Salary Setting

ZH230 is used to set salary rates for exempt, non-exempt, and faculty employees in
a selected salary year; view salaries and rates; and run reports during the year.

On the main SAP R/3 screen:

1. Type ZH230 in the command field and click on the Enter button or press Enter
to go to the initial Salary Setting screen.

7. Optional: Dynamic Selections

6. Optional: All Personnel Subareas

8. Execute 2. Salary Year

3. Organizational unit

4. Personnel Area

5. Personnel Subarea(s)

2. REQUIRED: the correct Salary Year should default.

3. REQUIRED: Enter the eight-digit Organization Unit number in the Organization
field OR search for an Organization Unit number as follows:
• Click in the Organization field and click on the Drop Down button.

• If the Restrict Value Range box displays with tabs (see above), click on the T:
Structure Search tab (this tab will default in the future).
• In the Choose Organizational Unit window, find your organization unit(s) by
clicking on the “twistee” icons - the organizations for which you can set
salaries are governed by your payroll security access.
• If no Organizations are displayed the first time you use salary setting, click on
the Unrelated Objects button (shouldn’t have to do this again).
• To select, click once on the Organization unit number and click on the
Continue button.

Revised: 5/6/2008 12:14 PM -1- May 2008

 Salary Setting
4. REQUIRED: Enter a Personnel Area (1000=University; 1100 = School of
Medicine, 2100=Duke Hospital, 2200=PDC, 2400=DUAP, 2700=PRMO, etc.).

5. REQUIRED: Enter at least one Personnel Subarea (PSA) in the field OR use
other options outlined in the next steps to choose several PSAs.

Note: If using the Drop Down button to choose the Personnel Subarea,
the Subareas will vary by Personnel Area.

6. OPTIONAL: To easily choose all Personnel Subareas (after one PSA is entered
in the field), click on the All PSAs button - the button will change to Remove PSAs.

7. OPTIONAL: To enter more than one Personnel Subarea (versus all), use the
Dynamic Selections button as follows:

• Enter the additional Personnel Subareas in the selection box (see above).
• If you use the Dropdown button to view and select each Personnel Subarea
(instead of typing in the PSAs), be sure to click Enter after each entry.
• To delete any Personnel Subareas (if you selected all), click in the gray box
to highlight the PSA to be deleted and click on the Delete button.
• Click on the Enter button at the bottom of the box or hit Enter.
Note: When multiple PSAs are entered, the Personnel Subarea field is
gray, indicating that there are other selections that are not displayed.

8. Click on the Execute button to go to the Salary Setting screen.

Revised: 5/6/2008 12:14 PM -2- May 2008

 Salary Setting
On the Salary Setting screen:

9.

Upper Left
9. Selection criteria and other information as follows:
• Salary Year = Salary Year, Company Code, and Salary Year date ranges
• Organizational Unit = 8 digit (HR/PR) Organization unit number and name
• BFR Code = financial 10 digit Org. Unit / Budget Financial Responsibility Code
• Personnel Area = Personal Area chosen and name
• Personnel Subarea = List of Personnel Subareas selected – see note below.
• Approval Status = Level of current approval as follows:
1=first level; 2=second level; 3=Management Center; 4=Budget Office

Note: If several Personnel Subareas (PSAs) were selected, only the first
few PSAs are displayed. To view all the PSAs selected, click on the
field line with the partial listing of Personnel Subareas and use the
arrow keys to scroll.

If any area is not correct, click on the Back button to modify the
selection criteria.

Revised: 5/6/2008 12:14 PM -3- May 2008

 Salary Setting

10.

Upper Right
10. Salary totals as follows:
• Total New Annual Salary = Running total for dollars in New Annual column.
• Total Current Annual Salary = Total of Current annual column.
• Total Change Annual Salary = New Annual total less Current annual total.
• Total Percentage Change = Total % of change between current and new.
• Pool = Pool % for the current salary year and PSA(s) selected (see note below).
• Total Salary Pool Amount = Total change in salary pool amount per Pool %.
• Pool Variance = Indicates if you are over or under your pool allotment and
changes as you enter salaries (see note below).

Note: If you selected multiple Personnel Subareas, the pool will be a

weighted percentage and will impact the Pool Variance as well.

Revised: 5/6/2008 12:14 PM -4- May 2008

 Salary Setting

11.

Note The ZH230 salary setting tool is integrated on a real time basis with
SAP’s HR-Payroll module and iForms. The tool represents the
most current set of employees for the selected Organization and
Personnel Subarea(s). The set of employees displayed reflects new
hires, terminations, and transfers as these actions are entered into
SAP and iForms.
Bottom
11. Columns to view and input salary data for the employees chosen as follows:
Note: Use the scroll bar to view all columns. The input columns are
shown in white and can be used as desired to set salaries.

