process Steps and Schedule...................................................................................................................................... 5
Date Guidelines......................................................................................................................................................... 6
KBC Guidelines - Faculty ............................................................................................................................................... 7
Core Pay and Academically Enabled Pay Comp Plans .............................................................................................. 7
Comp Plan Rates ................................................................................................................................................... 7
Comp Plan Start and End Dates ............................................................................................................................ 8
Other Faculty Comp Plans......................................................................................................................................... 9
Comp Plan Rates ................................................................................................................................................... 9
Comp Plan Dates ................................................................................................................................................... 9
Faculty Cost allocations .......................................................................................................................................... 10
Academically Enabled Pay – Pay Rates ............................................................................................................... 10
Other Pay ............................................................................................................................................................ 11
A Note About Workday Pay Periods ................................................................................................................... 11
KBC Guidelines - Staff ................................................................................................................................................. 12
Exempt Staff Base Pay ............................................................................................................................................ 12
Non-Exempt Staff Base Pay .................................................................................................................................... 12
Non-Exempt Staff – Other Comp Plans................................................................................................................... 13
Workday Guidelines.................................................................................................................................................... 13
Auditing Guidelines ..................................................................................................................................................... 14
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2016 Annual Pay Increase Process Guidelines
USC Human Resources
Version 1.2, 3/8/2016
G ENERAL G UIDELINES
Compensation rate increases for fiscal 2017 will be entered in Kuali Budget Construction (KBC) or Workday for
review and approval. This document provides details on the process and critical dates. Questions related to KBC
should be directed to Catherine Maddaford (maddafor@usc.edu) or Terri Haase (thaase@usc.edu). Questions
related to Workday should be directed to the HR Service Center by emailing uschr@usc.edu or by calling 213-8218100.

Kuali Budget Construction (KBC) – detailed entries will be entered as part of the budgeting process for
faculty and staff. Costs relating to student workers may be pooled in KBC but are not entered at the
worker level. Keck Medicine of USC does not use KBC for budgeting and should coordinate with HRIS for
EIB loads at least 2 weeks prior to the start of the pay periods the increases will take effect.

Workday – KBC worker-level increases and cost allocations will be interfaced to Workday after KBC data
entry is complete and audited. Entries not made in KBC or requiring correction will be made directly in
Workday. The normal Workday approval process will be followed for staff in all cases, with the exception
of SBOs who already approved in KBC - they will not be required to approve transactions initiated in KBC
again in Workday. Workday approvals will not be required for faculty increases originating from KBC.

Market Adjustment Review with HR Compensation – market adjustments require Compensation
Department review and should be requested via the HR Service Center by April 15. Later requests will be
accepted, but early review is encouraged to avoid delays during the Workday approval process.

Bonuses – Bonuses are not entered in KBC and should be entered directly into Workday. Normal approval
processes will be required (as detailed below).

Reason Codes – to support meaningful compensation history and to enforce proper routing and approvals
all increases must be accurately categorized in KBC and Workday. The valid reasons are:
REASON CODES
ACTION
WORKDAY
Merit Increase
MER
Add or Adjust Plan > Merit
Market Adjustment or Retention Increase
MKT
Add or Adjust Plan> Market Adjustment or Retention Increase
Minimum Wage Adjustment
MIN
Regulatory Adjustment > Minimum Wage/Salary Increase
Collective Bargaining Agreement
CBA
Contractual Increase> Collective Bargaining Agreement
ASP
Automatic Step Progression – Restricted Use > Automatic Step
Progression – Restricted Use
Contractual Increase
CON
Contractual Increase > Staff Employment Contract
Allowance
ALL
Add or Adjust Plan > Add Plan
Automatic Step Progression (DPS only)
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KBC
2016 Annual Pay Increase Process Guidelines
USC Human Resources
Version 1.2, 3/8/2016

Avoiding Duplicate Entries – increases for any worker should be entered either in KBC or Workday, but
not both. Close dialog between HR Partners and SBOs will help prevent duplicate entries. If a KBC entry is
determined to be incorrect after the KBC close date, then the transaction must be canceled and reinitiated in Workday. This process is detailed later in this document.

