HR-Hiring Employees Created on 4/27/2017 9:28:00 AM
Training Guide
HR-Hiring Employees
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Table of Contents Finance/HR ........................................................................................................................ 1
HR-Human Resources ............................................................................................................... 1 Using Date-Track ................................................................................................................................... 2
Setting and Altering an Effective Date in HR Specialist .................................................................................... 3 Viewing Date-Track History .............................................................................................................................. 4 Updating and Correcting Date-Tracked Information .......................................................................................... 6
Hiring Employees .................................................................................................................................. 8 Viewing Work Structures-Position Description................................................................................................ 10
Viewing a Position Description by Position Number................................................................................... 10 Viewing a Position Description by Org Code .............................................................................................. 11
UVA Position # Generator................................................................................................................................ 17 Reserving a Position Number ...................................................................................................................... 17
Hiring a Salaried Faculty or Professional Research Staff Employee ................................................................ 19 Creating a Record and Adding Personal Information for a Salaried Faculty or PRS Employee .................. 20 Entering Addresses for a Salaried Faculty or PRS Employee ...................................................................... 25 Entering a Foreign Address for a Salaried Faculty or PRS Employee ......................................................... 28 Entering the US Ethnic Origin for a Salaried Faculty or PRS Employee ..................................................... 30 Entering Phone Information for a Salaried Faculty or PRS Employee ........................................................ 32 Entering Schools and Colleges Attended for a Salaried Faculty or PRS Employee ..................................... 33 Entering Qualifications for a Salaried Faculty or PRS Employee ................................................................ 35 Entering Contact Information for a Salaried Faculty or PRS Employee ...................................................... 38 Entering Endowed Chair Information for a Salaried Faculty or PRS Employee.......................................... 42 Entering Work History for a Salaried Faculty or PRS Employee ................................................................ 44 Entering Administrative Appt Info for a Salaried Faculty or PRS Employee .............................................. 46 Entering Committee Info for a Salaried Faculty or PRS Employee ............................................................. 48 Entering a Directory Name for a Salaried Faculty or PRS Employee .......................................................... 50 Entering EOP Reference Info for a Salaried Faculty or PRS Employee ...................................................... 52 Entering HSF Contract Info for a Salaried Faculty or PRS Employee ......................................................... 53 Entering HSF SOC Info for a Salaried Faculty or PRS Employee ............................................................... 55 Entering Assignment Info for a Salaried Faculty or PRS Employee ............................................................ 57 Entering Salary Info for a Salaried Faculty or PRS Employee .................................................................... 72 Entering Tenure Info for a Salaried Faculty or PRS Employee ................................................................... 74
Hiring a University Executive Staff Employee ................................................................................................. 76 Creating a Record and Adding Personal Info for a UES Employee ............................................................. 77 Entering Addresses for a University Executive Staff Employee .................................................................. 81 Entering the US Ethnic Origin for a University Executive Staff Employee................................................. 83 Entering Phone Information for a University Executive Staff Employee .................................................... 84 Entering Assignment Information for a University Executive Staff Employee ........................................... 86 Entering Salary Information for a University Executive Staff Employee .................................................. 101
Hiring a Student or Professional Research Staff Wage (Hourly) .................................................................... 103 Creating a Record and Adding Personal Info for a Student or PRS Wage (Hourly) .................................. 104 Entering an Address for a Student and PRS Wage Employee (Hourly) ..................................................... 108 Entering the US Ethnic Origin for a Student and PRS Wage Employee (Hourly) ..................................... 110 Entering Phone Info for a Student and PRS Wage Employee (Hourly) ..................................................... 111 Entering Assignment Info for a Student and PRS Wage Employee (Hourly) ............................................ 112 Entering the Hourly Rate for a Student and PRS Wage Employee (Hourly) ............................................. 123 Entering Time Information for a Student and PRS Wage Employee (Hourly) .......................................... 125
Hiring a Non-UVa Employee ......................................................................................................................... 127 Creating a Record and Adding Personal Info for a Non-UVa Employee ................................................... 127 Entering Address Information for a Non-UVa Employee .......................................................................... 131 Entering the US Ethnic Origin for a Non-UVa Employee ......................................................................... 133 Entering Phone Information for a Non-UVa Employee ............................................................................. 134 Entering Assignment Information for a Non-UVa Employee .................................................................... 135
Entering a Postdoctoral Fellow Employee ...................................................................................................... 144 Creating a Record and Adding Personal Info for a Post-doc Fellow.......................................................... 145 Entering Address Information for a Postdoctoral Fellow ........................................................................... 148 Entering the US Ethnic Origin for a Postdoctoral Fellow .......................................................................... 150
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Entering Phone Information for a Postdoctoral Fellow .............................................................................. 151 Entering Schools and Colleges Attended for a Postdoctoral Fellow .......................................................... 153 Entering Qualifications for a Postdoctoral Fellow ..................................................................................... 154 Entering Postdoctoral Fellow Information ................................................................................................. 156 Entering Assignment Information for a Postdoctoral Fellow ..................................................................... 158
Entering a Non Doctoral Fellow Employee .................................................................................................... 166 Creating a Record and Adding Personal Info for a Non Doc Fellow ......................................................... 167 Entering an Address for a Non Doctoral Fellow ........................................................................................ 171 Entering the US Ethnic Origin for a Non Doctoral Fellow ........................................................................ 173 Entering Phone Information for a Non Doctoral Fellow ............................................................................ 174 Entering Schools and Colleges Attended for a Non Doctoral Fellow ........................................................ 175 Entering Qualifications for a Non Doctoral Fellow ................................................................................... 177 Entering Non Doctoral Fellow Information ............................................................................................... 179 Entering Assignment Information for a Non Doctoral Fellow ................................................................... 180
Hiring a GRA/GTA or Faculty Wage (Goal Payment) ................................................................................... 189 Creating a Record and Adding Personal Info for a GRA/GTA/Fac Wage Employee (Goal Payment) ...... 192 Entering an Address for a GRA/GTA/Fac Wage Employee (Goal Payment) ............................................ 195 Entering the US Ethnic Origin for a GRA/GTA/Fac Wage Employee (Goal Payment) ............................ 197 Entering Phone Info for a GRA/GTA/Fac Wage Employee (Goal Payment) ............................................ 198 Entering Schools and Colleges Attended for a GRA/GTA/Fac Wage Employee (Goal Payment) ............ 199 Entering Qualifications for a GRA/GTA/Fac Wage Employee (Goal Payment) ....................................... 201 Entering Assignment Information for a GRA/GTA/Fac Wage Employee (Goal Payment) ....................... 203 Entering the Goal Pay Amount for a GRA/GTA/Fac Wage Employee (Goal Payment) ........................... 216
Rehiring Ex-Employees .................................................................................................................................. 219 Rehiring an Ex-Employee .......................................................................................................................... 219
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Finance/HR
HR-Human Resources
The Integrated System's Human Resources modules, collectively referred to as the Human
Resources Management System (HRMS), allow you to view and process HR data based on your responsibility, which include the following:
HRMS Viewers - view employee information
HRMS Specialists - enter new faculty and students, update employee information, and run departmental HRMS reports
HRMS Faculty/Staff Reviewers - review faculty and staff hires and salary
changes
HRMS Records Specialist - enter new faculty and students, update employee information, run departmental HRMS reports , review faculty and staff hires and
salary changes, and enter special one-time payments.
HRMS Student & Faculty Wage Approvers - approve student and faculty wage hires and salary changes
At the completion of this module, depending on your responsibility and the needs of your department, you will be able to:
View departmental HR information
Approve salary actions
Use date-tracking
Hire salaried faculty employees
Hire University executive staff
Hire student and professional research staff wage employees
Hire non-UVa employees
Hire postdoctoral fellow employees
Hire non doctoral fellow employees
Hire GRA/GTA, and faculty wage (Goal Payment) employees
Rehire ex-employees
Maintain employee information
Maintain assignment information
Use views and reports
The following actions require special handling by central Human Resources. The Integrated System HRMS Support Request form to request support is located in the Human Resources Toolkit (http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/) page and the HR/Finance User Group Community.
Reverse Termination
Incorrect hire date
Emergency Entry (system unavailable due to payroll processing)
Need degree type or school added to List of Values
Purge or delete a record (person, assignment, salary, etc.)
Change a person type
Employee missing an IS user account in Employee Self-Service (but employee is in HRMS)
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HR-Hiring Employees
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Error: Date must not be before any future changes to the person specified
Uncommon error message
After completing this course, online help
(http://www.virginia.edu/integratedsystem/gettingStarted/Using_Online_Help_Quick_Guide.pdf) is available within the Integrated System and the printed guide can be found in the toolkit (http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/) for each module. To navigate to a training topic:
1. Double-click on "HR-Human Resources". 2. Double-click on the section(s). 3. Click on the topic.
4. Click "Try It" to interact with the simulation. Click "Print It" to print out a job aid.
Using Date-Track
Please note: Departmental business processes are beyond the scope of this training.
Please consult your departmental HR for information regarding policies and practices in your area. General policies for faculty and students are located on the Provost's website (http://virginia.edu/provost). Policies for staff employees are on the central Human
Resources website (http://hr.virginia.edu/) Note that the HRMS Specialist and Faculty Staff/Reviewer responsibilities are removed while Human Resources runs payroll. Check the Payroll System Availability (http://www.hr.virginia.edu/calendars/hrms-payroll-system-availability/) calendar for the dates/times the responsibility will be disabled. The HR Toolkit (http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/#resources) contains links to guides in pdf format for all Human
Resources modules. Date-Track Using Date-Track, a special feature of IS HRMS, you can set an effective date and view, add, change, or delete information as of that date. All-important dynamic information in IS HRMS is date-tracked, including information about people, assignments, payrolls, compensation, and benefits. When you set an effective date for your work, Date-Track ensures that only information effective on that day is used for any processing and validation. Additionally, you can view the history of all changes made to date-tracked
information. Section Objectives At the completion of this section, you will be able to:
Perform date-tracking functions
Set or alter an effective date
View date-tracked information
Update and correct date-tracked information
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Setting and Altering an Effective Date in HR Specialist
When you log into HRMS the effective date is always today's date. To view information
from a different date, or to make retroactive or future-dated changes, you must change
the effective date. When you set an effective date for your action, date-tracking ensures that only information
effective on that date is used for any processing and validation. For the purpose of viewing records in Timekeeping, you will usually use today's date and select 'No' on the option to change the date-tracking date.
Procedure
In this exercise you will both set and alter an effective date.
Step Action
1. Begin by logging into your responsibility. This example uses the UVA HRMS
Viewer responsibility.
Click the People Enter & Maintain link.
2. The People window displays, along with a Decision box.
If the date displayed is the date you want to view the person's record, select No. To
view a person's record that was added or changed on a different date, select Yes.
To begin, you will view a record that does not have a different date than today's
date.
Click the No button.
3. When you are date-tracked to today's date, the name of the form, in this exercise
'People' displays in the title bar without a date.
When you are date-tracked to a date other than today, that date also displays in the
title bar.
This feature allows you to always know the date to which you are date-tracked by
glancing at the title bar.
4. The Find Person search fields allow you to search for a person by:
• Name
• Social Security number
• Employee Number
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HR-Hiring Employees
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Step Action
5. When it isn't present, you can display the Find Person box by clicking the flashlight
icon.
6. If you cannot locate the employee using today's date, trying entering a later date.
Click the Close button.
7. In addition to date-tracking when you first enter the system, you can change the date
from the People window. The date you choose will carry forward on all other
windows viewed in the person's record.
Important Note: Date-tracking from a secondary window (i.e., the forms accessed
via the buttons at the bottom of the People form) is not recommended, since the date
will be changed only on that secondary window and will not carry forward to any
other windows.
Click the Alter Effective Date button.
8. Now view a person's record that was added with a future effective date.
Click in the Effective Date field.
9. Press [Delete].
10. Enter a valid value e.g. "25-May-2016".
11. Click the OK button.
12. Note that the date you entered now displays in the title bar.
13. Congratulations! You have completed the simulation on Setting and Altering an
Effective Date.
End of Procedure.
Viewing Date-Track History
The HRMS module enables you to enter and track people from when they apply for a job to
when they leave your department. HRMS also records information about what you employed the people in your department to
do. HRMS allows you to enter, maintain, report and inquire about all aspects of employment information. Date-track History is a quick way to view the changes with the effective dates that were
previously entered on a window. Date-track History is also available in the Assignment window.
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Procedure
In this exercise you will view an employee's date-track history in the People window.
Step Action
1. On the employee's People form, click the Date-Track History button.
2. Each entry in the From Date field is the date-track date used for each recorded
change.
When a record is saved, the To Date field automatically populates with the day
before each new date.
3. In this example, view Stacey Townsend's name change effective 25-Oct-2011.
Click the Full History button.
4. Locate the column of information and compare rows.
Click the horizontal scrollbar box.
5. In this example, Stacey changed her last name from Minor to Townsend on 25-Oct-
2011.
6. You can continue scrolling to see additional changes.
Click the horizontal scrollbar.
7. When finished, click the Close button.
8. Click the Close button.
9. Click the Close button.
10. Congratulations! You have completed the simulation on Viewing Date-Track
History.
End of Procedure.
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HR-Hiring Employees
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Updating and Correcting Date-Tracked Information
Updating and Correcting Date-Tracked Information When you update date-tracked information, you are prompted to choose between 'Update' and 'Correction' options. If you select 'Update', IS HRMS changes the record as of your effective date but preserves the previous information. If you select Correction, IS HRMS
overrides the previous information with your new changes. The start and end dates of the
snapshot that you have corrected remain the same. Updating a New Record You cannot create a record and then update it on the same day. If you try to do this, IS HRMS warns you that the old record will be overridden, and then changes Update to Correction. This occurs because Date-Track maintains records for a minimum of a day at a
time. Inserting a Record When you need to enter a change with an effective date that is before a previously saved
change, you will not only receive the 'Update' or 'Correction' option; the next option is to choose 'Replace' or 'Insert'. Always use the 'Insert' option, and reenter any changes on the records that have been entered after the inserted record's date. For more detailed information on how to insert a record, refer to the section "Maintaining Employee Information>Maintaining Employee Records>Correcting and Incorrect Birthdate."
Procedure
In this simulation you will correct date-tracked information.
Step Action
1. After logging into your HRMS Specialist responsibility and navigating to People
Enter & Maintain, click the Open button.
2. When you log into the Integrated System you will be date-tracked to today's date.
3. The Decision box displays. When correcting information you do not have to date-
track if the last saved change date equals the date of the correction.
In this example choosing 'No' leaves your date-track date on 25-Apr-2013.
Click the No button.
4. Search for the person by entering [last name, first initial] in the Full Name field.
Enter a valid value e.g. "Smith, R".
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Step Action
5. Click the Find button.
6. If a list displays, choose the correct person.
Click the Smith, Rachel A list item.
7. Click the OK button.
8. Note the last saved change date on the People window for Rachel A Smith is 22-
Apr-2013.
9. Click the Assignment button.
10. In this example the record is missing a selection in the required field Assignment
Category. You will correct the record.
Click in the Assignment Category field.
11. The last saved change date on the assignment is 22-Apr-2013.
This record must have an entry in the Assignment Category field as of 22-Apr-2013.
12. Click the Assignment Category button.
13. Choose from the list of options.
Click the Parttime-Regular list item.
14. Click the OK button.
15. Choose an option: To correct the record as of the original entry date of 22-Apr-
2013, select "Correction".
If "Update" is selected the record will have a new date-track date of 25-Apr-2013,
the current date-track date.
Click the Correction button.
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Step Action
16. Click the Save button.
17. Selecting the "Correction" option kept the original date-track date.
18. Click the Close button.
19. Click the Close button.
20. Congratulations! You have completed the simulation on Updating and Correcting
Date-tracked Information.
End of Procedure.
Hiring Employees
Please note: Departmental business processes are beyond the scope of this training.
Please consult your departmental HR for information regarding policies and practices in your area. General policies for faculty and students are located on the Executive Vice President & Provost (http://provost.virginia.edu/) website. Policies for staff employees are on the central Human Resources (http://www.hr.virginia.edu/) website Note that the UVA HRMS Specialist, UVA HRMS Records Specialist and UVA Faculty Staff/Reviewer responsibilities are removed while Human Resources runs payroll. Check
the Payroll System Availability (http://www.hr.virginia.edu/calendars/hrms-payroll-system-availability/) calendar for the dates/times the responsibility will be disabled. The process for hiring employees differs by the type of employee. Enter hire information in the HR module using the People windows appropriate to the type of hire. Special Information Types (SITs) and Extra Information Types (EITs) are forms in IS that are customizable. SITs and EITs have been set up to record data specific to UVa.
The HR Toolkit (http://www.hr.virginia.edu/other-hr-services/employee-
development/sys/hrms-tk/) contains a link to a guide in pdf format for Hiring New Employees. Data Entry Standard When entering free form text into IS HRMS, use mixed case text. This means capitalizing the first letter of each word, or if using full sentences, capitalizing the first word of the
sentence. Do not use all capital letters. Correct Examples: − Medical School, Promotion & Tenure
− John B Jones − Professor of Chemistry Incorrect Examples: − MEDICAL SCHOOL, PROMOTION & TENURE
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− john b jones − Professor of chemistry Hiring a Person Who is Already in the Database When hiring employees, they may already be in the database. For example, they may be current employees, ex-employees, or retirees. If you find the person you wish to hire in the database, find the person type (in the Type field on the People window) and refer to the
following chart to determine what steps to take when hiring. About Employees with Foreign Home Addresses Employees can update their own address via Employee Self-Service, except for foreign
addresses. You must enter or change foreign address information (see the Adding/Changing a Foreign Home Address topic in the Maintaining Employee Information section).
About Payrolls at UVa The only payroll options at UVa are 'bi-weekly' and 'monthly'. The following employees are paid bi-weekly: • Staff salaried
• Temporary employees • Faculty wage employees • Professional Research Staff wage employees • Hourly wage employees • Goal Pay employees
The following employees are paid monthly: • Salaried Professional Research Staff • Faculty At the completion of this section, you will be able to:
• Enter hiring information for salaried Faculty, students, GRA/GTA/Faculty wage, and other employee types as appropriate A note on the simulations: Once you enter the name in the search field, some simulations require you to select the Find button while others require you to press the Tab key, which is a short-cut to finding the employee's record.
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HR-Hiring Employees
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Viewing Work Structures-Position Description
The Work Structures > Position Description window allows you to view all aspects of the
position record.
Notes:
You must have a vacant position for all of your salaried hires
Faculty positions do not have job duties like staff positions do, so as long as the
rank, title, number of hours, organization, etc. matches the information for the new Faculty or Professional Research Staff, it is best to reuse a position that is already established and vacant
To find your vacant positions, run the Discoverer report HR_Positions-Filled and
Vacant
Students can be placed in the same position if the student's job title matches the
position's job title
Viewing a Position Description by Position Number
Procedure
In this simulation you will view a position description by position number.
Step Action
1. Begin from the Integrated System homepage and navigate to UVA HRMS
Specialist > Work Structures > Position Description.
Click the Position Description link.
2. The Position window displays, along with a Decision box.
• Choose No If the date displayed is the date of the position record you want to
view
• Choose Yes to view a position record that was added or changed on a different
date
In this exercise, view a record that does not have a different date than today's date.
Click the No button.
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Step Action
3. Search for the position(s) you wish to view using any of the fields in the Find
Positions window.
In this exercise, search by position name.
Click in the Name field.
4. Continue searching using any of the fields in the resulting Position Flexfield
window.
Click in the Position Number field.
5. Enter a valid value e.g. "F0001".
6. Click the OK button.
7. Click the Find button.
8. The position information displays.
9. Congratulations! You have completed the simulation on Viewing a Position
Description by Position Number.
End of Procedure.
Viewing a Position Description by Org Code
Procedure
In this simulation you will view position description(s) by org code.