• PersNo – the Duke Unique ID (DUID) for each employee.

• Name – the employee name as it is in the HR-Payroll system.
• Performance rating – the input column for the performance ratings - required
for the Health System; optional for some Personnel Areas (if desired, click in
the field and use the Drop-down to select numbers for this field).
• New Annual (salary) – the input column used to enter a total annual salary
amount. Any salaries that are over the maximum or under the minimum will
display in red. Non-Exempt salaries equal the hourly rate X 2080 hours.
• New Rate – the input column used to enter either a new monthly or hourly rate
based on the employee’s payroll area.
• Change Annual (salary) – the input column used to enter a dollar amount.
• % Percent Change – the input column used to enter a percentage change.
• Current annual (Salary) – the employee’s current total annual salary.
• Current Rate – the monthly or hourly rate of pay.

Revised: 5/6/2008 12:14 PM -5- May 2008

 Salary Setting
• Relative Position % - indicates the percentage within the position salary range;
calculated as new salary – minimum salary / maximum salary – minimum salary.
• Relevant Experience (Rel. Expr) – used by the Health System to show
qualifications or years of relevant experience for the position.
• Text – indicates if a note is present.
• FTE – shows the percent FTE, based on the work schedule.
• Position Budget – contains the position budget entered in the BPS system.
• Job Code – four digit job code number – leading zeroes will be omitted.
• Job Title – title of the job.
• Job Family – two digit job family number.
• Job Level – level of the job.
• Min. Level – minimum hourly rate or annual amount for the job.
• Max. Level – maximum rate for the job (not all job codes have a minimum or a
maximum).
• Target Rate – the market pay rate for the job – not currently in use at Duke.
• Compa Ratio – the ratio of the incumbent’s salary to the range midpoint.
• Position – SAP R/3 position number. All employees occupy a position.
• Position Effective Date – date the employee occupied the position.
• Continuous Service Date – date of the person’s most recent hire at Duke.
• Rate Effective Date – date the current salary rate became effective.
• Status – current approval status (1-4) of FY 08 salaries.
• Org. Unit – SAP R/3 official number of the Organizational Unit.
• Org Reference – the BFR code associated with the Organizational Unit.
• Org Description – name of the Organizational Unit.
• PS text (Personnel Subarea text) – name of the Personnel Subarea.

Revised: 5/6/2008 12:14 PM -6- May 2008

 Salary Setting
To sort information:
12. Click on the desired column heading for the desired filled column (multiple columns
can be selected in order of desired sort –primary, secondary, etc.)
13. Once a column is selected (or columns are selected), click on one of the Sort
buttons as follows:

• SORT Up button = A to Z or numerically from lowest to highest

• SORT Down button = Z to A or numerically from highest to lowest.

Note: All of the other filled columns will sort following the order of the
column you choose.

14. If multiple columns are selected:

• In the resulting Salary Setting sort order box, adjust the sort order by changing
the order of the numbers in the boxes as desired.

• Click on the Enter button to complete the process and sort the columns.

15. When you have finished sorting, click again in the highlighted column heading(s) to
deselect the column or columns.

To move columns:
16. Click on the column heading, hold the mouse click, drag the column to the desired
place, and release the mouse click.

To change the width of the columns:

17. Place the cursor on one of the vertical column lines until the cursor symbol
becomes two black lines crossing, then move the line to close or open the column.

Revised: 5/6/2008 12:14 PM -7- May 2008

 Salary Setting
To see employee details:

18. Click on the Gray button to the left of the employee’s name and Personnel
Number (Duke Unique ID) to highlight and select the row.

19. Click on the Details button to see all the employee details in table format (see
example below).

20. Click on the Back button to get back to the main Salary Setting screen.

21. To select more than one or all employees for viewing:

• Follow the menu path: Edit Æ Select All (or click on each Gray button to
the left of the Personnel Number).

• With multiple employees selected, click on the Details button to view the
details for the first employee selected.

• Use the Page Down and Page Up buttons to scroll through the details
for the other employees selected.

22. If you selected all employees, click on EditÆDeselect All to remove the highlights.

Revised: 5/6/2008 12:14 PM -8- May 2008

 Salary Setting
To enter performance ratings:
23. Click in the Performance column for the employee desired.

