1. When is the closing date for BPREP?
  2. What will the new pay rate and rollover assignment be for exempt and non-exempt employees?
  3. Are there any employees that will not rollover to DHRS?
  4. What type of employees will rollover, but will show up in a warning report?
  5. Are there any assignments that will allow the rollover to take place?
  6. Are there any special requirements regarding cell phone allowances?
  7. How do I process a new hire in DHRS after the rollover takes place?
  8. How would I process a reclassification or move in DHRS after the rollover takes place?
  9. When will I receive the rollover reports?

  1. The closing date for BPREP should take place approximately 5/23/2013.

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  2. If there is no merit increase, the new pay rate or rollover assignment is 6/1/2013 for all exempt and non-exempt employees. The event code is N if there is a merit increase or K if there is no merit increase..

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  3. Employees with any of the events below will not rollover to DHRS:
    • Employees with pending or held DHRS documents
    • Assignments that end prior to 5/31/2013 or 5/15/2013 for faculty
    • Employees without an existing base assignment in DHRS
    • Employees that have a base assignment in DHRS that begins on 6/1/2013
    • Employees not in BPREP
    • Coral Gables and Rosenstiel employees with status: SE, DE, TT, TP, PN, LY, HW (with a job code other than H)
    • MSOM employees with status: SE, DE, TT, TP PN, LY, PF, FS, HW (with a job code other than H)
    • Student employees
    • Job Code, Status, Class Code errors that conflict with the DHRS Matrix (such as a Job Code A with a sub-object code belonging to a Job Code H)
    • Out of state employees with a status of PF
    • Non-exempt employees with an hourly pay rate of $200 or more
    • Zero pay earnings codes, i.e. 953, 959, 957, etc. with dollar amount
    • Part-time employees with a FTE of 1.0
    • Status codes RE and BE with earning code 200 and 909 will not rollover, or RE with earning code 900 and event code TC
    • Employees with a cell phone allowance assignment that begins 6/1/2013


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    • Employees with the following event codes will rollover, but a warning report will be sent to the HR Liaison:
      • Pay rate is less than minimum wage
      • Check code does not match DHRS
      • Assignment begin and end date are the same
      • Rollover pay rate is less than DHRS pay rate


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    • Assignments that begin on 6/1/2013 or after will allow rollover:
      • Bonus
      • Overload
      • Summer Pay
      • Additive Pay
      • Deferred Compensation

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  4. Cell phone allowances must be entered in BPREP for exempt employees. For non-exempt employees, the allowance must be entered in DHRS after the rollover has been processed. Cell phone allowances manually entered in DHRS prior to the rollover with an effective date of June 1, 2013 will block the rollover. After the rollover has been completed, enter cell phone allowances as follows:
    • Exempt - use Salary Change to process $48 for effective dates 6/1/2013 to 5/31/2014
    • Non-exempt - use Salary Change to process $22.15 for effective dates 6/7/2013 to 5/31/2014 (use Flat Flag)

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  5. When processing a new hire in DHRS after your departmental budgets have been submitted, please ensure that the FY14 assignment for the new hire is processed as a separate assignment in the new hire document. Select "Add New Assignment" and input the 6/1/2013 to 5/31/2014 assignment. Do Not Cross Fiscal Years! New hires that have not been entered in BPREP will not rollover to FY14.

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  6. A new fiscal year frequently brings about changes to employee classification and status. The increases associated with these changes are usually submitted via the budget system. However, changes to an employee’s classification and status must be done via DHRS; therefore, if you have employees that were reclassified via a promotion or other move for fiscal year 2014, please submit a DHRS document to correctly update classification and status in DHRS.

    Please ensure that the position requisition (RCP, FVP) via Ariba/UMeNet has been processed with an effective date on or before the move, and approved prior to submitting the DHRS document.

    Process the move with an effective date of 6/1/2013. If the rollover was completed, it will also have an effective date of 6/1/2013, which will be overwritten by the move document. This is okay. If you have any questions about this matter, please contact the respective Human Resources or Faculty Affairs office.



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    • Beginning the week of April 22, 2013, HR Liaisons will begin receiving rollover error and warning reports regularly until the rollover occurs in May.