Step Action
1. Begin from the Integrated System homepage and navigate to UVA HRMS
Specialist > Work Structures > Position Description.
Click the Position Description link.
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Step Action
2. The Position window displays, along with a Decision box.
• Choose No If the date displayed is the date of the position record you want to
view
• Choose Yes to view a position record that was added or changed on a different
date
In this exercise you will view a record that does not have a different date than
today's date.
Click the No button.
3. Search for the position(s) you wish to view using any of the fields in the Find
Positions window.
In this exercise, begin searching by position name.
Click in the Name field.
4. Continue searching using any of the fields in the resulting Position Flexfield
window.
In this example, enter your org code in the Organization field.
Enter a valid value e.g. "40400".
5. Note that you can narrow your search results by using the other fields.
Click the OK button.
6. Click the Find button.
7. Searching by org code alone retrieves many records. The Cancel Query option
displays, allowing you to cancel your search.
Do not click Cancel unless you entered incorrect or no search information in the
Find Positions window.
8. Because you are date-tracked to today's date, no date displays in the Position
window header.
When you are date-tracked to a different date than today that date will display here.
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Step Action
9. The information displayed in the Name field also displays in the Position field on
the Assignment window if you use this position for one of your employees.
Wage positions also display org code and work title, as seen in this example.
View other position name examples in the introductions to Hiring [Employee Type]
> Entering Assignment Information topics.
10. Start Date is the creation date of the position.
'01-Jan-1901' is a default date used for positions where the original start date is
unknown.
11. Note the information in the Date Effective Name field matches the information in
the Name field.
12. The org code, departmental code, and a brief description of the name of the
department display in the Organization field.
13. The associated job for this position displays in the Job field.
View more Job field examples in the introductions to Hiring [Employee Type] >
Entering Assignment Information topics.
14. In the Hiring Status: Status field, note that the status in this exercise is 'Active'.
Other statuses include:
• Deleted - a position that is abolished
• Eliminated - a position that is abolished
• Proposed - a position that is 'in waiting' and that represents the University Staff
equal position now filled by a Classified Staff employee. Once the Classified Staff
employee leaves the University, or if they choose to move to University Staff, the
position is already established and will be updated to 'Active'
• Frozen - any non-University Staff position targeted for elimination once vacated,
or same as 'Proposed' above
15. The Proposed End Date field will display the date the active position ends.
16. The Location field displays the location of the position. 'HR-University of Virginia'
displays on all positions where the job is physically located in Charlottesville.
17. The Status field displays 'Valid' for active positions and 'Invalid' for all other
hiring statuses.
18. The Effective Dates: From field displays the last date-track date saved on this
position record.
19. To view payroll and salary basis for the position, click the Hiring Information tab.
20. The Payroll and Salary Basis values associated with the position display in the
Proposed Entry Salary section.
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Step Action
21. To view work hours, click the Work Terms tab.
22. Here the number of working hours for the position displays. Frequency always has
the value 'Week'.
23. To view more information, click the Position Details tab.
24. You can view position occupancy information.
Click the Others button.
25. Select an option to view more detailed information.
Click the Occupancy option.
26. Click the OK button.
27. The names of the employees who are in the position, applicants who have applied
for the position, or those who were previously in the position display. Scroll to see
start and end dates.
Click the horizontal scrollbar.
28. The Start Date column displays the day the employee started in the position.
The End Date column displays the last day the employee was in the position, if
applicable.
29. Click the Close button.
30. To view additional position information, click the [bracketed] field.
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Step Action
31. The Additional Position Details window displays. The fields include:
• Standard Occupational Classification Code (SOC) - a system used by Federal
statistical agencies to classify workers into
occupational categories for the purpose of collecting, calculating, or disseminating
data
• Class Code - used in reporting to the State that further categorizes types of
positions
• Drug Testing Required - indicates whether drug testing is required
• Telecommuting - indicates whether telecommuting is allowed
• Alternate Work Schedule - indicates whether an alternate work schedule is
allowed
• Change Reason - the last reason used to change this position
• Type of License Required - indicates whether a Health Care License is required
• Sensitive Position Code - Indicates whether a fingerprint-related background
check is required
• COI - indicates whether the occupant of the position is subject to Conflict of
Interest reporting
• UVa Survey Code - a unique alpha/numeric naming convention identifier paired
with a University Job Title denoting the employee category, functional specialty,
and title
• Position Months - populated if the position is a 9, 10, or 11 month position
• Matching Position # - number of the position that has been identified as the
"match" for this position, as part of the University Staff Plan
32. Click the OK button.
33. You can view more position records for this organization.
Click in the Name field.
34. Press the [Down Arrow].
35. This example shows a University Staff position. Unlike Faculty and Classified Staff
positions, these do not start with an alphabet character but with a number (as shown
by the example number '05190').
University Staff positions display '31-Dec-4712' in the Proposed End Date field. In
the Integrated System, this is equivalent to the 'end of time' and not an actual end
date.
36. You can view a University Staff's equivalent Classified Salary position.
Click in the Additional Position Details field.
37. It displays in the Matching Position # field.
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Step Action
38. Click the OK button.
39. Note the Hiring Status for this University Staff position is 'Deleted' and the Status
is 'Invalid'.
Click in the Name field.
40. Press the [Down Arrow].
41. The corresponding Classified Staff position displays. Classified Staff positions start
with the letter 'C', 'L', 'R', 'V' or 'W'.
Click in the Additional Position Details field.
42. Note the Matching Position # is the University Staff position.
43. Click the OK button.
44. To view the next position, click the Position Details tab.
45. Click in the Name field.
46. Remember that this position is 'Eliminated' and 'Invalid'.
Press the [Down Arrow].
47. The next University Staff position has a Hiring Status of 'Proposed', one of the
positions 'in waiting' if the Classified employee decides to move to University Staff
or if this position becomes vacant and needs to be posted now or at a later date.
Press the [Down Arrow].
48. This is the Classified Staff position associated with the previous proposed
University Staff record.
Press the [Down Arrow].
49. To view more position records, keep pressing the down arrow until you receive the
'Last record of query retrieved' message.
Press the [Down Arrow].
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Step Action
50. This is an example Faculty position, displaying the org code followed by the work
title, then appointment type, and finally a position number that starts with an 'F'.
Other appointment types besides 'Teaching and Research' are:
• Administrative - All Faculty holding an administrative appointment whose
position starts with 'FA'
• Professional - All faculty with a professional appointment whose position starts
with 'FP'
• Professional Research Staff - Employees with the title of Research Associate,
Research Scientist, Principle Scientist, or Senior Scientist
51. Congratulations! You have completed the simulation on Viewing a Position
Description by Organization Number.
End of Procedure.
UVA Position # Generator
Use this tool to obtain and reserve a new position number for your request to create a new salaried position in the Jobs@UVa position description system.
Reserving a Position Number
Procedure
In this simulation you will reserve three new position numbers to use in the creation of three new
salaried positions in the Jobs@UVa position description system.
Step Action
1. Begin from the Integrated System homepage and navigate to UVA HRMS
Specialist.
Click the Expand button.
2. Click the UVA Position # Generator link.
3. Click the Log In button.
4. Chose the employee type you wish to hire from the Category list.
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Step Action
5. In this exercise you will reserve three new position numbers for salaried Faculty
position actions to be submitted via the Jobs@UVa position description system.
Click the Faculty/Professional Research Staff list item.
6. Enter the number of positions you wish to generate.
Click in the Number of Positions field.
7. Press [Delete].
8. Enter a valid value e.g. "3".
9. To generate the positions, click the Search Available Position Numbers button.
10. The new position numbers display with an expiration date in the Expiration Date
column.
If you do not submit a request in Jobs@UVa to create new salaried faculty positions
with these numbers by the date shown in the Expiration Date column, the position
numbers will return to the available position queue for reassignment.
11. To reserve the positions, click the Reserve Position Number(s) button.
12. To view your reserved position numbers, click the My Position #(s) link.
13. The My Positions #(s) tab, comments field allows you the option to document the
details of the position, such as the name of the new employee, the title of the new
position, etc.
Click in the Comments field.
14. In this exercise, you will document the name of the employees who will occupy the
first two positions.
Enter a valid value e.g. "Jack Jones".
15. Enter a valid value e.g. "Melody Smith".
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Step Action
16. You must save your entries.
Click the Save button.
17. To view all reserved positions and end dates, click the View All Position #(s) link.
18. The View All Positions #(s) tab allows you to see positions reserved by others, their
comments, the expiration date, who created the position, etc.
Click the vertical scrollbar.
19. Note the three position numbers you generated.
20. You may alter this view by clicking the Actions button.
21. The options to alter the view display. In this exercise, you will not alter the view.
22. To go back to the Integrated System menu, click the Back button.
In this exercise, you will not go back to the Integrated System.
23. If you wish to exit the Integrated System, click Logout.
24. Congratulations! You have completed the simulation on Reserving a Position
Number.
End of Procedure.
Hiring a Salaried Faculty or Professional Research Staff Employee
This section demonstrates all the required and optional fields for hiring a Salaried Faculty
employee. Follow each topic in sequential order starting with adding the employee via the People window. Each topic then continues within the People window.
Important Note: You must be prepared to complete all of the sections without delaying the entry of any topic to a different day. The HRMS module interfaces with other software such as Jobs@UVa, Lead@UVa, the Operational Data Store (ODS), Student Information System (SIS), etc., and sends information to the other systems in a nightly batch. Not completing the record will cause some of the other processes to fail and your partial record
may be deleted.
If the effective date is in a payroll (http://www.hr.virginia.edu/calendars/2015-payroll-calendar/) that has already processed, email the following to request a special check for the missed paycheck: • [email protected] • [email protected]
At the completion of this section, you will be able to enter the following:
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• Personal information • Addresses • Foreign address (if applicable) • US ethnic origin
• Phone information • Schools and colleges attended • Qualifications • Contact information (optional) • Endowed chair information (if applicable) • Work history • Administrative appointment (if applicable)
• Committee information (optional) • Directory name (optional) • EOP information • HSF contract and SOC information (for UPG only) • Assignment
• Salary information
• Tenure information (do not enter for Professional Research Staff)
Creating a Record and Adding Personal Information for a Salaried Faculty or PRS Employee
Every department is able to record personal information for its employees, non-UVa
employees and contacts. HRMS allows you to quickly and easily enter, update, track,
inquire and report on people daily through the People window. This information--apart from employee address data--is date-tracked, allowing you to keep
an historical track of an employee’s personal information. Required Employee Documents Each department must have an I-9 Specialist to view the new paid employee's original identification to complete part two of the I-9 Online process. The employee must enter
their direct deposit and W-4 information via UVa Employee Self-Service on the day after their hire date. The Va-4 form is available in UVa Employee Self-Service to print, complete and send to the Payroll office. The Va-4 must not have any cross outs, or white-outs on the form, or the form will be returned.
Goal Pay Effective Dates for the following scenarios are as follows:
New Hire – The effective date can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Rehire – Can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Adding a New Goal Pay Assignment to an Existing Employee – Can be any day in the pay period.
Change to an Existing Goal Pay Assignment – Must be the 1st day of the pay period.
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Procedure
In this exercise you will create a record and then add personal information for a Faculty salaried
employee.
Step Action
1. Begin by logging into your HRMS Specialist responsibility.
Click the People Enter & Maintain link.
2. The People window displays, along with a Decision box. To change the effective
date to other than today's date, click the Yes button.
3. Press [Delete].
4. Enter the date the person started working in your department into the Effective
Date field.
Enter a valid value e.g. "25-aug-2012".
5. If the effective date is in a payroll that has already processed, email the following to
request a special check for the missed paycheck:
• [email protected] (http://www.hr.virginia.edu/other-hr-services/payroll-
information/payroll-policies-and-procedures/special-checks/)
Click the OK button.
6. Verify your effective date displays at the top of the People window.
7. When hiring employees, they may already be in the database. For example, they
may be current employees, ex-employees, or retirees.
If you find the person you wish to hire in the database, check their person type, and
refer to the chart in the Hiring Employees section for further instruction.
8. Search for the name of the person by entering the [last name, first initial] in the Full
Name field.
Enter a valid value e.g. "Handley, F".
9. Note: You may also search by Social Security number, entered in the format xxx-
xx-xxxx.
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Step Action
10. Click the Find button.
11. If the name is not found you must clear the Find Person window.
Click the Clear button.
12. Click the New button.
13. Complete the fields in the Name section.
Important: Enter information exactly as it displays on their Social Security
card (no title or prefix).
Enter the last name in the Last field.
Enter a valid value e.g. "Handley".
14. Click in the First field.
15. Enter the first name.
Enter a valid value e.g. "Franklin".
16. As applicable, enter the suffix.
Click in the Suffix field.
17. Enter a valid value e.g. "Jr".
18. Click in the Middle field.
19. Enter the middle name or initial as it displays on the Social Security card.
Enter a valid value e.g. "E".
20. Click the Gender list.
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Step Action
21. Select the appropriate option.
Click the Male list item.
22. Click the Action list.
23. Click the Create Employment list item.
24. After selecting 'Create Employment' the Person Types options display.
The choices for Person Type are as follows:
• Employee: All paid employees at the University of Virginia
• Medical Center Employee: An employee who is paid on the hospital side; and
supervises an employee who is paid on the Academic payroll
• Non-UVa Employee: An employee who is appointed at the University of
Virginia with no salary
• UVa Retiree: Updated by Human Resources once an employee has retired from
the University of Virginia
In this exercise the person is an employee (defaulted).
Click the OK button.
25. Click in the Social Security field.
26. Enter the employee's Social Security number following this format: xxx-xx-xxxx.
Enter a valid value e.g. "011-22-9898".
27. Note: A pop-up window may display if the name or Social Security number
resembles the name and Social Security number of a person who is in the system. A
list of names will display for you to check the records to make sure any person listed
is not your person. You may need to date-track to a future effective date to find a
person in the list.
The 'no match' option will display at the bottom of the pop-up window. Select the
'no match' option when you have verified the people in the list.
28. Click in the Birth Date field.
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Step Action
29. Enter the employee's birth date following this format: dd-mmm-yyyy.
Enter a valid value e.g. "01-jan-1960".
30. Press [Tab].
31. The Age displayed is based on the birth date entered and your date-track date.
32. Click the Further Name tab.
33. If an employee prefers to be called by a nickname or their middle name, enter it
here.
Click in the Preferred Name field.
34. The name entered here will display on any secondary windows, the 'whois'
directory, and on Discoverer reports.
Enter a valid value e.g. "Frank".
35. Click in the Additional Personal Details field.
36. The state hire date is the date the employee started in a salaried position at the
University of Virginia.
Wage and time spent as a Non-UVa Employee does not count towards the State Hire
date.
Example: An employee starts at UVa on wages effective 08-Aug-2016. They
become Salaried on 25-Aug-2016. The Salaried Hire date must be 25-Aug-2016.
Using this scenario you would date-track to 25-Aug-2016 and update the date in this
field.
In this example, the employee started off as a salaried employee.
Enter the State Hire Date field.
Enter a valid value e.g. "25-Aug-2012".
37. If the employee was salaried and transferred to UVA from the UVA Medical Center
or from another state institution and there is no break in service, not counting
Saturdays or Sundays, use their original start date from the previous institution.
You must contact the other institution to verify the start date.
38. Enter the same date into the Salaried Hire Date field.
Enter a valid value e.g. "25-aug-2012".
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Step Action
39. You may enter an alternate email address for the employee in the Non-UVA Email
Address field.
Click in the Non-UVA Email Address field.
40. Enter a valid value e.g. "[email protected]".
41. Click the OK button.
42. Click the Save button.
43. Click the Save button.
44. Congratulations! You have completed the simulation on Creating a Record and
Adding Personal Information for a Salaried Faculty or PRS Employee.
End of Procedure.
Entering Addresses for a Salaried Faculty or PRS Employee
Addresses Use the Address window to enter as many addresses as necessary. All employees must have only one primary home address but can have any number of secondary addresses.
Enter home address and a messenger mail/office address for your Faculty salaried employee. Create a directory address using the messenger mail/office address information
for display in the Faculty/Staff directory. If working with foreign addresses, see next topic.
Procedure
In this exercise you will enter the new employee's address information.
Note: You can enter only one address for each address type.
Step Action
1. In the employee's People window, click the Address button.
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Step Action
2. Enter the home address first. Enter the PO box or street name into the PO Box or
Street field.
Enter a valid value e.g. "2440 Main Street".
Important Note: The home address is the employee's primary address. If the
employee has an apartment number, building number, suite, room, or floor, enter the
information on Address Line 2.
3. Click in the City field.
4. The Integrated System has a vertex file located in the list of values for the city, state
and zip code provided from the post office. You can search for the city by selecting
from the list of values or by typing the first few characters.
Enter the desired information into the City field. Enter a valid value e.g.
"Charlottes".
5. Press [Tab].
6. Cities matching the characters you entered display, along with the state, Zip Code,
and county. Choose the most correct value from the options.
Click the Charlottesville, VA 22900-22911 list item.
7. Click the OK button.
8. For cities with single Zip Codes, the value populates. For all other cities, enter the
Zip Code.
In this exercise the most correct value did not list the Zip Code needed here.
Click in the Zip Code field.
9. Enter a valid value e.g. "22901".
10. You must select the appropriate address Type on all employee address windows.
Click in the Type field.
11. Click the List of Values button.
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Step Action
12. Choose from the list of options.
Click the Home Address list item.
13. Click the OK button.
14. Click in the [Additional Address Details] field.
15. Indicate whether or not the employee would like their address and phone number
displayed in the Faculty/Staff directory and whois.
Select a value in this field for salaried employees only.
Click the List of Values button.
16. The value 'No' is preselected. In this exercise, click the OK button.
17. Click the OK button.
18. Click the Save button.
19. Taxation Address auto-completes after you select the correct option one more time.
Click the OK button.
20. Messenger/Office address is populated the next day, according to the employee's
primary organization listed on the Assignment form. As needed, you may change
this address.
21. If the employee wants their Messenger/Office address to appear in the
Faculty/Staff directory:
Click New to enter the address in a new window and select Directory Address in
the Type field.
Click the Close button.
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Step Action
22. Congratulations! You have completed the simulation on Entering Addresses for a
Salaried Faculty Employee.
End of Procedure.
Entering a Foreign Address for a Salaried Faculty or PRS Employee
A foreign home address cannot be the primary address while the employee is expecting
pay; use the Payroll office's address for that. While most employees can update their address via UVa Employee Self-Service, you must add foreign home addresses on their
behalf when:
Working locally - Enter as type Foreign Home Address
Working in foreign country - Use the Payroll office's address as the primary Home Address and foreign address as the secondary Home Address
When terminating employment, see Maintaining Employee Information > Maintaining Employee Addresses > Updating Addresses for a Terminated Foreign Employee.
Procedure
In this exercise the new employee is from England. Enter his foreign address information.
Step Action
1. In the employee's People window, click the Others button.
2. Address is preselected. Click the OK button.
3. Page through the existing addresses to get to a blank record.
Press the [Down Arrow] button.
4. Press the [Down Arrow] button.
5. Click the Style List of Values button.
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Step Action
6. As needed, use the Find feature or scroll to the correct option.
Click the vertical scrollbar.
7. Click the United Kingdom list item.
8. If the country is not listed, complete the Integrated System HRMS Support form
located in the Human Resources toolkit (http://www.hr.virginia.edu/other-hr-
services/employee-development/sys/hrms-tk/)to request the addition of the missing
country in the List of Values.
Click the OK button.
9. The window that displays is in the appropriate format for the country you selected.
Click in the Address Line 1 field.
10. Enter the information into the Address Line 1 field.
Enter a valid value e.g. "15 Cheltenham Road".
11. Click in the Town field.
12. Enter the city or town name in the Town field.
Enter a valid value e.g. "Birmingham".