Responsibility for Accurate Results – The KBC and Workday teams will provide limited data auditing
based on anomalies that are detectable and extraordinary. However, it remains the full responsibility of
each school/department to audit the final results in Workday according to schedule and insure employees
are paid correctly.

Workday approval routing has changed – please note the workflow changes which are documented in
detail in the section “Steps and Schedule.”

Requirement for Manager Comments - Managers are required to enter comments in Workday to fully
justify extraordinary increases (defined as anything over 5%). Comments should provide approvers later
in the chain rationale for why such a large increase is warranted. For market adjustments the
Compensation Partner will be the first to review the request so they will document the most important
rationale in the comment section (e.g. summary of the benchmarks). The manager should also include
additional relevant rationale for why performance would place the employee appropriately at that
benchmark percentile. Document attachments are discouraged – the business process comment fields
should provide everything approvers need to make a decision.
WHERE TO INITIATE TRANSACTIONS
EMPLOYEE TYPE
University Staff
KBC


Base Pay
Allowances
WORKDAY


Faculty – 12 month
Faculty – 9 month
Faculty – part time
Keck Medicine at USC – all employees
Student Workers



Core Pay
Allowances
Stipends
N/A
Budget Pool

Base pay and allowances not entered in KBC, or
requiring KBC correction
Bonuses
Core pay, allowances, stipends not entered in KBC, or
requiring KBC correction
All Transactions
Any changes to student rates should be initiated directly in
Workday.
PROCESS OVERVIEW






Request Compensation review for proposed market increases
Complete KBC entries
Review integration results in Workday Sandbox and request removal of errors from production load
Add bonuses and other missing entries in Workday
Complete Workday approvals
Validate results
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2016 Annual Pay Increase Process Guidelines
Version 1.2, 3/8/2016
PROCESS STEPS AND SCHEDULE
STEP
TASK
1.
Request Compensation review of proposed market increases (to insure
completed by approval date)
2.
KBC Data Entry and Validation
 Faculty increases (per contract)
 Staff merit and market increases
 KBC team audits
 Periodic test files sent to HRIS
SBOs
3/28/2016
5/18/2016
3.
Load KBC File to Workday Sandbox
HRIS
6/5/2016
6/5/2016
4.
HR Partner Validation in Sandbox

Process pushed to completion (no approvals)

Notify HRIS of any entries to remove from production load

Central HR audits KBC File

HRIS corrects cost allocation end dates not matching pay period end dates
HR Partners
Central HR
HRIS
6/6/2016
6/10/2015
5.
Workday Production Load
HRIS
6/12/2016
6/12/2016
6.
Staff Merit Workday Approvals

5% and under
o Manager only (final approval; optionally provide summary of
rationale for level of increase in comments section)

Over 5%
o Manager (must provide summary of rationale for extraordinary
increase in comments section)
o Manager’s Manager (may provide any additional insight
regarding support for the extraordinary increase in comments
section)
o Dean/VP (indicate support for extraordinary increase in
comments section)
o Senior VP (final approval)
Comp Partners
Managers
Manager’s Manager
Compensation
Partner
Dean/VP
Senior VP
6/13/2016
UBW
6/24/2016
Staff Market Adjustment Workday Approvals

5% and under
o Compensation Partner (to provide summary of market
benchmark analysis in comment section)
o Manager only (final approval; optionally provide additional
rationale for level of market adjustment increase in comments
section)

Over 5% and up to 10%
o Compensation Partner (to provide summary of market
benchmark analysis in comment section)
o Manager (optionally provide additional rationale for level of
market adjustment increase in comments section)
o Manager’s Manager (optionally provide additional rationale for
level of market adjustment increase in comments section)
o Dean/VP (final approval)