24. Enter the rating in the field or use on the Drop Down button and select the
correct rating (0 – 3 ratings)

To choose one Personnel Subarea to set salaries if multiple Personnel

Subareas were selected:
Note: If multiple Personnel Subareas (PSAs) were selected, then the Pool
displayed is weighted for all PSAs. Using these steps help you to
view and work with one PSA so that your Pool calculation is accurate:

25. Click on the Subarea button.

26. On the resulting screen, click on the Gray button to the left of the Personnel
Subarea to highlight and select that PSA (e.g., EXEMPT, NONEXEMPT, etc.).

27. Click on the Details button.

28. Review the employees for the selected Personnel Subarea and enter salary data
per the methods outlined later in this Guide.

29. Remember to click on the Save button often and before exiting the screen.

30. To select another PSA, click on the Back button and click on the Gray
button to the left of that Subarea and repeat the above steps.

Revised: 5/6/2008 12:14 PM -9- May 2008

 Salary Setting
To set the salary rates per the various methods:
31. Select one of the five methods outlined in the next pages to input your new salary
rates for the upcoming fiscal year per your preference -
New Annual Amount, New Rate, Change Amount, % Change, and/or Fill.

32. Note the following tips and warnings regarding the salary setting tool:
• When you enter numbers in an input column, the other input columns
automatically adjust with updated calculations.
• There will not be an error message if the salary pool is exceeded, so pay
attention to the Pool calculations in the upper right of the screen.
• If an employee’s salary is below the minimum or above the maximum,
the amount will appear in red.
• If R/3 times out due to lack of system use, unsaved data will be lost, so
save the data often and at any time by clicking on the Save button.
• When re-entering numerical data, use Shift + End to erase previous
numbers as the entry of new data does not automatically erase existing
numbers.
• If a 0 rate is entered, the other fields (except Change Annual) will
automatically blank out.
• To reset or correct line entries, click on the Gray button to the left of
a line to highlight it and click on the Reset button on the toolbar.

• The Fill button allows you to populate a whole input column with a
value and is especially useful for the % Change, New Rate, or
Performance Rating columns.
• A salary amount must be entered, or the system will block a status
advance to the next level.

A. % Change
33. To make a certain percentage change to each employee, enter the percentages
in the % Change column

34. Click on the Enter button or press Enter on the keyboard to recalculate the
Pool and populate the New Annual, New Rate, and Change Annual columns.

Revised: 5/6/2008 12:14 PM - 10 - May 2008

 Salary Setting
B. Fill
35. To give the same percentage, rate, or performance rating to all employees in a
Personnel Subarea, click on the top heading of the appropriate column.

36. Click on the Fill button.

37. In the resulting Value Entry box, enter a Value in the yellow field (field varies
depending on the column selected – in this example, Enter Percent Change).

38. Click on the Continue button to recalculate your Pool and populate all the other
salary input columns.

C. New Annual:
39. To enter new annual salary amounts, enter the amounts in the New Annual
column and click on the Enter button.

40. Click on the Enter button or press Enter on the keyboard to recalculate the
Pool and populate the New Rate, Change Annual, and % Change columns.
Note: If a new annual amount is entered, the system automatically divides
the annual amount by 12 and rounds to the nearest penny to
determine the monthly or hourly amount. As a result, both the
percentage and salary amount numbers may change slightly from
what is entered.

D. New Rate:
41. To enter new rates, enter the new monthly or hourly pay rates in the New Rate
column and click on the Enter button. IMPORTANT: Use the same rate type
(hourly or monthly) that is in the Current Rate column.

42. Click on the Enter button or press Enter on the keyboard to recalculate the
Pool and populate the New Annual, Change Annual, and % Change columns.

Revised: 5/6/2008 12:14 PM - 11 - May 2008

 Salary Setting
E. Change Annual:
43. To add an incremental annual salary amount, enter the amount in the Change
Annual column and click on the Enter button.

44. Click on the Enter button or press Enter on the keyboard to recalculate the
Pool and populate the New Annual, New Rate, and % Change columns.

Downloading and Uploading Salaries:

Note: Users can download Salary Setting data from SAP to Excel, change
the data, and upload it into SAP again. However, each input
column that is changed in the Excel spreadsheet must be
uploaded individually back into SAP. This download and upload
feature is useful if other staff within an Organizational Unit are setting
certain salaries and should not see other salaries in that
Organizational Unit.

45. To download salary columns to Excel, click on the Download button.

46. In the resulting window, leave the Excel Table radio button selected (defaults) and
click on the Download button again.
47. Review the salary setting columns that are exported to the Excel spreadsheet,
which automatically opens per the above step.
48. Enter the new values in the appropriate columns as needed. DO NOT CHANGE
THE FORMAT OR ORDER OF THE COLUMNS.
49. Save the file as a Microsoft Excel workbook with .xls after the name.
50. To upload a spreadsheet, go into the Salary Setting tool (ZH230) and click on the
Upload button.