13. Click in the Post Code field.
14. Enter a valid value e.g. "B34 6JT".
15. Do not record telephone numbers for the employee in this window.
16. Click the OK button.
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Step Action
17. Next enter the address type.
Click the Type List of Values button.
18. Click the Foreign Home Address list item.
19. Click the OK button.
20. Click the Save button.
21. Click the Close button.
22. Congratulations! You have completed the simulation on Entering a Foreign
Address for a Salaried Faculty Employee.
End of Procedure.
Entering the US Ethnic Origin for a Salaried Faculty or PRS Employee
In order to track ethnicity, US ethnic origin is required information. When selecting more
than one value the system automatically flags the 'Two or more races' field.
Procedure
In this exercise you will enter an employee's US ethnic origin as both American Indian and
White.
Step Action
1. In the employee's People window, click the Others button.
2. Click the Extra Information list item.
3. Click the OK button.
4. Click in the US Ethnic Origin field.
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Step Action
5. Click in the Details field.
6. Click in the appropriate field(s) to display the List of Values.
Click in the American Indian or Alaskan Native field.
7. Click the List of Values button.
8. Change the 'No' value to 'Yes'. In this exercise 'Yes' has already been selected for
you.
Click the OK button.
9. Click in the White field.
10. Click the List of Values button.
11. Click the Yes list item.
12. Click the OK button.
13. Note that when two or more values are selected the system updates the Two or
More Races field to 'Yes'.
14. When you have finished adding ethnic origins, click the OK button.
15. Click the Save button.
16. Click the Close button.
17. Congratulations! You have completed the simulation on Entering the US Ethnic
Origin for a Salaried Faculty Employee.
End of Procedure.
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Entering Phone Information for a Salaried Faculty or PRS Employee
When entering a new employee's phone numbers you can add as many as there are types for.
Procedure
In this exercise you will enter an employee's home phone number.
Step Action
1. In the employee's People window, click the Others button.
2. Click the Phones list item.
3. Click the OK button.
4. In the Type field, click the List of Values button.
5. Note: When entering cell numbers, choose 'Cell-Non Published' if the employee
does not want their cell number published in the whois directory.
In this exercise you want to enter the home phone number, which we selected for
you.
Click the OK button.
6. Click in the Phone Number field.
7. Enter the number using this format: xxx-xxx-xxxx.
Do not enter alpha characters or text in this field (e.g., 'Ext.').
Enter a valid value e.g. "434-973-5792".
8. To enter another phone number, click in the next Type field.
9. Click the List of Values button.
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Step Action
10. In this example, enter the work number.
Click the vertical scrollbar.
11. Click the Work list item.
12. Click the OK button.
13. Enter the number into the Phone Number field.
Enter a valid value e.g. "434-243-1111".
14. When you have finished adding numbers click the Save button.
15. Click the Close button.
16. Congratulations! You have completed the simulation on Entering Phone
Information for a Salaried Faculty Employee.
End of Procedure.
Entering Schools and Colleges Attended for a Salaried Faculty or PRS Employee
Enter all schools and colleges for the new employee, beginning with the last attended and
working backward. After entering the schools you will be able to assign statuses of Complete, Incomplete, Ongoing and Planned in the Qualifications section (next topic). If the employee did not attend a college or university you may enter their high school information using the generic value of High School.
Procedure
In this exercise you will enter a new employee's school and college attendance information.
Step Action
1. In the employee's People window, click the Others button.
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Step Action
2. Click the Schools and Colleges Attended list item.
3. Click the OK button.
4. To begin, use the List of Values to search the name of the last school attended on the
first row. Then search for the previous school on the second row, and so on.
School information is entered with a status of Complete, Incomplete, Ongoing and
Planned. Statuses are assigned in the Qualifications section (see next topic).
If the employee did not attend a college or university, search for the generic word
'High School', in the List of Values and use that.
5. Click the List of Values button.
6. Enter a unique key word in the Find field. Never use the word University or
College.
Place the wildcard sign (%) in front and back of the key word you choose.
Enter a valid value e.g. "%Georgetown%".
7. Click the Find button.
8. Choose from the resulting list of options.
Click the Georgetown University list item.
9. If a school is missing from the List of Values, email a request to add it to the list to
Your email must include the name of the school and the URL of the school,
translated to English if applicable.
Click the OK button.
10. Click in the End Date field.
Enter the End Date. If the day and month are unknown you may use '31-May' as the
day and month.
Enter a valid value e.g. "31-may-1996".
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Step Action
11. The Full Time checkbox is not being used at this time.
12. Continue entering schools working backward from the most recently attended.
When you have finished, click the Save button.
13. Click the Close button.
14. Congratulations! You have completed the simulation on Entering Schools and
Colleges Attended for a Salaried Faculty Employee.
End of Procedure.
Entering Qualifications for a Salaried Faculty or PRS Employee
After entering an employee's schools and colleges, access the Qualifications window and enter information such as type of degree and degree status.
Procedure
In this exercise you will enter an employee's information in the Qualifications window.
Step Action
1. On the employee's People window, click the Others button.
2. Click the Qualifications list item.
3. Click the OK button.
4. Begin with the latest degree earned first.
Click the Type List of Values button.
5. Scroll through the options or enter a unique key word before the wild card in the
Find field.
In this exercise, enter a unique key word in the Find field.
Enter a valid value e.g. "MD".
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Step Action
6. Click the Find button.
7. Choose from the list of results.
In this exercise use MD-Doctor of Medicine, which we have selected for you.
Click the OK button.
8. If a type is missing from the List of Values, submit the Integrated System HRMS
Support request form. The form is located in the Human Resources toolkit
(http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/).
The request must include the degree, the name of the school, the location/country,
and the URL of the school, translated to English if applicable.
9. Click in the Title Field.
Enter the discipline information into the Title field.
Enter a valid value e.g. "Neurology".
10. Press [Tab].
11. Enter the same end date you entered in the Schools and Colleges Attended
window.
Enter the desired information into the End Date field. Enter a valid value e.g. "31-
may-1996".
12. Click in the Status field.
13. Click the List of Values button.
14. Choose from the list of options. In this exercise use Complete, which is preselected.
Click the OK button.
15. Click in the Establishment field.
16. Click the List of Values button.
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Step Action
17. The school entered in the Schools and Colleges Attended window displays,
verifying that the date in both windows match.
18. Enter a specialty if the employee is board-certified, or board-eligible and
credentialed to see patients. Usually this is within the division/department for which
they are working. These specialties are defined by the AAMC.
Note on MD-Doctor of Medicine type: School of Medicine salaried Faculty employees must have a value entered in the
Additional Qualifications Details field.
Click in the Additional Qualifications Details field.
19. Click the Specialty List of Values button.
20. Click in the Find field.
21. Enter the desired information into the Find field.
Enter a valid value e.g. "%Neurology".
22. Click the Find button.
23. Neurology is selected.
Click the OK button.
24. Click the OK button.
25. Click the Save button.
26. As needed, continue adding qualifications by entering the next most recent school's
information.
Click the New button.
27. In this exercise, the second degree has been entered for you.
When you have finished entering qualifications, save and click the Close button.
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Step Action
28. Congratulations! You have completed the simulation on Entering Qualifications
for a Salaried Faculty Employee.
End of Procedure.
Entering Contact Information for a Salaried Faculty or PRS Employee
Contact information is optional. It can include the person who is the emergency contact for the employee.
Procedure
In this exercise you will enter contact information for an employee.
Step Action
1. In the employee's People window, click the Others button.
2. Click the contact list item.
3. Click the OK button.
4. Always begin by searching for the contact.
In the Last name field, click the List of Values button.
5. Enter the contact's last name in the Find field. Including wild cards can be helpful.
Enter a valid value e.g. "Handley%".
6. Click the Find button.
7. In this example the contact's name was not found.
Click the Cancel button.
8. Enter the Last name.
Enter a valid value e.g. "Handley".
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Step Action
9. Enter the First name.
Enter a valid value e.g. "Rita".
10. You can enter additional criteria if known, such as middle initial, suffix, and birth
date.
11. Click the Gender List of Values list.
12. Select the appropriate gender.
Click the Female list item.
13. Click in the Relationship field.
14. Click the List of Values button.
15. Choose from the list of options. In this exercise, the contact is the employee's wife.
Click the vertical scrollbar.
16. Click the Spouse list item.
17. Click the OK button.
18. Click the Save button.
19. Enter the Contact's address.
Click the Contact's Details button.
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Step Action
20. Select the appropriate address type.
Click the Enter US Address list item.
21. Click the OK button.
22. Enter the contact's home address.
Enter a valid value e.g. "2440 Main Street".
23. Press [Tab].
24. Click in the City field.
25. The Integrated System has a vertex file located in the list of values for the city, state,
and zip code provided from the post office. You can search for the city by selecting
from the list of values or by typing the first few characters.
Enter a valid value e.g. "Charlottes".
26. Press [Tab].
27. Cities matching the characters you entered display, along with the state, Zip Code,
and county. Choose the most correct value from the options.
Click the Charlottesville, VA 22900-22911 list item.
28. Click the OK button.
29. For cities with single Zip Codes, the value populates. For all other cities, enter the
Zip Code.
In this exercise the most correct value did not list the Zip Code needed here.
Click in the Zip Code field.
30. Enter a valid value e.g. "22901".
31. You must select the appropriate address Type on all contact address windows.
Click in the Type field.
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Step Action
32. Click the List of Values button.
33. Choose from the list of options.
Click the Home Address list item.
34. Click the OK button.
35. Click the Save button.
36. Taxation Address auto-completes after you select the correct option one more time.
Click the OK button.
37. Click the Close button.
38. Enter the contact's phone number.
Click the Contact's Details button.
39. Click the Enter Phone Numbers list item.
40. Click the OK button.
41. Click the List of Values button.
42. In this example, enter the home number.
Click the Home list item.
43. Click the OK button.
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Step Action
44. Enter the number using this format: xxx-xxx-xxxx.
Do not enter alpha characters or text in this field (e.g., 'Ext.').
Enter a valid value e.g. "434-973-5792".
45. When you have finished adding numbers click the click the Save button.
46. Click the Close button.
47. You can add more contacts using the New icon. When you have finished, click
the Close button.
48. Congratulations! You have completed the simulation on Entering Contact
Information for a Salaried Faculty Employee.
End of Procedure.
Entering Endowed Chair Information for a Salaried Faculty or PRS Employee
An endowed professorship (or endowed chair) is a position permanently paid for with the
revenue from an endowment fund specifically set up for that purpose. When a new employee is in an endowed chair position, enter the information in the Extra Person Information window.
Procedure
In this exercise you will enter endowed chair information for a new employee.
Step Action
1. In the employee's People window, click the Others button.
2. Click the Extra Information list item.
3. Click the OK button.
4. The defaulted Extra Person Information type is Emp-Endowed Chair.
Click in the Details field.
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Step Action
5. In the Chair Type field, click the List of Values button.
6. Choose from the list of options.
In this exercise, click the Endowed Chair list item.
7. Click the OK button.
8. In the Name of Endowed Chair field, click the List of Values button.
9. Search for the name of the endowed chair by scrolling or using the Find feature.
Click in the Find field.
10. Enter a key word included in the name of the endowed chair into the Find field,
after the wild card (%).
Enter a valid value e.g. "%Helen%".
11. If the Name of Endowed Chair is not listed, complete the Integrated System
HRMS Support request form located in the Human Resources toolkit
(http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/).
Include the name of the missing Endowed Chair title.
Click the Find button.
12. In the Title of Chairholder for BOV field, click the List of Values button.
13. Click in the Find field.
14. Enter an included key word in the Find field, after the wild card (%).
Enter a valid value e.g. "%Helen%".
15. If more than one option displays, choose the appropriate option from the list.
If only one option matches the key word entered, that value will populate the field.
Click the Find button.
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Step Action
16. Enter the start date in the Effective Date field.
Enter a valid value e.g. "25-aug-2012".
17. Enter Expected End Date if the employee received an appointment period for the
endowed chair.
18. Enter End Date when the employee is no longer in the endowed chair or has left the
University.
19. Click the OK button.
20. Click the Save button.
21. Click the Close button.
22. Congratulations! You have completed the simulation on Entering Endowed Chair
Information for a Salaried Faculty Employee.
End of Procedure.
Entering Work History for a Salaried Faculty or PRS Employee
Work history must include at least the last three jobs, covering the last 10 years of
employment. Explain any break in work history in the paperclip attachment.
Note: School of Medicine hires require information on residencies, fellowships, and internships.
Procedure
In this exercise you will enter an employee's work history.
Step Action
1. In the employee's People window, click the Special Info button.
2. App-Work History is the defaulted selection.
Note that the Special Info section is not date-tracked. You may remove a date from
any field and enter the correct date.
Click in the Start Date field.
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Step Action
3. Press [Delete].
4. Enter the start of a previous job into the Start Date field.
The system will order the jobs by date when you have finished entering them.
Enter a valid value e.g. "01-sep-1990".
5. Press [Tab].
6. Enter the end of a previous job into the End Date field.
Enter a valid value e.g. "31-aug-1995".
7. Press [Tab].
8. Enter information in the App-Work History window.
Do not enter a value in the Reference Check Requested field.
Press [Tab].
9. Enter previous employer name in the Name of Institution field.
Enter a valid value e.g. "University of Vermont".
10. Press [Tab].
11. Enter title in the Job Title field.
Enter a valid value e.g. "Assistant Professor".
12. You may enter information in the other fields as needed.
Click the OK button.
13. To continue adding work history (must add the last 3, and cover the last 10 years),
click in the Start Date field.
14. We completed the other two jobs for you.
When you have finished entering jobs, click the Save button.
15. Click the Close button.
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Step Action
16. You can view the reordering of the jobs by date.
Click the Special Info button.
17. The records are stacked in latest date order.
If you need to enter an explanation for a break in work history as an attachment,
please contact the Human Resources Service Center at [email protected].
18. Congratulations! You have completed the simulation on Entering Work History
for a Salaried Faculty Employee.
End of Procedure.
Entering Administrative Appt Info for a Salaried Faculty or PRS Employee
The Board of Visitors (BOV) has exclusive authority to confer faculty status. It does so by
"electing" an individual to the faculty in a formal resolution. The term "election" therefore has a special meaning and is used only when action by the BOV is required. By comparison, the president makes administrative appointments to assist that office and other administrative officers in conducting the business of the University. (The BOV approves only the appointment of the president, the vice presidents, and the chancellor of the University of Virginia’s College at Wise. Other appointments are merely reported by the
president.) "Appointment," therefore, is an action taken by or for the president and reported to the BOV. Thus, a clear distinction is maintained between faculty status and administrative assignments. Administrative Appointment Types
Select values are based on the following definitions:
Administrative Officer: Administrative appointment where the person may be classified or faculty and is responsible for the administrative functions in their area. This could be Director of Budge, Department Administrator, Administrative Associate Deans or other department heads outside of a specific school. This category should also include any Assistant or Associate Vice Presidents.
Academic Officer: Administrative appointments of faculty in a specific school, such as Assistant or Associate Dean, Division Director, Center Director, or Associate Chairs
Chair, Academic Department: Chair of an academic department within a specific
school
Dean: Dean of a school
Vice President: Vice presidents of the University
Center Director: The director of an academic department
Division Chief: The division chief of an academic department
Other: if none of the above titles apply
President/Chancellor: The President or Chancellor of the University
Senior Vice Chancellor: The Senior Vice Chancellor of the University
Procedure
In this exercise you will enter administrative appointment information for an employee.
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Step Action
1. In the employee's People window, click the Special Info button.
2. Click in the Emp-Administrative Appt field.
3. The Start Date will default to the date-track date. You may change the date as
needed.
4. Complete the End Date field once the employee is no longer in the administrative
appointment or if there is a change in the name of the administrative appointment.
If the name has changed, enter the new name and appointment information on a
separate line.
5. Click in the Detail field.
6. In the Admin Appt Type field, click the List of Values button.
7. Choose from the list of options.
Click the Chair, Academic Dept list item.
8. Click the OK button.
9. Optional:
In this exercise you will enter the administrative supplement amount. Enter the
amount portion of their salary that is associated with the administrative appointment.
Note: This does not add the amount to their base salary. Use the Salary
Administration form to add this to their base salary.
Enter a valid value e.g. "10000".
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Step Action
10. The administrative supplement may be based on an amount or a percentage. You
may indicate the basis in this field or leave it blank.
In this exercise, you will choose a basis for the administrative supplement.
Click in the Basis for Supplement field.
11. Click the Basis Supplement List of Values button.
12. In this exercise the supplement is based on amount. 'Amount' is preselected.
Click the OK button.
13. Enter the title into the Admin Appt Title field.
Enter a valid value e.g. "Chair, Department of Neurology".
14. Click in the Expected End Date field.
15. Enter a valid value e.g. "24-aug-2015".
16. Click the OK button.
17. Click the Save button.
18. Click the Close button.
19. Congratulations! You have completed the simulation on Entering Administrative
Appointment Information for a Salaried Faculty Employee.
End of Procedure.
Entering Committee Info for a Salaried Faculty or PRS Employee
The University draws on the knowledge and resources of faculty, students, and staff to
serve on a number of committees dedicated to furthering the mission of the institution. University committees serve a variety of functions and vary in terms of their charges and memberships. Committee information is not required. Departments will enter School and Department committees only.
Procedure
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In this exercise you will enter committee information for an employee.
Entering committee information is optional.
Step Action
1. In the employee's People window, click the Special Info button.
2. Click Emp-Committee.
3. The Start Date defaults to the date-track date. You may change the date as needed.
4. Complete the End Date field once the employee is no longer on the committee or if
there is a change in the name of the committee.
If the name has changed, enter the new name and appointment information on a
separate line.
5. Click in the Detail field.
6. Enter a valid value e.g. "Medical School, Promotion & Tenure".
7. Click in the Type of Committee field.
8. Click the List of Values button.
9. Choose from the list of options. Department or School is entered by departments.
University is entered by the President's Office only.
Click the School list item.
10. Click the OK button.
11. Click the Committee Chair List of Values button.
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Step Action
12. Is the employee the committee chair? No is the default option and the one to choose
in this exercise.
Click the OK button.
13. Enter a date in the Expected End Date field.
Enter a valid value e.g. "24-aug-2013".
14. Click the OK button.
15. Click the Save button.
16. Click the Close button.
17. Congratulations! You have completed the simulation on Entering Committee
Information for a Salaried Faculty Employee.
End of Procedure.
Entering a Directory Name for a Salaried Faculty or PRS Employee
Name to appear in the Faculty/Staff Directory
If you want the full name of an employee and the nickname in parentheses to appear
in the UVa Faculty/Staff directory, list the nickname in the Preferred Name field. Example: “Robert Jones (Bob)”.
If you want only the nickname to display in the directory, enter it in the First Name field of the Emp-Directory Name SIT. Example: “Bob Jones”.
This information is optional.
Procedure
In this exercise you will enter a directory name for an employee.
Step Action
1. In the employee's People window, click the Special Info button.
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Step Action
2. Scroll to Emp-Directory Name.
Click the vertical scrollbar.
3. Click in the Emp-Directory Name field.
4. The Start Date defaults to the date-track date. Change the date as needed.
5. End Date the record if the employee legally changes their name. Enter the new
name on a new line if appropriate.
6. Click in the Detail field.
7. Enter the preferred name in the First Name field.
Enter a valid value e.g. "Frank".
8. Press [Tab].
9. Enter text in the Middle Name field.
Enter a valid value e.g. "E".
10. Press [Tab].
11. Enter text in the Last Name field.
Enter a valid value e.g. "Handley".
12. Press [Tab].
13. As needed, enter text in the Suffix field.
Enter a valid value e.g. "Jr".
14. Click the OK button.
15. The information displays with a period after each value.
16. Click the Save button.
17. Click the Close button.
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Step Action
18. Congratulations! You have completed the simulation on Entering a Directory
Name for a Salaried Faculty Employee.
End of Procedure.