Over 10%
o Compensation Partner (to provide summary of market
benchmark analysis in comment section)
5
RESPONSIBLE
HR Partner
START
END
Target requests by 4/15;
later is acceptable. Must
complete prior to Comp
approval in Workday.
Monthly
7/8/2016
HBW
N/A - EIB
USC Human Resources
2016 Annual Pay Increase Process Guidelines
STEP
TASK
o
o
o
o
7.
8.
Version 1.2, 3/8/2016
RESPONSIBLE
START
END
Manager
Manager’s Manager
Dean/VP
Senior VP
6/13/2016
UBW
6/24/2016
Central HR
6/13/2016
Manager (optionally provide additional rationale for level of
market adjustment increase in comments section)
Manager’s Manager (optionally provide additional rationale for
level of market adjustment increase in comments section)
Dean/VP (optionally provide additional rationale for level of
market adjustment increase in comments section)
Senior VP (final approval)
Staff Bonuses

Entered directly into Workday (One-Time Payments)

Approvals
o Manager
o Manager’s Manager
o Dean/VP (new)
o Senior VP if > $1,000
Central HR Approval Monitoring and Support

Audits (detailed below)

Monitor Approvals
Monthly
7/8/2016
UBW
6/24/2016
Monthly
7/8/2016
HBW
N/A - EIB
9.
Departmental Production Audits – Faculty and Staff
Schools/Divisions
6/13/2016
UBW
6/24/2016
Monthly
7/8/2016
DATE GUIDELINES
COMP PLAN DATES
COMP PLAN 1
START
END
Faculty Spreading Pay (e.g. 9+ contracts and AWP/DPP 9/12)
7/1/2016
6/30/2017
Faculty – 4.5 month contracts.
Plan dates to match contract dates.
8/16/2016
12/31/2016
Match Contract
Match Contract
Exempt Staff
7/1/2016
6/30/2017
Non-Exempt Staff
6/30/2016
6/28/2017
Hospitals - All Biweekly Employees
6/26/2016
6/24/2017
Faculty – all other – comp plan dates to match contract dates and
cannot spread longer than contracted.
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COMP PLAN 2
START
END
1/1/2017
5/15/2017
USC Human Resources
2016 Annual Pay Increase Process Guidelines
Version 1.2, 3/8/2016
COST ALLOCATION DATES
TYPE
START
END
Exempt Staff (match comp plan dates)
7/1/2016
6/30/2017
Non-Exempt Staff
6/30/2016
6/28/2017
Faculty – 12 month DPP academically enabled comp plans,
should match the DPP dates
7/1/2016
6/30/2017
Faculty – 9 month DPP academic enabled comp plans, should
match the DPP dates
8/16/2016
5/15/2017
KBC: 8/16/2016 or
start of work
assignment
KBC: 5/15/2017 or
end of work
assignment
6/26/2016
6/24/2017
Faculty, all other comp plans, match the comp plan start dates,
the ending date equals last pay period. In Workday, the ending
date equals last pay period. In KBC the cost allocation should
end the same date as the comp plan.
Hospitals – All Biweekly Employees
COMMENT
End date will be modified by HRIS in
Workday load to 5/31/2017
Includes work assignments and stipends.
End date to be modified in Workday load
from KBC to 5/31/2017
KBC G UIDELINES - F ACULTY
CORE PAY AND ACADEMICALLY ENABLED PAY COMP PLANS
Comp Plan Rates
KBC has a separate field with the comp plan rate that will be entered ONLY for faculty academically enabled comp
plans, which are Core Pay, Core Sabbatical Pay, and Core Pay Part-Time.
Definition:
The comp plan rate for academically enabled pay plans is the monthly rate based on the faculty contract,
and it appears in Workday under the compensation plan information. Note that Workday has only one
rate of pay field, whereas KBC uses two different fields (the comp plan rate and the pay rate), in order to
compile both the compensation plan data and the cost allocation data to go into Workday.
In KBC the comp plan rate may differ from the pay rate if the disbursement plan period (DPP) is different from the
annual work period (AWP).
Key Point: To calculate the correct comp plan rate for these plans, divide the annual contracted core pay by the
AWP.
Example: A nine-month faculty contract has an AWP of 9, so the annual core pay per the contract is
divided by nine to get the correct monthly comp plan rate.
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Comp Plan Start and End Dates
Full time faculty who have continuing contracts and teach both fall and spring semesters
If the current comp plan ends 6/30/16, the new comp plan should start 7/1/16 and end 6/30/17. This would
apply to 9/12 faculty who are not on leave in the summer.
Continuing faculty who go on leave in the summer
Faculty who are 9/9 and do not have an active summer comp plan for teaching or research will most likely go on
leave during the summer. If their current comp plan ends 5/15/16 then their new comp plan would start 8/16/16
and end 5/15/17. Employees on leave are not actively associated with their position in KBC and therefore cannot
have their merit increases or cost allocations entered in KBC. Funds must be budgeted in a vacant position or
compensation pool in KBC that will not load to Workday. These employees must be updated directly in Workday
at the appropriate time for employees returning from leave.
Sabbaticals
Sabbatical comp plans are academically enabled and can therefore match the same comp plan start and end dates
as the regular core pay. The trick in entering the sabbatical comp plan in KBC is to correctly enter the core and
sabbatical comp plan rates that match the contract. You must match the contracted total and comp rate for the
sabbatical for the correct period since it must match to the approved amount and allowed time.
Example: Fall semester only, (half-pay) mini sabbatical, 9/12 AWP/DPP.
Comp plan dates:
 Fall semester: 7/1/16-12/31/16, comp plan rate for sabbatical (half-pay).