51. In the resulting window, enter the file path and name for uploading or select the
path location of the file by clicking on the Drop-Down button.

52. Click on the Continue button to proceed to the next screen.

Revised: 5/6/2008 12:14 PM - 12 - May 2008

 Salary Setting

53. In the resulting box, click on a radio button to select one column to upload with
the changes that have been input on the Excel spreadsheet (e.g., if the % Change
column was changed in the Excel spreadsheet, click on the radio button for
%Change which highlights Column F).
Note: MAKE CERTAIN THAT THE COLUMN YOU WANT TO UPLOAD IS
PROPERLY IDENTIFIED IN THIS BOX. Only one column at a
time can be uploaded back into the Salary Setting tool. If
changes are made to one column and a different column is selected
here, then the changes in the one column will not be uploaded.

54. .Click on the Continue button to return to the main Salary Setting screen and
review the data that has uploaded.

Revised: 5/6/2008 12:14 PM - 13 - May 2008

 Salary Setting
To add a note:

55. Click on the Gray button to highlight the line where you wish to add a note.

56. Click on the Text button (on toolbar at top of screen).

57. In the resulting screen, enter the note and click on the Save button (if you
decide not to write a note, click on the Back button to return to the screen).

58. Review the Display Text symbol that now appears in the Text column for the
line chosen and indicates a note has been added for that employee.

59. To display an existing note:

• Click on the Gray button to highlight the line with the Display Text
symbol in the Text column.
• Click on the Text button (on toolbar at top of screen).
• Review the note.
• Click on the Back button to exit.

Revised: 5/6/2008 12:14 PM - 14 - May 2008

 Salary Setting
To send to the next level for approvals:
Note: It is recommended that you run one or more of the reports (see
reporting section of Guide) to check your data before sending
salaries to the next level.

60. Be sure to click on the Save button before sending the salary setting to the
next level for approvals.

61. Click on the Approve to Next Level button.

62. Click on the Save button again after the approval to the next level is sent – this
must be done for the move to take effect.
63. Once the steps above are done, the fields that could be updated at the previous
level will be grayed out and changes can no longer be made (unless the data are
returned by the approver).
Note: Level 2 approval = the department; Level 3 approval = the
Management Center; and Level 4 approval = the Budget Office.
Approvals are determined by Organization Unit and Personnel
SubArea.

Note: Exempt and Non-Exempt salaries in Personnel Area 1100 (School of

Medicine) cannot be sent up to another level for approval until all
employees have a performance rating. An error message will result if
performance ratings are not entered and indicate the DUID and name
of employees who do not have a performance rating.

To return salary changes to a previous level:

64. Click on the Return to Previous Level button, which will

return the salary setting data and allow the previous level to make revisions.

Revised: 5/6/2008 12:14 PM - 15 - May 2008

 Salary Setting
To generate reports:
65. In the Salary Setting tool (ZH230), follow the menu path: Go To Reports.

66. In the resulting Salary Setting Reports screen, note there are two sections to
display the selection criteria and choose the type of report as outlined below:
• Fiscal Year Processing: This section is pre-populated with the data used to
enter salaries, which represents the selection criteria for the reports.
• Report Selection Area: This section provides a list of reports to choose for
analysis by radio button, including Edit Reports to check for problems with the
salaries already set using the tool.

67. Click on the radio button to choose the report desired as outlined below:
• Create Salary List Report – The Salary List report will display Personnel
SubAreas; the Duke Unique ID (Per No.), Name, Continuous Service Date, Job
Code, Title, Pay Scale (Level), Current and New Annual Rates, Change Annual
Amount, % Change, Performance Rating, Count, and Organization Information.
• Budget vs. Actual Report – Compares the position budget in BPS to the
actual salary set. Note: Not all positions have a budget in BPS. The Budget
vs. Actual report shows the Budget Rate and the new Salary Rates. The report
will show the Personnel SubAreas, Duke Unique IDs, Names, Job Codes,
Titles, Levels, Position numbers, Budget rates, New Salary rates, and
Differences.
Report Descriptions Continued on Next Page

Revised: 5/6/2008 12:14 PM - 16 - May 2008

 Salary Setting
• Salary Pool Analysis – .The Salary Pool Analysis report includes Pool data by
Personnel SubArea with the following columns: New Annual Salaries total,
Current Annual Salaries total, Change Amounts, Pool percents, % Pool
Changes, Pool Amounts, and % Pool Variances.
• Range Utilization Report – Shows the placement of the new salary in the range
(min/max) for the job. A salary equal to the max has a range utilization of 100%.
A salary equal to the midpoint has a range utilization of 50%. The Range
Utilization Report includes the Personnel SubAreas, Duke Unique IDs, Names,
Performance Ratings, Effective Dates of hire, Position codes, Job Titles, Levels,
Min. and Max rates, New Salary Rates, and Placement in Range.
• Monthly Employee Schedule Change – Enter a date selection range. Within
the date selection range entered, lists all monthly employees whose work
schedule has changed. The report includes Duke Unique ID, name,
organization, Personnel Subarea, schedule and FTE.