Entering EOP Reference Info for a Salaried Faculty or PRS Employee
The Office of Equal Opportunity Programs (EOP) reviews and approves all postings and
recruitment plans for executive staff, faculty positions and all professional research staff positions. EOP also reviews and waives all exemption requests for executive staff, faculty and professional research staff positions, including the exemption reason and exemption dates. Once the search is approved, EOP assigns an EOP reference number and conducts EO
compliance reviews to ensure equity in the search process.
You must enter the EOP approval code--or exemption reason and end date--in the employee's record.
Procedure
In this exercise you will enter EOP reference information for an employee.
Step Action
1. In the employee's People window, click the Special Info button.
2. Scroll to Emp-EOP Reference.
Click the vertical scrollbar.
3. Click in the Emp-EOP Reference field.
4. The Start Date defaults to the date-track date. Change the date as needed.
5. The End Date is entered when the employee receives a new EOP approval code, or
exemption and end date. Enter the new information on the next line.
6. Click in the Detail field.
7. Enter the reference number in the EOP Reference Number field.
Enter a valid value e.g. "MXM-123".
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Step Action
8. If the search has been waived by EOP for your employee's position, you must have
an EOP exemption reason and an EOP exemption end date, which you would enter
in the corresponding fields.
9. Click the OK button.
10. Click the Save button.
11. Click the Close button.
12. Congratulations! You have completed the simulation on Entering EOP Reference
Information for a Salaried Faculty Employee.
End of Procedure.
Entering HSF Contract Info for a Salaried Faculty or PRS Employee
HSF is an abbreviation for Health Services Foundation. The foundation changed their name to University Physician's Group (UPG); however, the Integrated System forms still reflects
the previous name of the foundation. HSF contract information is for School of Medicine faculty on a clinical track who are dually employed with UPG (University of Virginia Physician's Group, formerly HSF). This specifically tracks contract type, contract comments, and non-compete agreement (NCA) exemption information, such as:
Request date
Exemption status
Exemption comments
List of HSF Contract Types
CCA - UVa Clinician Consulting Agreement (used when contracted with individual
physician)
OUT - Outside Consulting (or Clinical Services Agreement, used when contracted with a practice)
PTL50 - Part-time < 50% (no non-compete language)
PTPC - Part-time > 50% (specialist, with non-compete language)
PTS - Part-time > 50% (primary care, with non-compete language)
PTWONC - Part-time > 50% (without non-compete language)
STAND - Standard II (used when physician does not have clinical privileges but maintains HSF benefits)
STD - Full-time contains no non-compete language
STDIAPC - Full-time, primary care, contains non-compete language
STDIAS - Full-time, specialist, contains non-compete language
STDIII - Clinical Instructors (used for short-term training positions)
STDII - Standard II (used when physician does not have clinical privileges but maintains HSF benefits)
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Procedure
In this exercise you will enter HSF contract information for an employee.
Step Action
1. In the employee's People window, click the Special Info button.
2. Scroll to Emp-HSF Contract Information.
Click the vertical scrollbar.
3. Click in the Emp-HSF Contract Information field.
4. The End Date field is used when the employee is no longer on the contract. For
Standard IA and Standard II contracts, you must enter the termination date.
For part-time and Standard III contracts, an end date displays in the field. Change it
only if the Faculty member's HSF employment is ending before the contract end
date.
5. Click in the Detail field.
6. Click the Contract Type's List of Values button.
7. Choose from the list of options. In this example, use the defaulted CCA option.
Click the OK button.
8. As needed, enter any relevant information in the Contract Comments field.
9. If a non-compete agreement is requested you must enter the appropriate information
in the NCA Exemption Request Date, NCA Exemption Status, and NCA
Exemption Comments fields.
10. Click the OK button.
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Step Action
11. Click the Save button.
12. Click the Close button.
13. Congratulations! You have completed the simulation on Entering HSF Contract
Information for a Salaried Faculty Employee.
End of Procedure.
Entering HSF SOC Info for a Salaried Faculty or PRS Employee
Use this window to document information regarding a faculty member’s schedule of
compensation (SOC), a portion of which may be paid by HSF (UPG). Exhibit A Schedule of Compensation and Benefits (SOC) and HSF Faculty Salary Split Payroll Form
The SOC references the frequency of the compensation and if it is variable (hours work and salary amount fluctuates, depending on schedule) or fixed (hours work and salary amount does not fluctuate). Payment of fringe benefits is determined when it is fixed compensation. With variable compensation, faculty members are not eligible for UPG fringe benefits. HSF Contract Window
Denotes which HSF current contract the respective faculty member has with HSF. Type of contract may change throughout the course of the faculty member's appointment with HSF
and UVa. Hours worked and duties and responsibilities determine the contract type for each faculty member.
SOC Window Denotes the split of salary or amount paid to the faculty member between HSF and UVa.
Procedure
In this exercise you will enter HSF schedule of compensation information for an employee.
Step Action
1. In the employee's People window, click the Special Info button.
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Step Action
2. Scroll to Emp-HSF SOC Information.
Click the vertical scrollbar.
3. Click in the Emp-HSF SOC Information field.
4. Do not enter an end date for an initial entry.
5. Click in the Detail field.
6. Enter the amount of the faculty member's salary paid directly by HSF into the HSF
Supplement field, even if it is 0 (zero).
Enter a valid value e.g. "25000.00".
7. Click in the Total Compensation field.
8. Total compensation is the amount of salary paid by HSF and UVa combined.
Enter a valid value e.g. "125000.00".
9. Click in the HSF PTAO1 field.
10. Enter the PTAO to which the HSF supplement will be charged. Separate each
segment with periods; for example, 123456.101.XX12345.12345.
Do not enter an expenditure type.
Enter a valid value e.g. "100006.101.YY00001.40850".
11. Click in the HSF PTAO1 % field.
12. Enter the percent of HSF supplement to be charged to PTAO1.
If the entire supplement is to be charged to PTAO1, enter 100.
Enter a valid value e.g. "100".
13. If splitting between multiple PTAOs you can use the PTAO2 and PTAO3 fields.
14. Click the OK button.
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Step Action
15. Click the Save button.
16. Click the Close button.
17. Congratulations! You have completed the simulation on Entering HSF SOC
Information for a Salaried Faculty Employee.
End of Procedure.
Entering Assignment Info for a Salaried Faculty or PRS Employee
Assignment The assignment is the central concept that relates the people that you employ to the structures in which they work and the compensation and benefits for which they are eligible. In IS, many of the activities that you undertake in human resource management are based on assignments and not people. In particular, you enter all earnings, deductions,
and other pay-related elements for the employee assignment, rather than for the employee. This makes it possible to give an employee two or more assignments. An employee must have a primary assignment at all times. The salaried assignment has to be the primary. You record promotions, transfers, and so on as changes to the existing assignment. These changes are date-tracked so that you can view the history of changes
to an assignment and can make future-dated changes. HRMS uses a unique identifier, known as an Employee Number, to identify every employee in the system. The employee number is a six-digit number. The first assignment has the same six-digit employee number. Each additional assignment has a suffix added to the employee number starting with -2. The system assigns each additional assignment the
next number in the sequence. Once an assignment is terminated, the assignment can never be used. If the employee is rehired, the system remembers the last number used
and assigns the next available number to the rehired employees new assignment. Primary and Secondary Assignments The primary assignment is the employee's main job at UVa. All benefits are associated with the primary assignment. Secondary assignments are used to reflect additional jobs, paid and unpaid, an employee may have at the University.
Examples of Secondary Assignments: • Employee works a wage job in addition to the primary assignment. Refer to Maintaining Employee Records - Adding an Additional Paid Assignment • Faculty member has an additional unpaid appointment in another department. Refer to Maintaining Employee Records - Adding an Additional Unpaid Assignment
• Faculty member receives additional pay for work outside normal salaried job and will
be paid over more than one consecutive pay period. Refer to Hiring Employees-Hiring a GRA/GTA or Faculty Wage (Goal Payment) • Faculty member receives additional pay for work outside the normal job and is paid an hourly wage. Refer to Hiring Employees-Hiring a Student or Faculty Hourly Wage Employee • Employee receives a bonus or additional pay for work outside normal job and the pay
will be paid in a lump sum payment. Refer to Maintaining Employee Information - Add Secondary Assignment (Faculty Wage, Lump Sum)
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Key Flexfield Overview The following are key flexfields: • People Group • Job
• Position • Grade People Group Definition People Group is used by the Labor Distribution and Human Resources modules.
Following is the configuration of the People Group flexfield: • Job Type – high level classification indicating whether an employee assignment is faculty, classified, student, etc. • Compensation Type – indicates whether an employee assignment is salaried, wage or
non-paid
• Employment Category – indicates whether the assignment is fulltime or part-time • Parttime FTE Percent - indicates the degree of FTE% for the assignment (used only for part-time) • Appointment Duration – indicates the broad category of appointment duration The People Group flexfield will only accept valid combinations of values. The only valid combinations are defined in the People Group Combinations table.
Job Definition The field titles and definitions of the Job key flexfield are as follows: • Title – defines the state role title for classified employees and the job title for faculty and University Staff
• Career Group/Rank – defines the state career group for the classified role title, or the
specific academic rank for faculty employees • Occupational Family – contains the state-defined occupational family for the state role code if classified; it will be blank for faculty • Role Code – contains the state-defined role code associated to the state-defined role title; it will be blank for faculty who are not Professional Research. A key feature of the role
code is that it will be explicitly defined for each classified job, as defined by the state. However, the faculty role code will be derived when it is required for reporting purposes. Job Name Examples The fields are concatenated and separated by a period to create a job name, which appears on the employee’s assignment. Using several jobs from the table above as an example,
here is how the jobs will appear: • Visiting Assistant Professor.Assistant Professor.. • Professor.Professor..
• Trades Technician III.Building Trades.Trades and Operations.79033 • Laboratory Technician B-1RSLABTECH4...
Additional Job Characteristics Each job will have other defining characteristics, some required by legislative regulations and some defined to meet UVA’s specific requirements. These additional data items are defined then initially creating a job, and are visible in the job description window but not
visible when assigning a job/position to an employee.
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The additional data items, which will be defined for each job, are contained in the further job information field and the job descriptive flexfield, as follows:
• FLSA Code – Exempt or Non-Exempt • EEO-6 Code – Values currently used at UVA • EEO-6 Sub-Code – Values currently used at UVA Position Definition
The field titles and definitions for the Position key flexfield are as follows: • Organization – contains the five-digit code representing a department. It is included in the position key flexfield to allow the correct assignment to be selected when creating a labor schedule or moving a position to a new organization. This will be required for all
positions.
• Work Title – contains the work title for the position. This will be required for all positions. • Appointment Type – defines the specific type of faculty appointment, and will be blank for all other non-faculty positions. This will be required only for faculty positions, and is needed to ensure unique position names. • Position Number – identifies a unique position number for state reporting of salaried employees and FTE budget tracking. There is a one-for-one relationship between
employee and position for salaried employees. Each of the segments of the position flexfield has a defined list of values to ensure selection of valid organization, work title and appointment type values. Position Name Examples:
The following are some specific examples of position names:
The fields are concatenated and separated by a period to create the position name, which appears on the employee’s assignment. Using several positions from the table above as an example, here is how the positions will appear:
• 40600.Professor of Internal Medicine.Teaching and Reseach.F1234 • 20020.Assistant Professor.Administrative.FA123 • 20020.ISP.Functional HR Team Member..C1567 • 20030.HR Administrative Specialist..00008
• 30000.Undergraduate Student Additional Position Characteristics
Each position will also have other defining characteristics, some required by legislative regulations and some defined to meet UVa’s specific requirements. These additional data
items are defined when initially creating the position, and are visible in the position description window but not visible when assignment a job/position to an employee. The additional data items, which will be defined for each job, are contained in the position standard conditions fields and in the position descriptive flexfield, as follows:
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• Standard Occupational Classification Code - will contain the SOC code values reported to the state.
• Class Code - contains the class code values reported to the state. • Drug Testing Required - indicates whether a position falls under the UVa drug testing policy; all employees assigned to a position with drug testing required will be required to undergo drug testing according to policy. • Telecommuting Approved - indicates whether a position is approved for
telecommuting; an employee assigned to a position so approved may or may not be a telecommuting employee. • Change Reason - if any non-key value is changed for a position, this field will contain a brief description of the reason for the change.
• Type of License Required - if licensure is required for a position; this field contains the type of license. Currently only one values is defined: Health Care License. COI - indicates whether the occupant of the position is subject to Conflict of
Interest reporting. UVa Survey Code - a unique alpha/numeric naming convention identifier paired
with a University Job Title denoting the employee category, functional specialty, and title. Position Months - populated if the position is a 9, 10, or 11 month position.
Matching Position # - number of the position that has been identified as the
‘match’ for this position, as part of the University Staff Plan. (if applicable)
Job and Position Relationship
A specific job can be attached to many positions, but a position can be linked to one and only one job. The following illustrates the relationship between jobs and positions using the examples previously provided under the Job Definition and Position Definition sections: Example 1
• Job: Title.Career Group/Rank.Occupational Family.Role Code • Professor.Professor.. • Positions: Organization.Work Title.Appointment Type. Position Number
• 40445.Professor of Neurosurgery.Teaching and Research.F1357
• 40445.Professor of Internal Medicine.Teaching and Research.F1267 Example 2
• Job: Title.Career Group/Rank.Occupational Family.Role Code • Trades Technician III.Building Trades. Trades and Operations.79033 • Positions: Organization.Work Title.Appointment Type.Position Number • 20175.Mason..C1299
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• 20210.Painter..L4911 • 20190.Sheet Metal Worker..C2388
Example 3 • Job: Title.Career Group/Rank.Occupational Family.Role Code Human Resources Practitioner II.Human Resources.Administative Services.19092
• Positions: Organization.Work Title.Appointment Type.Position Number • 20020.ISP Functional HR Team Member..C1567 • 20030.Administrative & Program Specialist III..C9920
Example 4 • Job: Title • Positions: Organization.Work Title..Position Number • 40790.Lab and Research Practitioner III..0007
• 20005.Law Enforcement Officer..00006 Grade Definition The fields in the Grade key flexfield and the field definitions are as follows:
• Employee Type-defines the high-level employee category. Valid values are
• Faculty
• Classified
• Research Associate
• Research Scientist
• Senior Scientist
• Principal Scientist
• Student Worker-Provost
• Student Worker-UHR
• University Staff
• Pay Band-defines the broad compensation bands valid for the employee
type. Valid values are 1 through 9, with 1 through 9 valid for classified and the
value of 1 the only valid value for the employee types other than classified.
University Staff will be a survey code which varies in length.
• Class Code-allows different pay elements to be linked to employees at the
class code level. Valid grades will be defined at the job and will also be defined on
the employee assignment to allow salary validation against the grade range.
Other Data Definitions
Assignment Category
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This field is used for reporting. Select values based on the following definitions. • Fulltime-Temporary: To be used by UVa Temporary Search Group only. All 40
hours/week UVa temp employees • Parttime-Temporary: To be used by Temporary Search Group only. All less than 40 hours/week UVa temp employees • Fulltime-Regular: All 40 hours/week, not UVa temp employees • Parttime Regular: All less than 40 hours/week, not UVa temp employees Important Note: If the employee assignment has an Assignment Category of Parttime-
Regular the working hours field found in the Standard Conditions tab must not be 40. Cautions Decision: Always select [No] when presented with the below caution which usually occurs
after selecting your position. Selecting [Yes] will incorrectly alter some of the fields you've
already completed. Caution: Always select 'OK' when presented with the below caution after saving the assignment. Saying [OK] updates the location of the position to the correct location for the position. If the location that loads is incorrect, you can delete the location, save and reenter the correct location. Most locations at the University will be 'HR-University of Va'.
Caution: If presented with the below caution at any time during the entry of the assignment, select [Cancel]. Selecting 'OK' will incorrectly alter the amount of hours you entered under working hours found in the Standard Conditions tab. If you hit [OK] by error, always correct the hours shown in the working hours field.
Alternate Work Schedule Select values based on the following definitions. • Flextime - a flextime schedule enables an employee to start and end work earlier or
later than the standard hours of work. Departments may require that employees be present and accessible during certain core times each day, or on certain days of the week. • Compressed Schedule - in this arrangement the work schedule may be “compressed” such that the employee would work his or her normal work-hours by working greater than 8 hours on some days and less or no hours on other days. Example for exempt or non-exempt employee: Four ten-hour days that allow for one day off between Monday and Friday. Example for exempt employees only: In the first week, the employee works 5
nine-hour days (total of 45 hours). In the second week, the employee works 3 nine-hour days, 1 eight-hour day and has a day off (total of 35 hours). This totals 80 hours over the two week period. • Rotational or Fixed Shifts - under this arrangement, an 8 hour shift would “rotate”
or change during a set schedule or include fixed hours assigned outside of the University’s standard hours of work. Rotational or fixed shifts are schedules that allow management to increase their unit’s coverage of evening, night, and weekend hours. Certain jobs may also
lend themselves to working set or rotating evening, night, and weekend shift hours or a combination of day, evening, and weekend shift hours in lieu of the University’s standard hours of work. Examples: Rotational Shift - an employee works evening hours from 3:00 p.m. to 12:00 a.m. Monday through Friday for 4-weeks and 8:00 a.m. to 5:00 p.m. for the next 4 weeks. Fixed Shift: an employee works evening hours from 3:00 p.m. to 12:00 a.m.
Note the default for a Faculty employee is 'Flextime'.
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Telecommuter - select values based on the following definitions. • W=Office/Facility Worker - office, campus, or facility based employee who reports to and works from a defined central agency workplace(s). Employee may from time to time
travel off-site for work activities, meetings, or conferences when approved by management, but spends a clear majority of their time working at an assigned agency worksite(s). Workers in telework eligible positions who choose not to telework should be assigned this category • M=Mobile Worker - employee works a clear majority of their planned schedule in a mobile mode away from agency offices/facilities out in the “field” • T=Full-Time Teleworker - employee teleworks all or a clear majority of their planned
schedule from a defined and agreed upon alternate worksite(s) • H=Hybrid Teleworker - employee has an active telework agreement on file and consistently teleworks a minimum of 32 hours or more per month (but less than full-time) • L=Limited Teleworker - employee has an active telework agreement on file and
teleworks consistently less than 32 hours per month on a limited, sporadic, or task driven
basis in response to a specific agency need(s) Note the default for a Faculty employee is 'H'. Formal Faculty Titles
The formal faculty title is the faculty rank plus the word 'in' or 'of' and the discipline. Discipline = Department Name which needs to be spelled out, not abbreviated or if long at least the same characters shown in the Organization field of the assignment. The administrative appointment title must not be entered in the Formal Faculty title field. If the appointee is General Faculty, this becomes part of the title without the 'of' or 'in.'
The formal faculty standard for academic departments is as follows:
Lecturer, General Faculty (used when an appointee doesn’t have a department as with the
library and the associate deans. It is NOT supposed to be used to indicate non-tenure track.) Lecturer in Discipline Instructor in Discipline Research Associate in Discipline Research Scientist in Discipline
Senior Scientist in Discipline Principle Scientist in Discipline Visiting Assistant Professor of Discipline Visiting Associate Professor of Discipline Visiting Professor of Discipline
Assistant Professor, General Faculty
Assistant Professor of Discipline Associate Professor of Discipline Professor of Discipline The formal faculty standard for the School of Medicine is as follows:
Lecturer of Discipline Instructor of Discipline Research Associate of Discipline Research Scientist of Discipline Senior Scientist of Discipline
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Principle Scientist of Discipline Visiting Scholar of Discipline Visiting Assistant Professor of Discipline
Visiting Associate Professor of Discipline Visiting Professor of Discipline Assistant Professor of Discipline Associate Professor of Discipline Professor of Discipline Instructor of Research in Discipline
Assistant Professor of Research in Discipline Associate Professor of Research in Discipline Professor of Research in Discipline Examples of incorrect titles and what they should be are:
Incorrect Correct Lecturer Lecturer in English Research Associate Department of Public Health Sciences Research Associate of Public Health Sciences (School of Medicine) Assistant Professor, Program Director, Health Sciences Management Assistant Professor of Health Sciences Management (note the Program Director is entered in the
administrative appointment title) Associate Professor of Medicine Associate Professor of Microbiology Professor of Education, Teaching Faculty Professor of Education Research Scientist Research Scientist in Environmental Sciences
Assistant Professor, Senior Program Director, Business & Professional Studies Assistant
Professor of Business and Professional Studies Research Associate in UCEA Research Associate in Leadshp, Fndns & Pol Studies (Department name as shown in the Organization field of the assignment)
Procedure
In this exercise you will enter assignment information for an employee.