 Spring semester: 1/1/17-6/30/17, core pay regular comp plan rate.
 Both comp plan rates are based on the contract 9-month rate, but the DPP will spread the pay
for each semester over 6 months, totaling 12 months.
Be sure to enter the correct comp plan rate for each semester. The comp plan rate for the sabbatical in
this example would be one-half of the monthly comp plan rate, and the monthly comp plan rate is always
calculated based on the AWP (see next section for cost allocation examples).
Returning faculty who are currently on leave
Employees on leave are not actively associated with their position in KBC and cannot be updated in KBC. You
must include any funds that need to be budgeted for these positions in a pooled position in KBC. Once they
return from leave you must update their comp plan in Workday directly.
Part-time faculty, fall or spring semester, or both
Most part-time faculty are pooled in KBC and not entered individually because schools usually do not set them up
until fall due to changing schedules. These will be updated directly in Workday when appropriate. Part-time
faculty who may be continuing a current appointment and will not be on leave in the summer may be set up in
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KBC if known. Their contract dates should match the start and end dates for their comp plans, or the semester
start and end dates that apply.
Example: One semester, 4.5 month contract.
 Comp plan 8/16/16-12/31/16 for fall, or 1/1/17-5/15/17 for spring.
OTHER FACULTY COMP PLANS
Comp Plan Rates
For comp plans that are not academically enabled a separate comp plan rate is not entered in KBC. Instead, the
comp plan rate for Workday comes from the pay rate entered in KBC. The monthly pay rate will be the same as
the monthly comp plan rate because these plans pay as earned and are not spread out over a longer period than
what is contracted. However, since KBC splits the pay rate for multiple cost allocation accounts, it is very
important that the sum of all the pay rates entered for the cost allocations must total to the correct monthly rate
that will go into Workday, which means you must enter ALL cost allocation lines for any particular comp plan.
(Use special KBC payroll clearing accounts when needed.) If you enter only part of the monthly pay in KBC the pay
that translates to Workday as the comp plan rate will be incorrect and result in a decrease of pay.
Comp Plan Dates
Sponsored Research Comp Plans
Sponsored research comp plans should match the semester dates. Enter dates of 8/16/16-5/15/17 for the full
year, and the semester dates for half years, 8/16/16-12/31/16 for fall, or 1/1/17-5/15/17 for spring.
Summer Teaching or Summer Research Comp Plans
Summer teaching or summer research comp plans should be set up directly for faculty in Workday if they start in
May or June 2016 before the new fiscal year begins. The funds should be pooled in KBC to properly allocate
budget in KBC to FY17, where needed, for summer 2016 comp plans. Summer 2017 comp plans can be entered, if
known and part of the contract for continuing faculty not on leave. Otherwise, they should be included in pooled
positions, if needed, for the part to be budgeted for FY17 only.
Stipends and Teaching Overloads
Stipends must match the contracted period because they are paid when earned. Stipend comp plans should have
start and end dates that match the contracted period, i.e. the start and end of the semester, summer session, or
fiscal year, whichever matches the contract and type of stipend.
Teaching overloads should have comp plan start and end dates that match the applicable semester or summer
session.
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Please note that stipends and teaching overloads may have different comp plans based on semester or session
and therefore must be entered separately if the stipend or overload is to continue over more than one academic
session. Refer to the faculty contract to determine the type of comp plan.
Allowances
One-time allowances are not paid as a comp plan, and are therefore not entered as a comp plan in KBC. They can
be added to pooled positions as needed.
Monthly allowances, such as mobile phone allowances, can be entered in KBC if known, matching the employee’s
pay periods, either monthly or biweekly, as appropriate to the type of allowance. Be sure to calculate the total
and pay rate correctly when splitting it into pay periods and select the correct earn type code in KBC since there
are some that share the same comp plan but have different earn codes in KBC.
FACULTY COST ALLOCATIONS
Key Point: KBC pay rates and comp plan rates will be different for academically enabled comp plans where
AWP is different from DPP. (See examples following.)
Academically Enabled Pay – Pay Rates
Costing allocations for academically-enabled comp plans are entered in KBC based on the DPP. That means a
faculty core pay plan that is based on an AWP of 9 and a DPP of 12 will have the costing allocation pay rate
entered as 1/12th of the annual pay. That is different from the way the comp plan rate is entered, as explained
previously.
Key Point: When splitting the costing allocation at the worker/position level, or at the worker/position/earning
level for Workday, you will need to split the monthly pay rate in order to have KBC calculate the correct pay
distribution percentage for Workday.
Example:






