Entering a Promotion

Purpose: Use this document as a reference to enter a promotion or merit increase to an employee's job record in ctcLink.

Audience:  HR Administrators and HR Specialists.

You must have at least one of these local college managed security roles:

  • ZC HR Employee Maintenance
  • ZD HR Central Config VW
  • ZD HR Admin View Job Data
  • ZD Benefits Employee Data Inq
  • ZD HR Employee Maintenance VW
  • ZD HR Limited Person Job Info
  • ZZ HR Employee Maintenance
  • ZZ SS Workforce Administrator
  • ZZ FWL HCM Pay Process

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Enter a Promotion

Navigation:  Workforce Administration > Job Information > Job Data 

  1. The Job Data search page displays.
  2. Enter the Empl ID.
  3. Select the Search button.
  4. Search Results display. Select the applicable row.
  5. The Job Data page displays for the selected result.
  6. From the Work Location tab, add a new row to record the promotion information. Select the [+] button to add a new row.
  7. Enter the Effective Date.  The Effective Date field defines the date on which the promotion becomes effective.  It defaults to the current system date, but can be modified if needed.  
  8. Select Promotion from the Action drop-down menu.
  9. Selecting an action that changes an employee's data, you could be changing the employee's status.  The employee status is not user-selected; rather, it is derived (or set) based on a selected action.  This is important because a change in an employee status can effect both benefits and payroll processing.
  10. Select the Reason from the drop-down menu.
  11. The action tells the ctcLink system what to do; the reason describes why it should be done.

For reporting purposes, it is important to accurately select the appropriate reason code.  If a user designates the Action of Pay Rate Change, for example, the user will want to be able to run reports that distinguish for different reasons.  An across-the-board pay rate change is different than a promotional pay rate change.

  1. Select the Salary Plan tab.  
  2. The Salary Plan page displays.
  3. Note the following:
    • If the employee is on a Salary Admin Plan that requires a Grade and Step, follow steps 15-18.  Then skip to step 24.
    • If the employee is on a Salary Admin Plan that does not require a Grade and Step, skip steps 14-18 and follows steps 19-23.
  4. Select the new Salary Admin Plan, if applicable. If no change, leave as is.
  5. Select the new Grade, if applicable. If no change, leave as is.
  6. Enter or select the new Step.
  7. NOTE:  The Grade Entry Date and Step Entry Date will auto-fill to today's date when changed.
  8. Select the Compensation tab.
  9. The Compensation page displays.  Use the compensation page to specify the new compensation rate code.
  10. Use the Default Pay Components button to execute rate code defaults based on the field values you specified on the previous page.
  11. Enter the annual rate in the Comp Rate field (the Comp Rate field specifies the compensation rate).
  12. Select the Calculate Compensation button.  Use the Calculate Compensation to recalculate the employee's compensation without executing any rate code defaults or replacing any default values.
  13. Select the Save button.

Process complete.


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