Step Action
1. In the employee's People window, click the Assignment button.
2. The Assignment window displays. You will complete all required fields as well as
information in several of the tabs and in additional assignment details before saving.
For new employees, the value 'A1000 Rector/Board of Visitors' defaults in the
Organization field.
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Step Action
3. Enter your org code in the Organization field.
Enter a valid value e.g. "40850".
4. Press [Tab].
5. Choose an option:
• Use Update when the record has already been saved. It changes the record as of
your effective date but preserves the previous information.
• Correction overrides any previous information with your new changes.
Click the Correction button.
6. The People Group Flexfield window displays. Complete the fields.
Click the Job Type List of Values button.
7. Choose from the list of options.
Click the Faculty, HSF list item.
8. Click the OK button.
9. Click the Compensation Type List of Values button.
10. Click the Salaried list item.
11. Click the OK button.
12. Click the Employment Category List of Values button.
13. Choose either Fulltime or Parttime.
In this exercise use Fulltime, which is the default selection.
Click the OK button.
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Step Action
14. Note: When you choose parttime, enter the Parttime FTE Percent value from the
List of Values.
15. Click in the Appointment Duration field.
16. Click the List of Values button.
17. Choose from the list of options.
Click the Greater than 6 mo list item.
18. Click the OK button.
19. Click the OK button.
20. Continue entering information in the Assignment window.
Click the Job List of Values button.
Note: You may select the position before selecting the job if you wish.
21. Search for the job using the Find field.
Enter a valid value e.g. "Professor%".
22. Click the Find button.
23. Choose from the list of results.
Click the Professor.Professor.. list item.
24. Click the OK button.
25. Click the Position List of Values button.
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Step Action
26. Search for the vacant position number in the Find field.
Enter a valid value e.g. "40850%".
27. Click the Find button.
28. Choose from the list of results. In this exercise, use the default position.
Click the OK button.
29. A Decision dialog box displays, asking if you want to accept the default values for
the position.
Note that choosing 'Yes' would default information in some of the fields that may
not be accurate.
Click the No button.
30. Click the Grade List of Values button.
31. Enter a value in the Find field. Use a wildcard to see all values.
Enter a valid value e.g. "%".
32. Click the Find button.
33. Choose from the list of results. The appropriate grade displays a 'Yes' in the Valid
for Job column.
In this exercise click the Faculty.1. list item.
34. Click the OK button.
35. Click the Payroll List of Values button.
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Step Action
36. Choose from the list of options. Faculty are paid monthly
(http://www.hr.virginia.edu/calendars/2013-payroll-calendar/).
Click the Monthly list item.
37. Click the OK button.
38. Click in the Assignment Category field.
39. Click the List of Values button.
40. Choose from the list of options. Note that assignments ending in 'Temporary' are
used for Temporary Services employees only.
In this exercise use the defaulted choice of Fulltime-Regular.
Click the OK button.
41. Salary Information tab:
Click in the Salary Basis field.
42. Click the List of Values button.
43. Choose from the list of options.
• Use Non 12 Month Annual Salary for faculty who are 9, 10, or 11 month.
• Use Annual Salary for faculty who are paid 12 months a year.
In this exercise, use the defaulted Annual Salary.
Click the OK button.
44. Click the Supervisor tab.
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Step Action
45. Enter the supervisor's [last name] or [last name, first initial] or [name] in
the Name field.
Enter a valid value e.g. "Jane, John".
46. Press [Tab].
47. If more than one result displays, choose from the list.
In this exercise the preselected value is correct.
Click the OK button.
48. Click the Standard Conditions tab.
49. Enter a value for Working Hours.
Important Note: Enter 40 for a fulltime employee.
Enter a valid value e.g. "40".
50. Press [Tab].
51. Click the Frequency List of Values button.
52. Always use 'Week' for all employee types.
Click the Week list item.
53. Click the OK button.
54. Leave the Hourly/Salaried field blank.
55. Click the Statutory Information tab.
56. Click in the [Statutory Information Details] field.
57. The GREs and other data window displays.
Click the Government Reporting Entity List of Values button.
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Step Action
58. The list of values contains only one entry, which defaults: A1000 Rector/Board of
Visitors.
59. Important: Leave the Timecard Approver field blank.
60. Click in the Timecard Required field.
61. Click the List of Values button.
62. Faculty are exempt and do not complete a timecard. 'No' is defaulted.
Click the OK button.
63. Leave the rest of the fields blank.
64. Click the OK button.
65. Click in the [Additional Assignment Details] field.
66. You must choose an appropriate Assignment Change Reason that accurately
describes the type of action you are entering for this employee.
Click the List of Values button.
67. Choose from the list of options. The first time an employee is entered in the
Integrated System use New Hire.
Click the vertical scrollbar.
68. Click the New Hire list item.
69. Click the OK button.
70. Enter the Formal Faculty Title for your new employee.
Enter a valid value e.g. "Professor of Neurology".
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Step Action
71. Enter a date in the Appointment Start Date field. This is required for all Faculty
employees.
Enter a valid value e.g. "25-aug-2012".
72. Enter a date in the Appointment End Date field. This is required for all non-
tenured Faculty employees.
To calculate the date, use the day before the effective date and add the years.
Enter a valid value e.g. "24-aug-2015".
73. When using the salary basis 'Non 12 Month Annual Salary', select an appropriate
value in the Number of Work Months field.
74. Click in the Alternate Work Schedule field.
75. Click the List of Values button.
76. Choose from the list of options.
In this exercise, click the Flextime list item.
77. Click the OK button.
78. Click the Telecommuter List of Values button.
79. Choose from the list of options.
In this exercise, the 'H' is preselected.
Click the OK button.
80. Close the Additional Assignment Details window.
Click the OK button.
81. Click the Save button.
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Step Action
82. Note: If you see this caution option select Cancel. Clicking Cancel will keep the
number of hours you entered in the working hours field under the Standard
Conditions tab.
If you hit [OK] the hours will revert to the number of hours set-up for the position,
which may not be correct.
83. The Location field currently contains the default value of 'Rector/BOV'.
Click the OK button to replace it with the correct option.
84. Note that 'HR-University of Va' now displays in the Location field.
85. As a general rule before leaving the assignment window, click the left-right arrow
button and select the Salary Information tab.
86. Congratulations! You have completed the simulation on Entering Assignment
Information for a Salaried Faculty Employee.
End of Procedure.
Entering Salary Info for a Salaried Faculty or PRS Employee
Salary Basis
A salary basis of 'Annual Salary' selected on the Assignment form means essentially that the employee receives regular pay on a regular basis (12 months), and that this amount doesn't fluctuate in regard to the quality or quantity of work actually performed. The Salary Administration form contains the annual salary amount which divided by 12 months
determines the monthly salary amount paid to the employee. A salary basis of 'Non 12 Month Annual Salary' selected on the assignment window means the employee receives regular pay for 9, 10, or 11 months and that this amount doesn't fluctuate in regard to the quality or quantity of work actually performed. The start and end date for a 9-month paid employee is 25-Aug-xxxx-24-May-xxxx. The start and end date for a 10-month paid employee is 25-Aug-xxxx-24-Jun-xxxx. The start and end date for an 11-
month paid employee is 25-Aug-xxxx-24-Jul-xxxx. The Payroll Calendar defines the effective start and end date of the payroll and the date the employee is paid.
Navigating the Monthly Payroll Calendar
At UVa, paychecks for University staff and faculty are generated on different frequencies. Paychecks for University staff are generated every other Friday or twenty-six times per year; payments for faculty are generated once per month or twelve times per year. For University staff, the checks are normally payable every other Friday. Pay periods for faculty begin on the 25th of the month and end on the 24th of the following
month. The employee’s salary payment is normally payable on the 1st of the month
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following in which the pay period ended. When the normal payday falls on a weekend, the payments to faculty are payable on the last workday immediately prior to the weekend. Paydays for Faculty for months ending fiscal year quarters (September, December and
March) are on the last day of the fiscal quarter unless falling on a weekend, in which case, pay day is the last workday of the quarter immediately prior to the weekend. Definitions • Pay Per # – defines the state role title for classified employees and the job title for faculty and University Staff
• Pay Period Begin Date – the start date of a payroll • Pay Period End Date – the end date of a payroll • Last Day Dept Enter Hires, Assigns, & Salaries – the deadline for entering any new faculty or Professional Research Staff • Last Day Dept Approve Hires, Salaries, Enter LD – the deadline to approve salary or
enter the Labor Distribution schedule
• Payroll Processed – the date payroll is processed • Bank File Due Date – the date an employee can preview their paycheck in Employee Self-Service. • Check Date – the date the funds are in the employee’s account • Deduction – indicates whether all deductions or limited deductions, etc. will be deducted from the paycheck. Limited deductions happen twice a year for salaried bi-weekly employees only. • FY – represents the fiscal year the funds will be charged
Procedure
In this exercise you will add an employee's salary information.
Step Action
1. In the employee's Assignment window, click the Salary button.
2. Enter the effective date in the Change Date field.
Enter a valid value e.g. "25-aug-2012".
3. Navigate to the New Value field.
Press [Tab].
4. Press [Tab].
5. Enter the salary amount in the New Value field.
Enter a valid value e.g. "100000.00".
6. Click in the Reason field.
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Step Action
7. Click the List of Values button.
8. When entering information for the first time the reason is 'New Hire'.
Click the vertical scrollbar.
9. Click the New Hire list item.
10. Click the OK button.
11. Click the Save button.
12. Click the Close button.
13. Congratulations! You have completed the simulation on Entering Salary
Information for a Salaried Faculty Employee.
End of Procedure.
Entering Tenure Info for a Salaried Faculty or PRS Employee
Do not enter tenure (https://policy.itc.virginia.edu/policy/policydisplay?id=PROV-017)
information for a Professional Research Staff employee.
Procedure
In this exercise you will add tenure information for an employee.
Step Action
1. In the employee's Assignment window, click the Others button.
2. Choose Extra Information, the default choice.
Click the OK button.
3. The only value in this window is Emp-Tenure Track.
Click in the Details field.
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Step Action
4. The Extra Assignment Information window displays.
Click the Tenure Status List of Values button.
5. Choose from the list of options.
In this exercise, click the Tenure Track list item.
6. Click the OK button.
7. If your school uses track type, click the Track Type List of Values button.
8. Choose from the list of options.
Click the Academic Investigator list item.
9. Click the OK button.
10. Enter the effective date in the Original Tenure Eligibility Date field.
Enter a valid value e.g. "25-aug-2012".
11. If your employee's status is Tenure Track:
Click in the Projected Tenure Eligibility End Date field.
12. Enter the effective date.
Enter a valid value e.g. "25-aug-2017".
13. Click in the Organization field.
14. Enter your org code.
Enter a valid value e.g. "40850".
15. Press [Tab].
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Step Action
16. The organization name displays.
Click the OK button.
17. Click the Save button.
18. Click the Close button.
19. Click the Close button.
20. This was the final step in adding the new employee.
Reminder: Tomorrow or the next available work day, run the Discoverer report
HR_Audit Reports-Group 1, the first tab and review your new hires and your rehires
to ensure all the required fields are correct.
Click the Close button.
21. Congratulations! You have completed the simulation on Entering Tenure
Information for a Salaried Faculty Employee.
End of Procedure.
Hiring a University Executive Staff Employee
This section demonstrates all the required and optional fields for hiring a University
Executive Staff employee. Follow each topic in sequential order starting with adding the employee via the People window. Each topic then continues within the People window. Important Note: You must be prepared to complete all of the sections without delaying the entry of any topic to a different day. The HRMS module interfaces with other software
such as Jobs@UVa, Lead@UVa, the Operational Data Store (ODS), Student Information System (SIS), etc., and sends information to the other systems in a nightly batch. Not completing the record will cause some of the other processes to fail and your partial record may be deleted. If the effective date is in a payroll (http://www.hr.virginia.edu/calendars/2015-payroll-
calendar/) that has already processed, email the following to request a special check for
the missed paycheck: • [email protected] • [email protected] At the completion of this section, you will be able to enter the following:
• Personal information • Addresses
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• US ethnic origin • Phone information • Assignment • Salary information
Creating a Record and Adding Personal Info for a UES Employee
Every department is able to record personal information for its employees, non-UVa employees and contacts. HRMS allows you to quickly and easily enter, update, track,
inquire and report on people daily through the People window. This information--apart from employee address data--is date-tracked, allowing you to keep
an historical track of an employee’s personal information. Required Employee Documents Each department must have an I-9 Specialist to view the new paid employee's original identification to complete part two of the I-9 Online process. The employee must enter their direct deposit and W-4 information via UVa Employee Self-Service on the day after their hire date. The Va-4 form is available in UVa Employee Self-Service to print, complete and send to the Payroll office. The Va-4 must not have any cross outs, or white-outs on the form, or the form will be returned.
Goal Pay Effective Dates for the following scenarios are as follows:
New Hire – The effective date can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Rehire – Can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Adding a New Goal Pay Assignment to an Existing Employee – Can be any day in the pay period.
Change to an Existing Goal Pay Assignment – Must be the 1st day of the pay period.
Procedure
In this simulation you will create a record for a University Executive Staff employee and add
personal information.
Step Action
1. Begin by logging into your HRMS Specialist responsibility.
Click the expand button.
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Step Action
2. Click the People Enter & Maintain link.
3. The People window displays, along with a Decision box. To change the effective
date to other than today's date, click the Yes button.
4. Press [Delete].
5. Enter the date the person started working in your department into the Effective
Date field.
Enter a valid value e.g. "25-aug-2013".
6. Click the OK button.
7. Verify your effective date displays at the top of the People window.
8. When hiring employees, they may already be in the database. For example, they
may be current or ex-employees.
If you find the person you wish to hire in the database, check their person type and
refer to the chart in the Hiring Employees introduction for further instruction.
9. Search for the name of the person by entering the [last name, first initial] in the Full
Name field.
Enter a valid value e.g. "Johnson, A".
10. Note: You may also search by Social Security number if entered in the format xxx-
xx-xxxx.
11. Click the Find button.
12. Review any resulting list to see if your person already exists in the database.
If you do not find your person in the list you can enter them as a new hire.
Click the Cancel button.
13. Clear the Find Person window.
Click the Clear button.
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Step Action
14. Click the New button.
15. Name section: Enter exactly as it displays on their Social Security card.
Enter the last name in the Last field.
Enter a valid value e.g. "Johnson".
16. Enter the first name in the First field.
Enter a valid value e.g. "Audrey".
17. Click in the Middle field.
18. Enter the middle name or initial as it displays on the Social Security card.
Enter a valid value e.g. "M".
19. Click the Gender list.
20. Select the appropriate option.
Click the Female list item.
21. Click the Action list.
22. Click the Create Employment list item.
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Step Action
23. After selecting 'Create Employment' the Person Types options display.
The choices for Person Type are as follows:
• Employee: All paid employees at UVa
• Medical Center Employee: An employee who is paid on the hospital side; and
supervises an employee who is paid on the Academic payroll
• Non-UVa Employee: An employee who is appointed at the University of
Virginia with no salary
• UVa Retiree: Updated by Human Resources once an employee has retired from
UVa
In this exercise the person is an employee.
Click the OK button.
24. Click in the Social Security field.
25. Enter the employee's Social Security number following this format: xxx-xx-xxxx.
Enter a valid value e.g. "212-03-4999".
26. Press [Tab].
27. Note: A pop-up window may display if the name or Social Security number
resembles the name and Social Security number of a person who is in the system. A
list of names will display for you to check the records to make sure any person listed
is not your person. You may need to date-track to a future effective date to find a
person in the list.
The 'no match' option will display at the bottom of the pop-up window. Select the
'no match' option when you have verified the people in the list.
28. Click in the Birth Date field.
29. Enter the employee's birth date following this format: dd-mmm-yyyy.
Enter a valid value e.g. "01-jan-1981".
30. Press [Tab].
31. The Age displayed is based on the birth date entered and your date-track date.
32. If an employee prefers to be called by a nickname or middle name or has a previous
last name, enter it in the Further Name tab.
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Step Action
33. Click the Save button.
34. Congratulations! You have completed the simulation on Creating a Record and
Adding Personal Information for a University Managerial and Professional
Executive Staff Employee.
End of Procedure.
Entering Addresses for a University Executive Staff Employee
Addresses Use the Address window to enter as many addresses as necessary. All employees must
have only one primary home address but can have any number of secondary addresses.
Enter home address and a messenger mail/office address for your Faculty salaried employee. Create a directory address using the messenger mail/office address information for display in the Faculty/Staff directory. If working with foreign addresses, see next topic.
Procedure
In this exercise you will enter the new employee's address information.
Note: You can enter only one address for each address type.
Step Action
1. In the employee's People window, click the Address button.
2. Enter the home address first. Enter the PO box or street name into the PO Box or
Street field.
Enter a valid value e.g. "2440 Main Street".
Important Note: The home address is the employee's primary address. If the
employee has an apartment number, building number, suite, room, or floor, enter the
information on Address Line 2.
3. Click in the City field.
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Step Action
4. The Integrated System has a vertex file located in the list of values for the city, state
and zip code provided from the post office. You can search for the city by selecting
from the list of values or by typing the first few characters.
Enter the desired information into the City field. Enter a valid
value e.g. "Charlottes".
5. Press [Tab].
6. Cities matching the characters you entered display, along with the state, Zip Code,
and county. Choose the most correct value from the options.
Click the Charlottesville, VA 22900-22911 list item.
7. Click the OK button.
8. For cities with single Zip Codes, the value populates. For all other cities, enter the
Zip Code.
In this exercise the most correct value did not list the Zip Code needed here.
Click in the Zip Code field.
9. Enter a valid value e.g. "22901".
10. You must select the appropriate address Type on all employee address windows.
Click in the Type field.
11. Click the List of Values button.
12. Choose from the list of options.
Click the Home Address list item.
13. Click the OK button.
14. Click in the Additional Address Details field.
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Step Action
15. Indicate whether or not the employee would like their address and phone number
displayed in the Faculty/Staff directory and whois.
Select a value in this field for salaried employees only.
Click the List of Values button.
16. The value 'No' is preselected. In this exercise, click the OK button.
17. Click the OK button.
18. Click the Save button.
19. Taxation Address auto-completes after you select the correct option one more time.
Click the OK button.
20. Messenger/Office address is populated the next day, according to the employee's
primary organization listed on the Assignment form. As needed, you may change
this address.
21. If the employee wants their Messenger/Office address to appear in the
Faculty/Staff directory:
Click New to enter the address in a new window and select Directory Address in
the Type field.
Click the Close button.
22. Congratulations! You have completed the simulation on Entering an Address for a
University Executive Staff Employee.
End of Procedure.
Entering the US Ethnic Origin for a University Executive Staff Employee
In order to track ethnicity, US ethnic origin is required information. When selecting more than one value the system automatically flags the 'Two or more races' field.
Procedure
In this exercise you will enter an employee's US ethnic origin as Black or African American.
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Step Action
1. In the employee's People window, click the Others button.
2. Click the Extra Information list item.
3. Click the OK button.
4. Click in the US Ethnic Origin field.
5. Click in the Details field.
6. Click in the appropriate field to display the List of Values.
Click in the Black or African American field.