10
Faculty core pay comp plan for one year
AWP=9 and DPP=12
Annual contracted core pay/9 months=comp plan monthly rate
Annual contracted core pay/12 months=cost allocation monthly pay rate
Distribution percentage for worker/position in Workday is 50/50 split between two accounts for the
entire year, so each line should show 50% for the distribution percent in KBC.
Enter the two cost allocation pay lines in KBC, with the different accounts, entering ½ the pay rate in
each, with the same cost allocation start and end dates for each line. The pay rate for both lines
added together should equal 1/12th of the annual core pay. The annual pay as budgeted for this
position should equal the total contracted annual core pay, and it should be the same as the annual
pay for the comp plan.
2016 Annual Pay Increase Process Guidelines
USC Human Resources
Version 1.2, 3/8/2016
Other Pay
For any comp plans that are not academically enabled, the costing allocation pay rate should be the same as the
comp plan rate. However, it will need to be reduced to the appropriate percentage of the monthly or biweekly
pay rate whenever there is a split cost allocation for the same comp plan.
The same start and end dates will apply to the costing allocation pay lines in KBC as to the comp plan start and
end dates, because KBC will apply the worker/position/earning costing allocation for Workday for any pay plans
that are not academically enabled.
KBC will also add together any pay rates for split allocations to make up the comp plan rate for these plans.
Because these comp plans cannot be spread out, but are paid as earned, they must follow the contracted pay
periods.
Dates are VERY IMPORTANT when entering the cost allocation for these other pay comp plans (not academically
enabled).
Example:


