Step 5 Calculate Follow

Topics Covered
Rewards Configuration

Target Users
   Reward Calculation Mission Admin
   Reward Calculation Operator

Required Permissions
HR Roles

Calculate

1. Run Calculations:  From the left menu, click on Calculations.

2. Select the Calculate button to run the calculations.

Warning messages, denoted by may appear for some employees. These warning messages will not cause errors with the calculations but are designed to indicate that further action may be needed. Two common reasons for warning messages are:  The OPS salary information was not available for the employee, and the employee is in a small pool. Calculations are run based on the salary provided in the CGFS file. If there is a difference with the OPS salary, it may mean an employee was promoted after the rating period and their salary will need to be adjusted in RCA (see 4. Adjust Base Salary). If the employee is in a small pool and the pool supervisor has the option to request the Small Pool Exception Rule, see 6. Small Pool Exception Rule for details. 

You can remove the OPS Warnings if you need to filter your view by clicking on the Warnings toggle.

Then click on the OPS Warnings toggle to remove the employees with only the OPS Warning in their profile. If an employee has this warning plus additional warnings, the OPS Warning will remain.

3. Provide Input for Consecutive Hour Conditions:  If a condition was defined in your Rewards Configuration requires consecutive time (the Is Consecutive flag was checked when the condition was defined), you will need to provide input to the calculations. This is because T&A is reported by pay period and not by date, so RCA will not know if T&A is consecutive. If input is required, the employee will be denoted with the   icon. 
   Expand the employee information by selecting the Arrow icon to the left of their name. Then, scroll to the options area in the employee’s calculation results. Click on Provide Input.

Enter the number of consecutive hours and Save. The calculations will be updated based on the provided information. RCA will not calculate the rewards for this employee or any employee in the same pool until the requisite input is provided.

4. Review the Calculation Information: First, focus on the Total Eligible Hours column. Verify anyone under 100% (i.e. 2080 hours) should in fact have less than 100%. Then, expand calculations to review calculation details for selected employees. It is recommended that special circumstances (i.e. defined conditions are met or new employees) are reviewed.

Upon expanding conditions, the following general sections may appear based on the employee details: 

5. Adjust Base Salary:  If the employee’s salary was changed after the end of the rating cycle (for example, the employee was promoted), the salary that the reward is applied to will need to be adjusted to the current salary. The reward will correctly be calculated based on the salary at the end of the rating period. The base salary can only be adjusted up until (Calculation Approvals) is started.

   Expand the employee information by selecting the Arrow icon. Then, scroll to the bottom of the calculation details and select Adjust Base Salary.

   

Enter the new salary, new grade, and pay plan for the employee and select Save. RCA will apply the reward to the new salary. RCA will use the new salary plan and grade to retrieve the correct max salary for the employee. If the employee reaches the new max, the reward will be paid as a lump sum. Otherwise, it will be added to the base salary.

6. Update Mass Salaries: If your Mission has a salary increase which is applicable to all LE Staff, select Adjust Base Salaries to mass update the salaries for everyone.

Step 1: Wage increases are processed in OPS. This can happen in line with the RCA process, but wage increases must be processed before the calculations are sent to pool approvers.

Step 2: The salary scale is updated in the Mission Profile in RCA. Select the Salary Plans tab, edit the salary scale, and update the Min and Max values.

Step 3: Run the calculations. On the calculations screen, a new button Adjust Base Salaries will pull the salaries received from OPS into RCA.

You will need to Click Yes in the popup window to confirm your actions.

The reward will be calculated based on the salary at the end of the performance plan, which comes from the CGFS-provided MBC Report. The reward will then be applied to the latest salary retrieved from OPS in step 3 or provided as a lump sum if the max value for the grade and pay plan is reached. The HR admin will be able to view the adjusted base salary when expanding the calculations.

7. Optional Lump Sum Adjustment:  If your Mission provides the lump sum option and the Mission Profile has the Optional Lump Sum flag checked, this option will be available for all employees that have not reached the max salary for their grade. Lump sums can be added after the approval process and up until submission to OPS.

   If an employee exercises the lump sum option, expand the employee information by selecting the Arrow icon. Then, scroll to the bottom of the calculation details and select Add Lump Sum Option.

 A lump sum amount must be entered and then Saved.

8. Small Pool Exception Rule:  Based on an approved request, HR runs a simulation for an employee in a small pool (3 or less employees) to determine their reward in comparison with a larger pool of employees. Refer to the MBC policy for further policy guidance on the small pool exception rule. The SPER process is a two-step process in RCA.

   a. Run the SPER Simulation: First, select the employee you would like to include in the SPER and click the Arrow icon next to their name to expand their calculations. Click Show SPER Simulation, just below the Input Buttons.

Next, select the pool to which they will be temporarily assigned using the dropdown menu.

 Click Calculate SPER to view the calculations.

You will need to find your employee with the updated pool calculations by scrolling down. Note: This SPER simulation has no effect on the calculations and rewards of the actual members of the temporary pool that are available from the Calculations tab.

Review the calculation details and review the new reward information (this can be either a positive or negative difference than the current reward in the small pool).

b. Apply the SPER reward adjustment: Scroll up and click Add SPER Correction in the employee’s profile.

Enter the difference between the current reward and the SPER simulated reward. If it is a negative difference, include a minus sign before the number as shown below and select save. For a positive difference, include the number only.  The SPER correction can be applied until the pool supervisor approves the calculations for the small pool. 

9.  Proceed:  When calculations are complete, select the Proceed button to continue to Approvals.

When you Proceed, you will notice the confirmation message in the upper right corner. This will lock the Calculations. 

If you need to rerun the calculations, you will first need to click on the Calculate status on the top of the page or Calculate from the left menu. Then click Unlock.

 At any time, you may click Download Calculations to save a copy of the calculations.

If you need to make corrections or adjustments in the CGFS Import, EPR Import, Verify & Correct of in the Rewards Configuration, you will need to Clear Calculations. You may first want to download a copy of the calculations before you clear.

For additional help, please contact DT at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
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