7. Click the List of Values button.
8. Click the Yes list item.
9. Click the OK button.
10. Click the OK button.
11. Click the Save button.
12. Click the Close button.
13. Congratulations! You have completed the simulation on Entering the US Ethnic
Origin for a University Executive Staff Employee.
End of Procedure.
Entering Phone Information for a University Executive Staff Employee
When entering a new employee's phone numbers you can add as many as there are types for.
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Procedure
In this exercise you will add a home phone number for a new employee.
Step Action
1. In the employee's People window, click the Others button.
2. Click the Phones list item.
3. Click the OK button.
4. In the Type field, click the List of Values button.
5. Note: When entering cell numbers, choose 'Cell-Non Published' if the employee
does not want their cell number published in the whois directory.
In this exercise you want to enter the home phone number.
Click the Home list item.
6. Click the OK button.
7. Enter the number using this format: xxx-xxx-xxxx.
Do not enter alpha characters or text in this field (e.g., 'Ext.').
Enter the desired information into the Phone Number field.
Enter a valid value e.g. "434-973-2943".
8. To enter another phone number, click in the next Type field.
In this exercise you do not want to enter another phone number.
9. When you have finished adding numbers click the Save button.
10. Click the Close button.
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Step Action
11. Congratulations! You have completed the simulation on Entering Phone
Information for a University Executive Staff Employee.
End of Procedure.
Entering Assignment Information for a University Executive Staff Employee
Assignment The assignment is the central concept that relates the people that you employ to the structures in which they work and the compensation and benefits for which they are eligible. In IS, many of the activities that you undertake in human resource management are based on assignments and not people. In particular, you enter all earnings, deductions, and other pay-related elements for the employee assignment, rather than for the employee. This makes it possible to give an employee two or more assignments. An
employee must have a primary assignment at all times. The salaried assignment has to be the primary. You record promotions, transfers, and so on as changes to the existing assignment. These changes are date-tracked so that you can view the history of changes
to an assignment and can make future-dated changes. HRMS uses a unique identifier, known as an Employee Number, to identify every employee
in the system. The employee number is a six-digit number. The first assignment has the same six-digit employee number. Each additional assignment has a suffix added to the employee number starting with -2. The system assigns each additional assignment the next number in the sequence. Once an assignment is terminated, the assignment can never be used. If the employee is rehired, the system remembers the last number used and assigns the next available number to the rehired employees new assignment.
Primary and Secondary Assignments The primary assignment is the employee's main job at UVa. All benefits are associated with the primary assignment. Secondary assignments are used to reflect additional jobs, paid
and unpaid, an employee may have at the University. Examples of Secondary Assignments:
• Employee works a wage job in addition to the primary assignment. Refer to Maintaining Employee Records - Adding an Additional Paid Assignment • Faculty member has an additional unpaid appointment in another department. Refer to Maintaining Employee Records - Adding an Additional Unpaid Assignment • Faculty member receives additional pay for work outside normal salaried job and will be paid over more than one consecutive pay period. Refer to Hiring Employees-Hiring a
GRA/GTA or Faculty Wage (Goal Payment) • Faculty member receives additional pay for work outside the normal job and is paid an hourly wage. Refer to Hiring Employees-Hiring a Student or Faculty Hourly Wage Employee • Employee receives a bonus or additional pay for work outside normal job and the pay will be paid in a lump sum payment. Refer to Maintaining Employee Information - Add
Secondary Assignment (Faculty Wage, Lump Sum)
Key Flexfield Overview The following are key flexfields: • People Group • Job • Position
• Grade People Group Definition
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People Group is used by the Labor Distribution and Human Resources modules. Following is the configuration of the People Group flexfield:
• Job Type – high level classification indicating whether an employee assignment is faculty, classified, student, etc. • Compensation Type – indicates whether an employee assignment is salaried, wage or non-paid • Employment Category – indicates whether the assignment is fulltime or part-time • Parttime FTE Percent - indicates the degree of FTE% for the assignment (used only
for part-time) • Appointment Duration – indicates the broad category of appointment duration The People Group flexfield will only accept valid combinations of values. The only valid combinations are defined in the People Group Combinations table.
Job Definition The field titles and definitions of the Job key flexfield are as follows: • Title – defines the state role title for classified employees and the job title for faculty and University Staff • Career Group/Rank – defines the state career group for the classified role title, or the
specific academic rank for faculty employees • Occupational Family – contains the state-defined occupational family for the state role code if classified; it will be blank for faculty • Role Code – contains the state-defined role code associated to the state-defined role title; it will be blank for faculty who are not Professional Research. A key feature of the role code is that it will be explicitly defined for each classified job, as defined by the state. However, the faculty role code will be derived when it is required for reporting purposes.
Job Name Examples The fields are concatenated and separated by a period to create a job name, which appears on the employee’s assignment. Using several jobs from the table above as an example, here is how the jobs will appear:
• Visiting Assistant Professor.Assistant Professor.. • Professor.Professor.. • Trades Technician III.Building Trades.Trades and Operations.79033 • Laboratory Technician B-1RSLABTECH4...
Additional Job Characteristics Each job will have other defining characteristics, some required by legislative regulations and some defined to meet UVA’s specific requirements. These additional data items are
defined then initially creating a job, and are visible in the job description window but not visible when assigning a job/position to an employee.
The additional data items, which will be defined for each job, are contained in the further job information field and the job descriptive flexfield, as follows: • FLSA Code – Exempt or Non-Exempt • EEO-6 Code – Values currently used at UVA • EEO-6 Sub-Code – Values currently used at UVA
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Position Definition
The field titles and definitions for the Position key flexfield are as follows: • Organization – contains the five-digit code representing a department. It is included in the position key flexfield to allow the correct assignment to be selected when creating a labor schedule or moving a position to a new organization. This will be required for all positions. • Work Title – contains the work title for the position. This will be required for all
positions. • Appointment Type – defines the specific type of faculty appointment, and will be blank for all other non-faculty positions. This will be required only for faculty positions, and is needed to ensure unique position names. • Position Number – identifies a unique position number for state reporting of salaried
employees and FTE budget tracking. There is a one-for-one relationship between
employee and position for salaried employees. Each of the segments of the position flexfield has a defined list of values to ensure selection of valid organization, work title and appointment type values. Position Name Examples:
The following are some specific examples of position names: The fields are concatenated and separated by a period to create the position name, which appears on the employee’s assignment. Using several positions from the table above as an example, here is how the positions will appear: • 40600.Professor of Internal Medicine.Teaching and Reseach.F1234
• 20020.Assistant Professor.Administrative.FA123 • 20020.ISP.Functional HR Team Member..C1567 • 20030.HR Administrative Specialist..00008
• 30000.Undergraduate Student Additional Position Characteristics Each position will also have other defining characteristics, some required by legislative regulations and some defined to meet UVa’s specific requirements. These additional data
items are defined when initially creating the position, and are visible in the position description window but not visible when assignment a job/position to an employee. The additional data items, which will be defined for each job, are contained in the position
standard conditions fields and in the position descriptive flexfield, as follows: • Standard Occupational Classification Code - will contain the SOC code values
reported to the state. • Class Code - contains the class code values reported to the state. • Drug Testing Required - indicates whether a position falls under the UVa drug testing policy; all employees assigned to a position with drug testing required will be required to
undergo drug testing according to policy.
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• Telecommuting Approved - indicates whether a position is approved for telecommuting; an employee assigned to a position so approved may or may not be a telecommuting employee.
• Change Reason - if any non-key value is changed for a position, this field will contain a brief description of the reason for the change. • Type of License Required - if licensure is required for a position; this field contains the type of license. Currently only one values is defined: Health Care License. COI - indicates whether the occupant of the position is subject to Conflict of
Interest reporting. UVa Survey Code - a unique alpha/numeric naming convention identifier paired
with a University Job Title denoting the employee category, functional specialty, and title.
Position Months - populated if the position is a 9, 10, or 11 month position.
Matching Position # - number of the position that has been identified as the
‘match’ for this position, as part of the University Staff Plan. (if applicable) Job and Position Relationship
A specific job can be attached to many positions, but a position can be linked to one and only one job. The following illustrates the relationship between jobs and positions using the examples previously provided under the Job Definition and Position Definition sections: Example 1 • Job: Title.Career Group/Rank.Occupational Family.Role Code
• Professor.Professor.. • Positions: Organization.Work Title.Appointment Type. Position Number • 40445.Professor of Neurosurgery.Teaching and Research.F1357
• 40445.Professor of Internal Medicine.Teaching and Research.F1267 Example 2 • Job: Title.Career Group/Rank.Occupational Family.Role Code
• Trades Technician III.Building Trades. Trades and Operations.79033 • Positions: Organization.Work Title.Appointment Type.Position Number
• 20175.Mason..C1299 • 20210.Painter..L4911
• 20190.Sheet Metal Worker..C2388 Example 3 • Job: Title.Career Group/Rank.Occupational Family.Role Code
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Human Resources Practitioner II.Human Resources.Administative Services.19092 • Positions: Organization.Work Title.Appointment Type.Position Number
• 20020.ISP Functional HR Team Member..C1567 • 20030.Administrative & Program Specialist III..C9920 Example 4
• Job: Title • Positions: Organization.Work Title..Position Number • 40790.Lab and Research Practitioner III..0007
• 20005.Law Enforcement Officer..00006 Grade Definition The fields in the Grade key flexfield and the field definitions are as follows:
• Employee Type-defines the high-level employee category. Valid values are
• Faculty
• Classified
• Research Associate
• Research Scientist
• Senior Scientist
• Principal Scientist
• Student Worker-Provost
• Student Worker-UHR
• University Staff
• Pay Band-defines the broad compensation bands valid for the employee
type. Valid values are 1 through 9, with 1 through 9 valid for classified and the
value of 1 the only valid value for the employee types other than classified.
University Staff will be a survey code which varies in length.
• Class Code-allows different pay elements to be linked to employees at the
class code level. Valid grades will be defined at the job and will also be defined on
the employee assignment to allow salary validation against the grade range.
Other Data Definitions
Assignment Category This field is used for reporting. Select values based on the following definitions.
• Fulltime-Temporary: To be used by UVa Temporary Search Group only. All 40 hours/week UVa temp employees • Parttime-Temporary: To be used by Temporary Search Group only. All less than 40 hours/week UVa temp employees • Fulltime-Regular: All 40 hours/week, not UVa temp employees
• Parttime Regular: All less than 40 hours/week, not UVa temp employees
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Important Note: If the employee assignment has an Assignment Category of Parttime-Regular the working hours field found in the Standard Conditions tab must not be 40.
Cautions Decision: Always select [No] when presented with the below caution which usually occurs after selecting your position. Selecting [Yes] will incorrectly alter some of the fields you've already completed.
Caution: Always select 'OK' when presented with the below caution after saving the assignment. Saying [OK] updates the location of the position to the correct location for the position. If the location that loads is incorrect, you can delete the location, save and reenter the correct location. Most locations at the University will be 'HR-University of Va'.
Caution: If presented with the below caution at any time during the entry of the assignment, select [Cancel]. Selecting 'OK' will incorrectly alter the amount of hours you entered under working hours found in the Standard Conditions tab. If you hit [OK] by error, always correct the hours shown in the working hours field. Alternate Work Schedule
Select values based on the following definitions. • Flextime - a flextime schedule enables an employee to start and end work earlier or later than the standard hours of work. Departments may require that employees be present and accessible during certain core times each day, or on certain days of the week. • Compressed Schedule - in this arrangement the work schedule may be “compressed”
such that the employee would work his or her normal work-hours by working greater than
8 hours on some days and less or no hours on other days. Example for exempt or non-exempt employee: Four ten-hour days that allow for one day off between Monday and Friday. Example for exempt employees only: In the first week, the employee works 5 nine-hour days (total of 45 hours). In the second week, the employee works 3 nine-hour days, 1 eight-hour day and has a day off (total of 35 hours). This totals 80 hours over the
two week period. • Rotational or Fixed Shifts - under this arrangement, an 8 hour shift would “rotate” or change during a set schedule or include fixed hours assigned outside of the University’s standard hours of work. Rotational or fixed shifts are schedules that allow management to increase their unit’s coverage of evening, night, and weekend hours. Certain jobs may also lend themselves to working set or rotating evening, night, and weekend shift hours or a combination of day, evening, and weekend shift hours in lieu of the University’s standard
hours of work. Examples: Rotational Shift - an employee works evening hours from 3:00 p.m. to 12:00 a.m. Monday through Friday for 4-weeks and 8:00 a.m. to 5:00 p.m. for the next 4 weeks. Fixed Shift: an employee works evening hours from 3:00 p.m. to 12:00 a.m.
Note the default for a Faculty employee is 'Flextime'. Telecommuter - select values based on the following definitions.
• W=Office/Facility Worker - office, campus, or facility based employee who reports to and works from a defined central agency workplace(s). Employee may from time to time travel off-site for work activities, meetings, or conferences when approved by management, but spends a clear majority of their time working at an assigned agency worksite(s). Workers in telework eligible positions who choose not to telework should be assigned this category
• M=Mobile Worker - employee works a clear majority of their planned schedule in a
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mobile mode away from agency offices/facilities out in the “field” • T=Full-Time Teleworker - employee teleworks all or a clear majority of their planned schedule from a defined and agreed upon alternate worksite(s) • H=Hybrid Teleworker - employee has an active telework agreement on file and
consistently teleworks a minimum of 32 hours or more per month (but less than full-time) • L=Limited Teleworker - employee has an active telework agreement on file and teleworks consistently less than 32 hours per month on a limited, sporadic, or task driven basis in response to a specific agency need(s) Note the default for a Faculty employee is 'H'.
Formal Faculty Titles The formal faculty title is the faculty rank plus the word 'in' or 'of' and the discipline.
Discipline = Department Name which needs to be spelled out, not abbreviated or if long at
least the same characters shown in the Organization field of the assignment. The administrative appointment title must not be entered in the Formal Faculty title field. If the appointee is General Faculty, this becomes part of the title without the 'of' or 'in.' The formal faculty standard for academic departments is as follows:
Lecturer, General Faculty (used when an appointee doesn’t have a department as with the
library and the associate deans. It is NOT supposed to be used to indicate non-tenure track.) Lecturer in Discipline Instructor in Discipline Research Associate in Discipline Research Scientist in Discipline Senior Scientist in Discipline
Principle Scientist in Discipline
Visiting Assistant Professor of Discipline Visiting Associate Professor of Discipline Visiting Professor of Discipline Assistant Professor, General Faculty Assistant Professor of Discipline
Associate Professor of Discipline Professor of Discipline The formal faculty standard for the School of Medicine is as follows: Lecturer of Discipline Instructor of Discipline
Research Associate of Discipline
Research Scientist of Discipline Senior Scientist of Discipline Principle Scientist of Discipline Visiting Scholar of Discipline
Visiting Assistant Professor of Discipline Visiting Associate Professor of Discipline Visiting Professor of Discipline Assistant Professor of Discipline Associate Professor of Discipline
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Professor of Discipline Instructor of Research in Discipline Assistant Professor of Research in Discipline Associate Professor of Research in Discipline
Professor of Research in Discipline Examples of incorrect titles and what they should be are: Incorrect Correct Lecturer Lecturer in English
Research Associate Department of Public Health Sciences Research Associate of Public Health Sciences (School of Medicine) Assistant Professor, Program Director, Health Sciences Management Assistant Professor of Health Sciences Management (note the Program Director is entered in the administrative appointment title)
Associate Professor of Medicine Associate
Professor of Microbiology Professor of Education, Teaching Faculty Professor of Education Research Scientist Research Scientist in Environmental Sciences Assistant Professor, Senior Program Director, Business & Professional Studies Assistant Professor of Business and Professional Studies
Research Associate in UCEA Research Associate in Leadshp, Fndns & Pol Studies (Department name as shown in the Organization field of the assignment)
Procedure
In this exercise you will enter assignment information for an employee.
Step Action
1. In the employee's People window, click the Assignment button.
2. The Assignment window displays. You will complete all required fields as well as
information in several of the tabs and in additional assignment details before saving.
For new employees, the value 'A1000 Rector/Board of Visitors' defaults in the
Organization field.
3. Press [Delete].
4. Enter your org code in the Organization field.
Enter a valid value e.g. "31645".
5. Press [Tab].
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Step Action
6. Choose an option:
• Use Update when the record has already been saved. It changes the record as of
your effective date but preserves the previous information.
• Correction overrides any previous information with your new changes.
Click the Correction button.
7. The People Group Flexfield window displays. Complete the fields.
Click the Job Type List of Values button.
8. Choose from the list of options.
Click the University Executive Staff list item.
9. Click the OK button.
10. Click the Compensation Type List of Values button.
11. Click the Salaried list item.
12. Click the OK button.
13. Click the Employment Category List of Values list item.
14. Choose either Fulltime or Parttime.
In this exercise use Fulltime, which is the default selection.
Click the OK button.
15. Note: When you choose parttime, enter the Parttime FTE Percent value from the
List of Values.
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Step Action
16. Click in the Appointment Duration field.
17. Click the List of Values button.
18. Choose from the list of options.
Click the Greater than 6 mo list item.
19. Click the OK button.
20. Click the OK button.
21. Continue entering information in the Assignment window.
Click the Job List of Values button.
22. Search for the job using the Find field and the wild card (%).
Enter a valid value e.g. "Director%Major%".
Note: You may select the position before selecting the job if you wish.
23. Click the Find button.
24. Choose from the list of results.
Click the Director, Major Gifts B-4DVDIRMJG3E... cell.
25. Click the OK button.
26. Press [Tab].
27. Click the Position List of Values button.
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Step Action
28. Search for the vacant position number in the Find field.
Enter a valid value e.g. "31645%".
29. Click the Find button.
30. In this example, the position is selected.
Click the OK button.
31. A Decision dialog box displays, asking if you want to accept the default values for
the position.
Note that choosing 'Yes' would default information in some of the fields that may
not be accurate.
Click the No button.
32. Click the Grade List of Values button.
33. Enter a value in the Find field. Use a wildcard to see all values.
Enter a valid value e.g. "%".
34. Click the Find button.
35. Choose from the list of results. The appropriate grade displays a 'Yes' in the Valid
for Job column.
Double-click the vertical scrollbar box.
36. Choose from the list of results. The appropriate grade displays a 'Yes' in the Valid
for Job column.
Click the University Staff.4DVDIRMJG3E. list item.
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Step Action
37. Click the OK button.
38. Click the Payroll List of Values button.
39. Choose from the list of options. University Executive Staff employees are paid bi-
weekly (http://www.hr.virginia.edu/calendars/2013-payroll-calendar/) which is
preselected.
Click the OK button.
40. Click in the Assignment Category field.
41. Click the List of Values button.
42. Choose from the list of options. Note that assignments ending in 'Temporary' are
used for Temporary Services employees only.
In this exercise use the defaulted choice of Fulltime-Regular.
Click the OK button.
43. Click in the Salary Basis field.
44. Click the List of Values button.
45. Choose from the list of options.
• Use Non 12 Month Annual Salary for staff who are 9, 10, or 11 month.
• Use Annual Salary for staff who are paid 12 months a year.
In this exercise, use the defaulted Annual Salary.
Click the OK button.
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Step Action
46. Click the Supervisor tab.
47. Enter the supervisor's [last name] or [last name, first initial] or [name] in
the Name field.
Enter a valid value e.g. "Shutt, L".
48. If more than one result displays, choose from the list.
49. Press [Tab].
50. Click the Standard Conditions tab.
51. Enter a value for Working Hours.
Important Note: Enter 40 for a fulltime employee.
Enter a valid value e.g. "40".
52. Press [Tab].
53. Click the Frequency List of Values button.
54. Always use 'Week' for all employee types.
Click the Week list item.
55. Click the OK button.
56. Leave the Hourly/Salaried field blank.
57. Click the Statutory Information tab.
58. Click in the [Statutory Information Details] field.
59. The GREs and other data window displays.
Click the Government Reporting List of Values button.