Sponsored research comp plan for 9/12 faculty is paid only over 9 months, as contracted, or paid as
earned.
The academic time period during which the pay is earned is 8/16/16 - 5/15/17, or 9 months. This is
what is entered in KBC for BOTH the comp plan start and end dates AND the cost allocation start and
end dates if the cost allocation is applied for the entire year, in order for KBC to calculate the correct 9
months of pay for budgeting.
A Note About Workday Pay Periods
In contrast to budgeting in KBC, Workday needs the costing allocations in place for the entire applicable pay
periods that cover the comp plan dates, or 8/1/16-5/31/17 for the example above. Since using the actual pay
periods in KBC would apply 10 months of pay to the budget instead of 9 months of pay for this example, we must
use the mid-month dates to correctly allocate budget in KBC. When Workday converts the data from KBC after
KBC is completed, it will adjust the start and/or end dates to correctly match the pay periods, but will not change
the pay rate. Please follow the KBC date guidelines for your entries. KBC will not collect a separate comp plan
rate for these plans as we do for the academically enabled plans, so the correct pay rate and the correct dates will
help ensure that the data is correctly converted for Workday.
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KBC G UIDELINES - S TAFF
EXEMPT STAFF BASE PAY

Comp Plan Rate – The KBC comp plan rate is not entered in KBC. The comp plan rate for Workday will
come from the sum of the pay rates in KBC. Enter only the pay rates in KBC.

Pay Rate – enter the monthly rate for base pay, which should be the annual base pay divided by 12 for
exempt staff who are full time and working the full year. The monthly pay rate should be the same as
would be entered in Workday as the monthly comp plan rate.

Split Pay Rate – When splitting the costing allocation at the worker/position level, or at the
worker/position/earning level for Workday, split the monthly pay rate in order to have KBC calculate the
correct pay distribution percentage for Workday. The sum of the monthly pay rates for the same pay
period and the same comp plan must add up to the monthly comp plan rate as it should appear in
Workday.

Comp Plan Start and End Dates – The start and end dates should be the start and end dates for the fiscal
year for continuing exempt staff, or 7/1/16 - 6/30/17.

Cost allocation start and end dates – The cost allocation start and end dates are the same as the comp
plan start and end dates for worker/position cost allocations that will continue the same for the full fiscal
year.

Comp plan and cost allocation are combined in each pay line in KBC – In KBC you are entering each pay
line with BOTH the comp plan start and end dates AND the cost allocation start and end dates. If you start
the comp plan on 7/1 and end it on 6/30, then you must start the cost allocation on 7/1 and end it on
6/30. You may need to adjust these dates if you are changing the distribution percent and the accounts in
the middle of the comp plan period, but always follow the start and end of the month to correspond with
the monthly pay periods.

Multiple comp plans for exempt staff – If you are entering more than one comp plan for an exempt staff,
be sure to handle each comp plan with its distributions as a group. Each pay rate for each comp plan and
its corresponding cost allocations should add up to what will appear in Workday as the comp plan rate.
NON-EXEMPT STAFF BASE PAY

Start and End Dates – Must correspond to the start and end dates of the biweekly pay periods. They will
be the same for cost allocation and comp plan in most cases.

Continuing Staff - enter 6/30/16 as the start date and 6/28/17 as the end date for the full year.

Pay Rate – Enter the HOURLY pay rate in the pay rate field for each comp plan. This should be the same
as the comp plan rate that would appear in Workday for that comp plan.
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USC Human Resources
Version 1.2, 3/8/2016
Split Pay Rate – Split the pay rate whenever you are distributing the same comp plan over more than one
account. When you add the hourly rates for each line for the same comp plan and same pay period they
should add up to the comp plan hourly rate.
NON-EXEMPT STAFF – OTHER COMP PLANS
If you are paying an allowance, such as a mobile allowance, you may need to modify the rate from hourly to
biweekly and make sure that it adds up to the correct total for each pay period.
W ORKDAY G UIDELINES

Manager Comments – managers are expected to provide meaningful rationales when approving merit
increases greater than 5%. These should have sufficient detail to communicate to subsequent approvers
the reason an extraordinary increase is being granted. These should be entered as comments in the
Workday business process as opposed to document attachments. Please see the “General Guidelines”
section for additional discussion of this topic.