68. Click on the radio button to select an Edit Report and enter any data in
additional selection fields for some Edit Reports as outlined below:
Note: Edit Reports list employees and current/new salaries based on
selection criteria. Bargaining unit salaries are loaded at Level 3.
• Over Max: employees whose new rate is over the maximum for the job code.
• Under Min: employees whose new rate is under the minimum for the job code.
• No increase: all employees who did NOT receive a rate increase.
• Rate Decrease: all employees whose new rate is LESS than their current rate.
• New Hires: all employees hired since January 1 of the current year.
• Change > or = Percentage: Enter a percentage in the Change > or =
Percentage field to view all employees whose salary increase percentage is
greater than or equal to a percentage specified in the field.
• Change < or = Percentage: Enter a percentage in the Change < or =
Percentage field to view all employees whose salary increase percentage is
less than or equal to a percentage specified in the field.
• Compare July1/Salary Setting: (Date defaults in the additional field) useful to
compare what was entered in Salary Setting to what is official on July 1.

69. Once a report or Edit Report is selected via the radio button, click on the
Execute button to generate the report.

Revised: 5/6/2008 12:14 PM - 17 - May 2008

 Salary Setting
Once in a Salary Setting Report, use these options as desired:

Column width:
70. To set all the column widths at the optimal width at once, follow the menu path:
Settings Columns Optimize width.

Moving around within the report:

71. Use the Next Page (Page Down) and Previous Page (Page Up) buttons
or the First Page and Last Page buttons to move through the report.
72. If preferred, simply use the scroll bars (vertical and horizontal) to view the report.

Sorting:
73. To select a column as the sort criteria, click ONCE on the column heading
desired (only one column can be selected).

74. Click on either the Sort in ascending order button or the Sort in
descending order button to sort the column in the order preferred.

Note: The Ascending or Descending symbol is now

displayed in the column heading to indicate that column was
sorted in that order.

Employee Details:
75. To see employee details, click once anywhere on the line with the employee’s
name to select that line.

76. Click on the Details button to see all the selected employee’s details on the
resulting Detail: Display screen.

77. Click on the Back button or the Overview list button to return to the report.

Filtering:
78. To filter a report, click on at least one or more column headings to select the
columns to use as the filter criteria (e.g., Personnel Subarea to view only Exempt,
Non-Exempt, Faculty, etc. or Title to view a certain type of position by title).

79. Click on the Set Filter button.

80. In the resulting Filter Criteria box, which varies per the column selected for the
filter, enter the filter criteria (e.g., to view only Exempt or Non-Exempt staff).

Note: Use the Drop-Down button for the field to see the values
available for that field.

Revised: 5/6/2008 12:14 PM - 18 - May 2008

 Salary Setting

81. Optional: Use the Multiple Selection button for the fields to enter more than
one field value or include and exclude values and/or ranges per the tabs.

82. When the filter criteria are set, click on the Copy (Confirm) button or press
Enter to exit the Filter Criteria box.

To export a report to Excel:

83. Click on the Local file button or follow the menu path:
System List Save Local File.

84. Click on Spreadsheet button and click on the Continue (Enter) button.
85. Enter a directory path and file name with extension of .xls for Excel (where to
save the file on your computer).
Note: To save the file to the desktop, leave the path defaulted and
add a file name with extension .xls to the end. To choose
another path via Windows Explorer, use the Drop Down
button and enter the file name (with .xls).

86. Click on the Generate button to complete the process.

87. If prompted to replace the file, select the desired option.
88. Manually open Excel and retrieve the file (or open from desktop if applicable).
89. Once changes or formatting have been done, save the Excel file (see note
below) and exit Microsoft Excel when ready.
Note: IMPORTANT - Remove the quotation marks from the file
name and choose Microsoft Excel Workbook as the file
type.

To exit the Salary Setting tool:

90. Click on the Exit button until you return to the main SAP User Menu screen.

Revised: 5/6/2008 12:14 PM - 19 - May 2008