60. The list of values contains only one entry, which defaults: A1000 Rector/Board of
Visitors.
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Step Action
61. Important: Leave the Timecard Approver field blank.
62. Click in the Timecard Required field.
63. Click the List of Values button.
64. University Executive Staff employees are exempt and do not complete a timecard.
'No' is defaulted.
Click the OK button.
65. Leave the rest of the fields blank.
66. Click the OK button.
67. Click in the [Additional Assignment Details] field.
68. You must choose an appropriate Assignment Change Reason that accurately
describes the type of action you are entering for this employee.
Click the List of Values button.
69. Choose from the list of options. The first time an employee is entered in the
Integrated System use New Hire.
Click the vertical scrollbar.
70. Click the New Hire list item.
71. Click the OK button.
72. Click in the Appointment Start Date field.
73. Enter a date in the Appointment Start Date field. This is required for all University
Executive Staff employees.
Enter a valid value e.g. "25-aug-2013".
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Step Action
74. Enter a date in the Appointment End Date field. This is required for all University
Executive Staff employees.
To calculate the date, use the day before the effective date and add the years.
Enter a valid value e.g. "24-aug-2014".
75. Click in the Alternate Work Schedule field.
76. Click the List of Values button.
77. Choose from the list of options.
In this exercise, click the Flextime list item.
78. Click the OK button.
79. Click the Telecommuter List of Values button.
80. Choose from the list of options.
Click the W list item.
81. Click the OK button.
82. Close the Additional Assignment Details window.
Click the OK button.
83. Click the Save button.
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Step Action
84. Note: If you see this caution option select Cancel. Clicking Cancel will keep the
number of hours you entered in the working hours field under the Standard
Conditions tab.
If you hit [OK] the hours will revert to the number of hours set-up for the position,
which may not be correct.
85. The Location field currently contains the default value of 'Rector/BOV'.
Click the OK button to replace it with the correct option.
86. Note that 'HR-University of Va' now displays in the Location field.
87. As a general rule before leaving the assignment window, click the left-right arrow
button and select the Salary Information tab.
88. Congratulations! You have completed the simulation on Entering Assignment
Information for a University Executive Staff Employee.
End of Procedure.
Entering Salary Information for a University Executive Staff Employee
Salary Basis A salary basis of 'Bi-Weekly' selected on the Assignment form means essentially that the
employee receives regular pay on a regular basis (26 bi-weekly pay periods), and that this amount doesn't fluctuate in regard to the quality or quantity of work actually performed. The Salary Administration form contains the annual salary amount which divided by 26 determines the bi-weekly salary amount paid to the employee. The Payroll Calendar (http://www.hr.virginia.edu/calendars/2013-payroll-calendar/) defines the effective start and end date of the payroll and the date the employee is paid.
Navigating the Bi-weekly Payroll Calendar At UVa, paychecks for monthly employees and bi-weekly employees are generated on different frequencies. Paychecks for bi-weekly employees are generated every other Friday or twenty-six times per year; payments for monthly employees are generated once per
month or twelve times per year. For bi-weekly employees, the checks are normally payable
every other Friday. When the normal payday falls on a weekend, the payments are payable on the last workday immediately prior to the weekend. Definitions
• Pay Per # – defines the state role title for classified employees and the job title for faculty and University Staff
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• Pay Period Begin Date – the start date of a payroll • Pay Period End Date – the end date of a payroll • Last Day Dept Enter Hires, Assigns, & Salaries – the deadline for entering any new faculty or Professional Research Staff
• Last Day Dept Approve Hires, Salaries, Enter LD – the deadline to approve salary or enter the Labor Distribution schedule • Payroll Processed – the date payroll is processed • Bank File Due Date – the date an employee can preview their paycheck in Employee Self-Service. • Check Date – the date the funds are in the employee’s account • Deduction – indicates whether all deductions or limited deductions, etc. will be
deducted from the paycheck. Limited deductions happen twice a year for salaried bi-weekly employees only. • FY – represents the fiscal year the funds will be charged
Procedure
In this exercise you will add an employee's salary information.
Step Action
1. In the employee's Assignment window, click the Salary button.
2. Enter the effective date in the Change Date field.
Enter a valid value e.g. "25-aug-2013".
3. Navigate to the New Value field.
Press [Tab].
4. Press [Tab].
5. Enter the salary amount in the New Value field.
Enter a valid value e.g. "150000.00".
6. Navigate to the Reason field.
Press [Tab].
7. Press [Tab].
8. Click the Reason List of Values button.
9. When entering information for the first time the reason is 'New Hire'.
Click the vertical scrollbar.
10. Click the New Hire list item.
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Step Action
11. Click the OK button.
12. Click the Save button.
13. Reminder: Tomorrow or the next available work day, run the Discoverer report
HR_Audit Reports-Group 1, the first tab and review your new hires and your rehires
to ensure all the required fields are correct.
14. Click the Close button.
15. Congratulations! You have completed the simulation on Entering Salary
Information for a University Executive Staff Employee.
End of Procedure.
Hiring a Student or Professional Research Staff Wage (Hourly)
This section examines all the required and optional fields for hiring student and faculty hourly wage employees. Follow each topic in sequential order starting with adding the employee via the People window. Each topic then continues within the People window.
Important Note: You must be prepared to complete all of the sections without delaying the entry of any topic to a different day. The HRMS module interfaces with other software such as Jobs@UVa, Lead@UVa, the Operational Data Store (ODS), Student Information System (SIS), etc., and sends information to the other systems in a nightly batch. Not
completing the record will cause some of the other processes to fail and your partial record may be deleted.
You must verify the person is a full-time UVa Student (http://www.hr.virginia.edu/other-hr-services/hr-consulting-services/employment/employment-of-students/) (12 credit hours or more). You or someone in your office can verify student enrollment with the SIS responsibility UV SR Viewer Non-Acad. Ensure the type of payment requested is applicable by reviewing the Provost Wage Authorization Memo (http://provost.virginia.edu/faculty-resources/documents-forms). The
wage authorization memo determines the minimum and maximum hours and salary for hourly student and faculty wage employees. The Provost Office updates the memo every year. During the academic year, a student must not work more than 20 hours in their combined jobs at UVa without the approval of their Faculty Advisor. Such approval must be attached to their assignment. A student may work full-time during the summer (not enrolled in
coursework) and off periods such as winter break. Students enrolled in summer term (not full-time; 6 credits) can work 20 hours a week or less. Students who graduate can continue to work in this capacity through the last pay period prior to the start of the fall semester – for the same work. They should be kept in this role and expected to work at a higher level which you would have filled with a staff position, etc.
If you wish to hire a part-time UVa student, non-UVa student or a High School Student you may contact Temporary Services who can assist you.
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Some recommended steps to assist you with the hiring process is to send the Student Hire Questionnaire for Hiring Official to the person who hired/asked you to enter the student. Send the New Student Hire Letter to the student to acquire personal information needed to enter the student in the Integrated System and finally the New Student Hire Checklist is
used to ensure you and the student have completed all of the necessary onboarding steps. The wage authorization memo (http://provost.virginia.edu/faculty-resources/documents-forms) determines the minimum and maximum hours and salary for hourly student and faculty wage employees. The Provost Office updates the memo every year.
If the effective date is in a payroll (http://www.hr.virginia.edu/calendars/2016-payroll-calendar/) that has already processed, a paper timesheet (http://hr.virginia.edu/uploads/documents/forms/timemanagementform.pdf) must be completed and faxed to Payroll. The paper timesheet is called the UVa Time Management form, and is located within the Human Resource links on the main
Integrated System page. The form must be printed, the hours entered, and the employee
and the supervisor must sign the form. The form must be faxed to Payroll at 434-924-6306. At the completion of this section, you will be able to enter the following: • Personal information • Address(es)
• US ethnic origin • Phone information • Schools and colleges attended (optional) • Qualifications (optional) • Contact information (optional) • Assignment • Salary information
• Time information
Creating a Record and Adding Personal Info for a Student or PRS Wage (Hourly)
Every department is able to record personal information for its employees, non-UVa
employees and contacts. HRMS allows you to quickly and easily enter, update, track,
inquire and report on people daily through the People window. This information--apart from employee address data--is date-tracked, allowing you to keep
an historical track of an employee’s personal information. Required Employee Documents Each department must have an I-9 Specialist to view the new paid employee's original
identification to complete part two of the I-9 Online process. The employee must enter their direct deposit and W-4 information via UVa Employee Self-Service on the day after their hire date. The Va-4 form is available in UVa Employee Self-Service to print, complete
and send to the Payroll office. The Va-4 must not have any cross outs, or white-outs on the form, or the form will be returned.
Goal Pay Effective Dates for the following scenarios are as follows:
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New Hire – The effective date can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Rehire – Can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Adding a New Goal Pay Assignment to an Existing Employee – Can be any day in the pay period.
Change to an Existing Goal Pay Assignment – Must be the 1st day of the pay period.
Procedure
In this simulation you will create a record for a new student or faculty wage employee and add
personal information.
Step Action
1. Begin by logging into your HRMS Specialist responsibility.
Click the People Enter & Maintain link.
2. The People window displays, along with a Decision box. To change the effective
date to other than today's date, click the Yes button.
3. Press [Delete].
4. Enter the date the person started working in your department into the Effective
Date field.
Enter a valid value e.g. "08-sep-2014".
5. If the effective date is in a payroll that has already processed, fax the paper
timesheet(s) to payroll, 434-924-6306, for the missed pay periods.
Click the OK button.
6. Verify your effective date displays at the top of the People window.
7. When hiring employees, they may already be in the database. For example, they
may be current or ex-employees.
If you find the person you wish to hire in the database, check their Person Type and
refer to the chart in the Hiring Employees introduction for further instruction.
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Step Action
8. Search for the name of the person by entering the [last name, first initial] in the Full
Name field.
Enter a valid value e.g. "Leibert, A".
9. Note: You may also search by Social Security number if entered in the format xxx-
xx-xxxx.
10. Press [Tab].
11. If the name is not found you must clear the Find Person window.
Click the Clear button.
12. Click the New button.
13. Important Note: Enter the name exactly as it displays on their Social Security card.
Enter the last name into the Last field.
Enter a valid value e.g. "Leibert".
14. Press [Tab].
15. Enter the First name.
Enter a valid value e.g. "Alan".
16. Enter a suffix if applicable.
17. Click in the Middle field.
18. Enter the middle name or initial.
Enter a valid value e.g. "L".
19. Click the Gender list.
20. Select the appropriate gender of your employee.
Click the Male list item.
21. Click the Action list.
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Step Action
22. Click the Create Employment list item.
23. After selecting 'Create Employment' the Person Types options display.
The choices are as follows:
• Employee – All paid employees at UVa
• Medical Center Employee – An employee who is paid on the hospital side; and
supervises an employee who is paid on the Academic payroll
• Non-UVa Employee – An employee who is appointed at UVa with no salary
• UVa Retiree – Updated by Human Resources once an employee has retired from
UVa
In this exercise the person is an employee.
Click the OK button.
24. Click in the Social Security field.
25. Enter the employee's Social Security number. Follow this format: xxx-xx-xxxx.
Enter a valid value e.g. "111-22-1233".
26. Note: A pop-up window may display if the name or Social Security number
resembles the name and Social Security number of a person who is in the system. A
list of names will display for you to check the records to make sure any person listed
is not your person. You may need to date-track to a future effective date to find a
person in the list.
The 'no match' option will display at the bottom of the pop-up window. Select the
'no match' option when you have verified the people in the list.
27. Click in the Birth Date field.
28. Enter the employee's birth date. Follow this format: dd-mmm-yyyy.
Enter a valid value e.g. "17-mar-1995".
29. Press [Tab].
30. The Age displayed is based on the birth date entered and your date-track date.
31. If an employee prefers to be called by a nickname or middle name or has a previous
last name, enter it in the Further Name tab.
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Step Action
32. Click the Save button.
33. Congratulations! You have completed the simulation on Creating a Record and
Adding Personal Information for a Student and Professional Research Staff
Wage Employee (Hourly).
End of Procedure.
Entering an Address for a Student and PRS Wage Employee (Hourly)
Addresses All employees must have only one primary home address but can have any number of
secondary addresses. Enter a home address, and a nightly process will add the messenger
mail/office address. For employees with foreign addresses, refer to topic in Hiring a Salaried Faculty or
Professional Research Staff Employee section.
Procedure
In this exercise you will enter the new employee's address information.
Note: You can enter only one address for each address type.
Step Action
1. In the employee's People window, click the Address button.
2. Enter the PO Box or Street into the PO BOX or Street field.
Enter a valid value e.g. "2440 Main Street".
Important Note: If the employee has an apartment number, building number, suite,
room, or floor, enter the information on Address Line 2.
3. The Integrated System has a vertex file located in the list of values for the city, state
and zip code provided from the post office. You can search for the city by selecting
from the list of values or by typing the first few characters.
Enter the desired information into the City field.
Enter a valid value e.g. "Charlottes".
4. Press [Tab].
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Step Action
5. Cities matching the characters you entered display, along with the state, Zip Code,
and county. Choose the most correct value from the values presented.
Click the Charlottesville, VA 22900-22911 list item.
6. Click the OK button.
7. For cities with single Zip Codes, the value populates. For all other cities, enter the
Zip Code.
In this exercise, the most correct value did not list the Zip Code needed here.
Click in the Zip Code field.
8. Enter a valid value e.g. "22901".
9. You must select the appropriate address Type on all employee address windows.
Click in the Type field.
10. Click the List of Values.
11. Click the Home Address list item.
12. Click the OK button.
13. Do not complete additional address details for student and faculty wage employees.
14. Click the Save button.
15. Taxation Address auto-completes after you select the correct option one more time.
Click the OK button.
16. Click the Close button.
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Step Action
17. Congratulations! You have completed the simulation on Entering an Address for a
Student and Professional Research Staff Wage Employee (Hourly).
End of Procedure.
Entering the US Ethnic Origin for a Student and PRS Wage Employee (Hourly)
In order to track ethnicity, US ethnic origin is required information. When selecting more
than one value the system automatically flags the 'Two or more races' field.
Procedure
In this exercise you will enter an employee's US ethnic origin.
Step Action
1. In the employee's People window, click the Others button.
2. Click the Extra Information list item.
3. Click the OK button.
4. Click in the US Ethnic Origin field.
5. Click in the Details field.
6. Click in the appropriate field(s) to display the List of Values.
Click in the Black or African American field.
7. Change the 'No' value to 'Yes'.
Click the List of Values button.
8. Click the Yes list item.
9. Click the OK button.
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Step Action
10. In this exercise we did not add a second ethnic origin. Note that when two or more
values is selected, the systems updates the Two or More Races field.
11. When you have finished adding ethnic origins, click the OK button.
12. Click the Save button.
13. Click the Close button.
14. Congratulations! You have completed the simulation on Entering the US Ethnic
Origin for a Student and Professional Research Staff Wage Employee (Hourly).
End of Procedure.
Entering Phone Info for a Student and PRS Wage Employee (Hourly)
When entering a new employee's phone numbers you can add as many as there are types for.
Procedure
In this exercise you will enter the employee's mobile number.
Step Action
1. In the employee's People window, click the Others button.
2. Click the Phones list item.
3. Click the OK button.
4. In the Type field, click the List of Values button.
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Step Action
5. Note: When entering cell numbers, choose Cell-Non Published if the employee does
not want their cell number published in the whois directory.
In this exercise use Cell Non-Published, which is preselected.
Click the OK button.
6. Click in the Phone Number field.
7. Enter the number using this format: xxx-xxx-xxxx.
Do not enter alpha characters or text in this field; e.g., 'Ext.'
Enter a valid value e.g. "804-961-2929".
8. As needed, continue entering phone types and numbers.
When you are finished, click the Save button.
9. Click the Close button.
10. Congratulations! You have completed the simulation on Entering Phone
Information for a Student and Professional Research Staff Wage Employee
(Hourly).
End of Procedure.
Entering Assignment Info for a Student and PRS Wage Employee (Hourly)
Assignment
The assignment is the central concept that relates the people that you employ to the structures in which they work and the compensation and benefits for which they are eligible. In IS, many of the activities that you undertake in human resource management are based on assignments and not people. In particular, all earnings, deductions, and other pay-related elements for the employee assignment, rather than for the employee. This makes it possible to give an employee two or more assignments. An employee must have a
primary assignment at all times. The salaried assignment has to be the primary. You record promotions, transfers, and so on as changes to the existing assignment. These changes are date-tracked so that you can view the history of changes to an assignment and can make
future-dated changes. HRMS uses a unique identifier, known as Employee Number, to identify every employee in the system. The employee number is a six-digit number. The first assignment has the same six-digit employee number. Each additional assignment has a suffix added to the employee number starting with -2. The system assigns each additional assignment the next number in the sequence. Once an assignment is terminated, the assignment can
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never be used. If the employee is rehired, the system remembers the last number used and assigns the next available number to the rehired employee's new assignment. Primary and Secondary Assignments The primary assignment is the employee's main job at UVa. Typically, all benefits are associated with the primary assignment. Secondary assignments are used to reflect
additional jobs, paid and unpaid, an employee may have at the University. Examples of Secondary Assignments: • Employee works a wage job in addition to the primary assignment. Refer to Maintaining Employee Records - Adding an Additional Paid Assignment • Faculty member has an additional unpaid appointment in another department. Refer to Maintaining Employee Records - Adding an Additional Unpaid Assignment • Faculty member receives additional pay for work outside normal salaried job and will be
paid over more than one consecutive pay period. Refer to Hiring Employees-Hiring a GRA/GTA or Faculty Wage (Goal Payment) • Faculty member receives additional pay for work outside the normal job and is paid an
hourly wage. Refer to Hiring Employees-Hiring a Student or Faculty Hourly Wage
Employee • Employee receives a bonus or additional pay for work outside normal job and the pay will be paid in a lump sum payment. Refer to Maintaining Employee Information - Add
Secondary Assignment (Faculty Wage, Lump Sum) Key Flexfield Overview The following are key flexfields: • People Group • Job • Position
• Grade People Group Definition People Group is used by the Labor Distribution and Human Resources modules. Following is the configuration of the People Group flexfield: • Job Type – high level classification indicating whether an employee assignment is faculty,
classified, student, etc. • Compensation Type – indicates whether an employee assignment is salaried, wage or non-paid • Employment Category – leave blank for Student and Faculty Wage • Parttime FTE Percent - leave blank for Student and Faculty Wage • Appointment Duration – leave blank for Student and Faculty Wage The People Group flexfield will only accept valid combinations of values. The only valid
combinations are defined in the People Group Combinations table. Job Definition The field titles and definitions of the Job key flexfield for student and faculty wage are as
follows: • Title – defines the state role title for classified employees and the job title for faculty and
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University Staff. • Role Code – contains the state-defined role code associated to the state-defined role
title; it will be blank for faculty who are not Professional Research. Job Name Examples The fields are concatenated and separated by a period to create a job name, which appears on the employee’s assignment. Using several jobs from the table above as an example, here is how the jobs will appear: • Undergraduate Student..89011 • Graduate Student..89109 • Laboratory Technician B-1RSLABTECH4... Additional Job Characteristics Each job will have other defining characteristics, some required by legislative regulations and some defined to meet UVA’s specific requirements. These additional data items are defined then initially creating a job, and are visible in the job description window but not visible when assigning a job/position to an employee. The additional data items, which will be defined for each job, are contained in the further job information field and the job descriptive flexfield, as follows: • FLSA Code – Exempt or Non-Exempt • EEO-6 Code – Values currently used at UVA
• EEO-6 Sub-Code – Values currently used at UVA Position Definition The field titles and definitions for the Position key flexfield for student and faculty wage are
as follows: • Organization – contains the five-digit code representing a department. It is included in
the position key flexfield to allow the correct assignment to be selected when creating a labor schedule or moving a position to a new organization. This will be required for all positions. • Work Title – contains the work title for the position. This will be required for all positions. Position Name Examples The following are some specific examples of position names: The fields are concatenated and separated by a period to create the position name, which appears on the employee’s assignment. Using several positions from the table above as an example, here is how the positions will appear: • 40600.Undergraduate Student • 40400.Graduate Student • 30000.Faculty Wage Additional Position Characteristics Each position will also have other defining characteristics, some required by legislative regulations and some defined to meet UVa’s specific requirements. These additional data items are defined when initially creating the position, and are visible in the position
description window but not visible when assignment a job/position to an employee.