Workday Sandbox Review – HR partners (or their delegates) are expected to review all increases in the
Workday Sandbox (test area) that were interfaced from KBC. Note this is a change this year – previously
SBOs were asked to perform this task. This avoids asking SBOs to review these transactions twice,
provides better segregation of duties, and asks those most familiar with Workday transactions to
complete the audit. Suggests are provided below for reports available to support this review.

Workday Production Review – Managers and other approvers should review each increase carefully to
verify it’s as expected. Departments should execute their own validation procedures to insure all entries
are correct and employees will be paid correctly starting with the pay period the increase takes effect.
Faculty increases originating from KBC do not require Workday approvals – therefore schools must
perform detailed audits to insure increases and pay results are correct.

Missing Entries – increases not entered in KBC for any reason will need to be initiated directly in Workday
and will follow the normal approval process. In no case will HRIS add entries to the KBC interface file.

Errors Discovered in Workday Sandbox – If increases that interfaced from KBC are determined to be
incorrect prior to the Workday production load then the HR Partner may request removal from the
interface file. The correct entry may then be initiated in Workday. In no case will HRIS correct (as
opposed to remove) entries in the interface file.

Errors Discovered in Workday Production - If an incorrect transaction that originated in KBC is identified
in Workday, the approver should deny the transaction and it should be reinitiated directly in Workday. In
no case should the “send back” option be used to route to the initiator for a transaction originating in
KBC. Using the “send back” option would route the transaction back to the HRIS resource that performed
the interface and would not be in a position to correct the entry.
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Specialized Workday Loads – HRIS may perform mass loads from an Excel spreadsheet under certain
circumstances. This includes high volume transactions not originating in KBC. This should be requested as
early as possible (not later than one week prior to the anticipated load date). Spreadsheets follow a predefined format and all required data must be included. The requestor (or delegate) will be expected to
approve a test load in the Workday Sandbox. Standard Workday approvals will be required. These
requests will require appropriate written approvals and verification that the source spreadsheet and
Sandbox load have been thoroughly reviewed. Confirmation reviews and audits of the production load
must be performed.
A UDITING G UIDELINES




KBC – the Office of Budgeting and Planning reviews entries for the following known issues:
o Check rates for faculty to insure correct monthly rate is being used for the number of months.
o Check sabbaticals to make sure they are set up as approved by the Provost’s Office.
o Compare FSMS core pay to the allocated amount in KBC.
o Compare current Workday base/core rates to KBC rates looking for decreases or unusually high
increases.
o Look for duplicate entries in KBC under different positions.
KBC Interface File to Workday - Central HR will audit the KBC interface file and Workday production for
the following exceptions. Note that entries requiring correction at this point will need to be removed
from the file and re-entered directly in Workday.
o Not meeting minimum wage
o Decreases
o Compensation plan assignments – inappropriate or missing
o Double entries
o Extraordinary increases
o Active employees not receiving increases
Workday Sandbox – HR Partners (or their delegates) should plan to review the Workday load in the test
environment prior to the production load. The following report(s) are available to review data in
Workday Sandbox:
o HCM Data Validation – Lists current comp plan assignments
o HCM Data Validation – Future Comp Plans - Returns workers and their comp plans in effect as of
a specified date
o HCM Data Validation – Future Comp Plans Missing – Returns workers with missing comp plans as
of a specified date
Workday Production - HR Partners (or their delegates) are expected to monitor Workday production after
the KBC load to insure 1) approvals are being completed according to schedule, and 2) employee pay will
be correct by the first effective pay period. The following reports are available to support this effort:
o Business Process Transactions of Type Awaiting Action – Returns transactions for a specified
business process that are in progress and indicates where the transaction is sitting
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2016 Annual Pay Increase Process Guidelines
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USC Human Resources
Version 1.2, 3/8/2016
HCM Data Validation – Future Comp Plans - Returns workers and their comp plans in effect as of
a specified date
HCM Data Validation – Future Comp Plans Missing – Returns workers with missing comp plans as
of a specified date