Compensation Data for Collective Bargaining and Budget Processes
The Governor’s Office — supported by the Office of Financial Management (OFM) Labor Relations division — negotiates collective bargaining agreements for state agencies, including a portion of higher education, as set forth in the Personnel System Reform Act in 2002.
Colleges will be able to access and update their data in the CIM-AI in two phases.
Phase 1: colleges update and validate data
|SBCTC loads payroll data into CIM-AI||Nov. 10, 2017|
|Colleges begin to view, validate and update their data.||Nov. 13, 2017|
First cut-off to finalize compensation data in CIM-AI.
SBCTC budget will review data at the system level and give feedback to colleges as needed.
|Jan. 5, 2018|
|Final day for colleges to make changes to compensation data.||Jan. 22, 2018|
|Compensation data due to OFM||Jan. 31, 2018|
Phase 2: post-allocation update and review
In May 2018, colleges will have an opportunity to update data, if needed, after any new compensation allocations from the 2018 Supplemental Budget.
OFM’s role is to facilitate data collection for the budget process and collective bargaining process.
The collective bargaining scope presents the need for the Labor Relations Section to collect employee compensation data. The data will be used to calculate and budget potential employee compensation changes resulting from salary negotiations, as well as to budget compensation changes for non-represented employees.
Effective negotiations require salary data down to the individual employee level.
It is difficult to anticipate which employee elements may be considered during collective bargaining negotiations, so OFM needs to be prepared for proposals that may group or combine employees by bargaining unit, classification, range and step, years of service, etc.
The Governor may also want to consider various options for non-represented state employees and employees that bargain locally (e.g. faculty, technical college classified).
That’s why it’s critical (to all parties involved) for the community and technical colleges and SBCTC to provide the most complete and accurate data possible.
In addition to CIM data used for collective and local bargaining, OFM also provides limited data sets to:
- Department of Social and Health Services (DSHS) for mandatory federal new hire reporting
- Employment Security Department (ESD) for mandatory federal unemployment earnings reporting
- Health Care Authority (HCA) for mandatory Affordable Care Act reporting
OFM observes strict security procedures in employee data collection and use.
- Social Security Numbers are not included in the CIM-AI.
- OFM staff with data access is strictly limited.
- The data output used in bargaining and budgeting is rolled up to at least the agency, program, bargaining unit, or classification level, and does not contain any individual employee identifiers.
Roles in the CIM-AI Process
OFM requires the community and technical college system to report compensation data as one agency. SBCTC works with OFM and the college districts to manage this process.
In addition to collective bargaining, this data is used to calculate raises, budget analyses and for projections by both OFM and SBCTC. The quality of the data impacts the dollars budgeted to SBCTC and the colleges.
SBCTC will select the pay period from its regular Statewide Human Resources submittals which most closely match the maintenance level salary base for the current upcoming year in the CIM-AI and will automatically upload that data into the CIM-AI.
Institutions can then make corrections to funding sources and percentages, remove positions not funded into the future, add vacancies if needed, flag positions requiring backfill (primarily agencies with 24-hour institutions) and designate positions eligible for any known legislative initiative salary increases.
The colleges will update and validate employee compensation data for their own institution, to include building and entering mock faculty records.
Given the limited reporting capabilities of CIM-AI, OFM offers special reports (Extracts) to higher education institutions to confirm data completeness and accuracy.
- The operating budget FTEs and salaries in the compensation data should be the best approximation to your projected operating budget Maintenance Level as you can make at the time.
- Double-check your bargaining unit coding to ensure all represented staff are coded appropriately to bargaining units, or to non-represented codes (both classified and exempt).
- The CIM-AI system has been edited to prevent non-SBCTC approved coding from posting.
- Be sure you have retirement system codes for all employees. For employees who are not members of a retirement system, use the code NE.
- Check that your health insurance flags are set only for employees eligible for health insurance. Confirm that ineligible employees are not flagged as eligible.
- Use only State HR approved Job Class codes for classified positions.
- Do not prepend or append state HR codes with extraneous numbers or letters. For example, do not send 169A00 or 00169A in place of 169A.
- If an institution is authorized to use a non-State HR job class, that job class must be included in the Higher education Job class file. Any job record with an invalid job class for a classified position will not be used in the Compensation Impact Model.
- Use the correct Pay Units
- Only H (hourly), C (contract) and M (monthly) are valid for Pay Units.
- Pay Units A (annual), D (daily) and E (semi-monthly) are not valid for CIM-AI job records.
- Each unique code must have only one unique corresponding title. Each unique title should have one — and only one — code.
- Pay Scales must follow the State HR approved Job Class Codes.
- Provide Position Title for all employee job records. This should be a meaningful title that communicates the work being performed by the employee. In some HR systems, this is called the “working” title. For classified positions, the job class title and the position title maybe the same. Appointment end-date cannot be earlier than the appointment start-date.
- City and County combination must be a valid value.
- Remember to run the error report extract and correct any errors before letting SBCTC know your data is ready to load into OFM's model.
- Confirm that all records show the correct work time percentage. We have seen numerous records with very small percentages, as well as records coded as full-time with only token pay amounts. (In some cases, these may be system default values.) This impedes accurate costing of minimum wage proposals.
- Remove superfluous records and adjust any records that have an incorrect value in the percent of time worked field.
- Given the growing interest in raising the minimum wage, it is important to include all student employees, since they are most likely to be affected by a change in minimum wage. Even though students are currently exempt from the minimum wage law, if the law is changed to include them, OFM and SBCTC would like to be able to calculate the full cost of such a change in statute.
OFM wants ALL Higher Education agencies to use only two EEO codes for the 2018 cycle:
- ALL OTHER (NON-FACULTY)
Last Modified: 5/2/18 3:43 PM