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The additional data items, which will be defined for each job, are contained in the position standard conditions fields and in the position descriptive flexfield, as follows: • Standard Occupational Classification Code-will contain the SOC code values reported to
the state. • Class Code-contains the class code values reported to the state. • Drug Testing Required-indicates whether a position falls under the UVa drug testing policy; all employees assigned to a position with drug testing required will be required to
undergo drug testing according to policy. • Telecommuting Approved-indicates whether a position is approved for telecommuting; an employee assigned to a position so approved may or may not be a telecommuting employee. • Change Reason-if any non-key value is changed for a position, this field will contain a
brief description of the reason for the change. • Type of License Required-if licensure is required for a position; this field contains the type
of license. Currently only one values is defined: Health Care License.
• COI-indicates whether the occupant of the position is subject to Conflict of Interest
reporting. UVa Survey Code-a unique alpha/numeric naming convention identifier paired
with a University Job Title denoting the employee category, functional specialty, and title.
Position Months-populated if the position is a 9, 10, or 11 month position. Matching Position #-number of the position that has been identified as the
‘match’ for this position, as part of the University Staff Plan. (if applicable) Job and Position Relationship As mentioned in the Overview section of this document, a specific job can be attached to
many positions, but a position can be linked to one and only one job. This section illustrates the relationship between jobs and positions using the examples previously provided under the Job Definition and Position Definition sections. Example • Job: Title • Positions: Organization.Work Title • 40600.Undergraduate Student • 40400.Graduate Student • 30000.Faculty Wage Grade Definition The fields in the Grade key flexfield and the field definitions are as follows:
Employee Type – defines the high-level employee category. Valid values are • Faculty • Classified • Research Associate • Research Scientist • Senior Scientist • Principal Scientist • Student Worker-Provost • Student Worker-UHR • University Staff
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• Pay Band – defines the broad compensation bands valid for the employee type. Valid
values are 1 through 9, with 1 through 9 valid for classified and the value of 1 the only valid value for the employee types other than classified. University Staff will be a survey
code which varies in length.
• Class Code – allows different pay elements to be linked to employees at the class code
level. Valid grades will be defined at the job and will also be defined on the employee
assignment to allow salary validation against the grade range. Key Flexfield Overview The following are key flexfields: • People Group • Job • Position • Grade Other Data Definitions Assignment Category This field is used for EEO reporting. Select values based on the following definitions. • Fulltime-Temporary – To be used by UVa Temp Services only. All 40 hours/week UVa temp employees • Parttime-Temporary – To be used by UVa Temp Services only. All less than 40
hours/week UVa temp employees • Fulltime-Regular – All 40 hours/week not UVa temp employees. • Parttime Regular – All less than 40 hours/week not UVa temp employees. Important Note: If the employee assignment has an Assignment Category of Parttime-Regular the working hours field found in the Standard Conditions tab must not be 40. Cautions Decision: Always select [No] when presented with the below caution which usually occurs after selecting your position. Selecting [Yes] will incorrectly alter some of the fields you've already completed. Caution: Always select 'OK' when presented with the below caution after saving the assignment. Saying [OK] updates the location of the position to the correct location for the position. If the location that loads is incorrect, you can delete the location, save and reenter the correct location. Most locations at the University will be 'HR-University of Va'. Caution: If presented with the below caution at any time during the entry of the assignment, select [Cancel]. Selecting 'OK' will incorrectly alter the amount of hours you entered under working hours found in the Standard Conditions tab. If you hit 'OK' by error, always correct the hours shown in the working hours field.
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Procedure
In this exercise you will enter assignment information for an employee.
Step Action
1. In the employee's People window, click the Assignment button.
2. The Assignment window displays. You will complete all required fields as well as
information in several of the tabs and in additional assignment details before saving.
For new employees, the value 'A1000 Rector/Board of Visitors' defaults in the
Organization field.
3. Enter your org code in the Organization field.
Enter a valid value e.g. "30000".
4. Press [Tab].
5. Choose an option:
• Use Update when the record has already been saved. It changes the record as of
your effective date but preserves the previous information.
• Correction overrides any previous information with your new changes.
Click the Correction button.
6. The People Group Flexfield window displays. Enter the job and compensation
types.
Click the Job Type List of Values button.
7. Choose from the list of options. In this exercise, use Wage-Other.
Click the vertical scrollbar.
8. Click the Wage-Other list item.
9. Click the OK button.
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Step Action
10. Click the Compensation Type List of Values button.
11. Click the Wage list item.
12. Click the OK button.
13. Do not complete the last three fields for a wage employee.
Click the OK button.
14. Continue entering information in the Assignment window.
Click the Job List of Values button.
Note: You may select the position before selecting the job if you wish.
15. Search for the job using the Find field.
Enter a valid value e.g. "Undergrad%".
16. Click the Find button.
17. Choose from the list of results. In this exercise, Undergraduate Student...89011 is
selected for you.
Click the OK button.
18. Click the Position List of Values button.
19. Search for the position number using the Find field.
Enter a valid value e.g. "30000%".
20. Click the Find button.
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Step Action
21. Choose from the list of results.
In this exercise click the 30000.Undergraduate Student list item.
22. Click the OK button.
23. A Decision dialog box displays, asking if you want to accept the default values for
the position.
Note that choosing 'Yes' would default information in some of the fields that may
not be accurate.
Click the No button.
24. Click the Grade List of Values button.
25. Enter a value in the Find field. Use a wildcard to see all values.
Enter a valid value e.g. "%".
26. Click the Find button.
27. Choose from the list of results. The appropriate grade displays a 'Yes' in the Value
for Job column.
In this exercise, click the Student Worker-Provost.1. list item.
28. Click the OK button.
29. Click the Payroll List of Values button.
30. Choose from the list of options. Student and Faculty Wage are paid bi-weekly,
which is preselected.
Click the OK button.
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Step Action
31. Click in the Assignment Category field.
32. Click the List of Values button.
33. Choose from the list of options. Note that assignments ending in 'Temporary' are
used for Temporary Services employees only.
Click the Parttime-Regular list item.
34. Click the OK button.
35. Salary Information tab:
Click in the Salary Basis field.
36. Click the List of Values button.
37. Click the Hourly Rate list item.
38. Click the OK button.
39. Click the Supervisor tab.
40. Enter the supervisor's [last name] or [last name, first initial] or [name] in
the Name field.
Enter a valid value e.g. "Johnson, G".
41. Press [Tab].
42. If more than one result displays, select from the list.
Next, click the Standard Conditions tab.
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Step Action
43. Enter the average hours per week the employee will be working in the Working
Hours field.
Note: A student must not work more than 20 hours per week between all their
assignments without written permission by their Faculty Advisor. Attach such
permission to the Assignment using the paperclip Attachment window.
Enter a valid value e.g. "20".
44. Press [Tab].
45. Click the Frequency List of Values button.
46. Always use 'Week' for all employee types.
Click the Week list item.
47. Click the OK button.
48. Leave the Hourly/Salaried field blank.
49. Click the Statutory Information tab.
50. Click in the [Statutory Information Details] field.
51. The GREs and other data window displays.
Click the Government Reporting Entity List of Values button.
52. The list of values contains only one entry, which defaults: A1000 Rector/Board of
Visitors.
53. Important: Leave the Timecard Approver field blank.
54. Click in the Timecard Required field.
55. Click the List of Values button.
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Step Action
56. Hourly employees must submit a timecard before the deadline
(http://www.hr.virginia.edu/calendars/2015-payroll-calendar/) or they will not get
paid.
Click the Yes list item.
57. Click the OK button.
58. Leave the rest of the fields blank.
59. Click the OK button.
60. Click in the [Additional Assignment Details] field.
61. You must choose a reason that accurately describes the type of action you are
entering for this employee.
The first time an employee is entered in the Integrated System use 'New Hire'.
Click the Assignment Change Reason List of Values button.
62. Click the New Hire list item.
63. Click the OK button.
64. Click in the Alternate Work Schedule field.
65. Click the List of Values button.
66. Choose from the list of options.
In this exercise, click the Flextime list item.
67. Click the OK button.
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Step Action
68. Click the Telecommuter List of Values button.
69. Choose from the list of options.
In this exercise, click the W list item.
70. Click the OK button.
71. Close the Additional Assignment Details window.
Click the OK button.
72. Save the record.
Click the Save button.
73. Note: If you see this caution option select Cancel. Clicking Cancel will keep the
number of hours you entered in the working hours field under the Standard
Conditions tab.
If you hit [OK] the hours will revert to the number of hours set-up for the position,
which may not be correct.
74. The Location field currently contains the default value of 'Rector/BOV'.
Click the OK button to replace it with the correct option.
75. Note that 'HR-University of Va' now displays in the Location field.
76. As a general rule before leaving the assignment window, click the left-right arrow
button and select the Salary Information tab.
77. Congratulations! You have completed the simulation on Entering Assignment
Information for a Student and Professional Research Staff Wage Employee
(Hourly).
End of Procedure.
Entering the Hourly Rate for a Student and PRS Wage Employee (Hourly)
Salary Basis
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A salary basis of 'Hourly Rate' selected in the Assignment window means essentially that the employee has to submit hours on a timecard each bi-weekly pay period, and that the amount fluctuates depending on how many hours the student or faculty employee works. The hourly rate multiplied by the number of hours submitted on the timecard, which
determines the amount the employee is paid. Hourly employees are only paid for hours worked and reported.
The Payroll Calendar (http://www.hr.virginia.edu/calendars/2015-payroll-calendar/) defines the effective start and end date of the payroll and the date the employee is paid.
Navigating the Bi-weekly Payroll Calendar
At UVa, paychecks for monthly employees and bi-weekly employees are generated on different frequencies. Paychecks for bi-weekly employees are generated every other Friday or twenty-six times per year; payments for monthly employees are generated once per
month or twelve times per year. For bi-weekly employees, the checks are normally payable
every other Friday. When the normal payday falls on a weekend, the payments are payable on the last workday immediately prior to the weekend.
Terms and Definitions
• Pay Per # – represents the number of the payroll • Pay Period Begin Date – the start date of a payroll • Pay Period End Date – the end date of a payroll • Last Day Dept Enter Hires, Assigns, & Salaries – the deadline for entering any new faculty or Professional Research Staff
• Last Day Dept Approve Hires, Salaries, Enter LD – the deadline to approve salary or enter the Labor Distribution schedule
• Payroll Processed – the date payroll is processed
• Bank File Due Date – the date an employee can preview their paycheck for the upcoming payday
• Check Date – the date the funds are in the employee’s account • Deduction – indicates whether all benefits, etc. will be deducted from the paycheck. A
'Limited Deduction' paycheck may mean your pay may be higher if you participate in the deduction that is not charged. • FY – represents the fiscal year the funds will be charged
Procedure
In this exercise you will add your new employee's hourly rate information.
Step Action
1. In the employee's Assignment window, click the Salary button.
2. Enter the effective date in the Change Date field.
Enter a valid value e.g. "08-sep-2014".
3. Click in the New Value field.
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Step Action
4. Enter the rate amount.
Enter a valid value e.g. "9.24".
5. Click in the Reason field.
6. When entering information for the first time the reason is 'New Hire'.
Click the List of Values button.
7. Click the vertical scrollbar.
8. Click the New Hire list item.
9. Click the OK button.
10. Click the Save button.
Important Note: Your HRMS Student and Faculty Approver must now approve the
salary or the employee will not be paid.
11. Click the Close button.
12. Congratulations! You have completed the simulation on Entering the Hourly Rate
for a Student and Professional Research Staff Wage Employee (Hourly).
End of Procedure.
Entering Time Information for a Student and PRS Wage Employee (Hourly)
This step creates the timecard for the employee in UVa Employee Self-Service. This type of
employee will not be paid unless the employee submits their hours on a timecard each bi-weekly pay period.
Procedure
In this exercise you will add time information for your new employee.
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Step Action
1. From the employee's Assignment window, click the Time Information button.
2. Click the No button.
To change the effective date to other than today's date, select 'Yes'.
3. The Assignment Time Information window displays.
Click in the Autogen Hours YN field.
4. Click the List of Values button.
5. You must select 'Yes'.
Click the Yes list item.
6. Click the OK button.
7. Click the Rotation Plan List of Values button.
8. Choose from the list of options.
Click the vertical scrollbar.
9. Click the Wage list item.
10. Click the OK button.
11. Click the Earning Policy List of Values button.
12. Click the Wage Earning Policy list item.
13. Click the OK button.
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Step Action
14. Click the Save button.
15. Reminder: Tomorrow or the next available work day, run the Discoverer report
HR_Audit Reports-Group 1, the first tab and review your new hires and your rehires
to ensure all the required fields are correct.
16. Click the Close button.
17. Click the Close button.
18. This was the final step in adding the new employee.
Click the Close button.
19. Congratulations! You have completed the simulation on Entering Time
Information for a Student and Professional Research Staff Wage Employee
(Hourly).
End of Procedure.
Hiring a Non-UVa Employee
This section examines all the required and optional fields for hiring a non-UVa employee.
Follow each topic in sequential order starting with adding the employee via the People
window and then each topic continues within the People window. Important Note: You must be prepared to complete all of the sections without delaying the entry of any topic to a different day. The HRMS module interfaces with other software such as Jobs@UVa, Lead@UVa, the Operational Data Store (ODS), Student Information System (SIS), etc., and sends information to the other systems in a nightly batch. Not
completing the record will cause some of the other processes to fail and your partial record may be deleted. At the completion of this section, you will be able to enter the following: • Personal information • Address
• US ethnic origin • Phone information
• Assignment
Creating a Record and Adding Personal Info for a Non-UVa Employee
Every department is able to record personal information for its employees, non-UVa
employees and contacts. HRMS allows you to quickly and easily enter, update, track,
inquire and report on people daily through the People window. This information--apart from employee address data--is date-tracked, allowing you to keep
an historical track of an employee’s personal information.
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Required Employee Documents Each department must have an I-9 Specialist to view the new paid employee's original
identification to complete part two of the I-9 Online process. The employee must enter their direct deposit and W-4 information via UVa Employee Self-Service on the day after their hire date. The Va-4 form is available in UVa Employee Self-Service to print, complete and send to the Payroll office. The Va-4 must not have any cross outs, or white-outs on the form, or the form will be returned.
Goal Pay Effective Dates for the following scenarios are as follows:
New Hire – The effective date can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Rehire – Can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Adding a New Goal Pay Assignment to an Existing Employee – Can be any day in the pay period.
Change to an Existing Goal Pay Assignment – Must be the 1st day of the pay period.
Procedure
In this exercise you will create a record and then add personal information for a non-UVa
employee.
Step Action
1. Begin by logging into your HRMS Specialist responsibility.
Click the People Enter & Maintain link.
2. The People window displays, along with a Decision box. To change the effective
date to other than today's date, click the Yes button.
3. Press [Delete].
4. Enter the date the person started in your department into the Effective Date field.
Enter a valid \value e.g. "25-aug-2014".
5. Click the OK button.
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Step Action
6. Verify your effective date displays at the top of the People window.
7. When hiring employees, they may already be in the database. For example, they
may be current employees, ex-employees, or retirees. If you find the person you
wish to hire in the database, check their person type, and refer to the chart in the
Hiring Employees introduction for further instruction.
8. Search for the name of the person by entering the [last name, first initial] in the Full
Name field.
Enter a valid value e.g. "Martin, R".
9. Note: You may also search by Social Security number if entered in the format xxx-
xx-xxxx.
10. Click the Find button.
11. Review the list to see if your person already exists in the database.
Click the Vertical scrollbar.
12. If you do not find your person in the list, you can enter them as a new hire.
Click the Cancel button.
13. Clear the Find Person window.
Click the Clear button.
14. Click the New button.
15. Name section: Enter exactly as it displays on their Social Security card.
Enter the last name in the Last field.
Enter a valid value e.g. "Martin".
16. Press [Tab].
17. Enter the First Name.
Enter a valid value e.g. "Ruppert".
18. If applicable, enter the suffix.
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Step Action
19. Click in the Middle field.
20. Enter the middle name or initial as it displays on the Social Security card.
Enter a valid value e.g. "L".
21. Click the Gender list.
22. Select the appropriate option.
Click the Male list item.
23. Click the Action list.
24. Click the Create Employment list item.
25. After selecting 'Create Employment' the Person Types options display.
The choices for Person Type are as follows:
• Employee: All paid employees at the University of Virginia
• Medical Center Employee: An employee who is paid on the hospital side; and
supervises an employee who is paid on the Academic payroll
• Non-UVa Employee: An employee who is appointed at the University of
Virginia with no salary
• UVa Retiree: Updated by Human Resources once an employee has retired from
the University of Virginia
Click the Non-UVA Employee list item.
26. Click the OK button.
27. Click in the Social Security field.
28. Enter the employee's Social Security number following this format: xxx-xx-xxxx.
Enter a valid value e.g. "212-33-1948".
29. Press [Tab].
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Step Action
30. Note: A pop-up window may display if the name or Social Security number
resembles the name and Social Security number of a person who is in the system. A
list of names will display for you to check the records to make sure any person listed
is not your person. You may need to date-track to a future effective date to find a
person in the list.
The 'no match' option will display at the bottom of the pop-up window. Select the
'no match' option when you have verified the people in the list.
31. Click in the Birth Date field.
32. Enter the employee's birth date following this format: dd-mmm-yyyy.
Enter a valid value e.g. "02-Sep-1967".
33. Press [Tab].
34. The Age displayed is based on the birth date entered and your date-track date.
35. If an employee prefers to be called by a nickname or middle name or has a previous
last name, enter it in the Further Name tab.
36. Click the Save button.
37. Congratulations! You have completed the simulation on Creating a Record
and Adding Personal Information for a Non-UVa Employee.
End of Procedure.
Entering Address Information for a Non-UVa Employee
You may enter as many addresses as necessary; a record must have one (only) primary home address but can have any amount of secondary addresses. For employees with foreign addresses, refer to topic in Hiring a Salaried Faculty or Professional Research Staff Employee section.
Procedure
In this exercise you will enter the new employee's address information.
Note: You can enter only one address for each address type.
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Step Action
1. In the employee's People window, click the Address button.
Click the Address button.
2. Enter the home address first. Enter the PO box or street name into the PO BOX or
Street field.
Enter a valid value e.g. "242 Sherwood Avenue".
Important Note: Home address is the employee's primary address. If the employee
has an apartment number, building number, suite, room, or floor, enter the
information on Address Line 2.
3. Click in the City field.
4. The Integrated System has a vertex file located in the list of values for the city, state
and zip code provided from the post office. You can search for the city by selecting
from the list of values or by typing the first few characters.
Enter a valid value e.g. "Charlottes".
5. Press [Tab].
6. Cities matching the characters you entered display, along with the state, Zip Code,
and county. Choose the most correct value from the values presented.
Click the Charlottesville Va 22900-22911 cell.
7. Click the OK button.
8. For cities with single Zip Codes, the value populates. For all other cities, enter the
Zip Code.
In this exercise, the most correct value did not list the Zip Code needed here.
Click in the Zip Code field.
9. Enter a valid value e.g. "22903".
10. You must select the appropriate address Type on all employee address windows.
Click in the Type field.
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Step Action
11. Click the List of Values button.
12. Click the Home Address list item.
13. Click the OK button.
14. Do not enter additional address details for a non-UVa employee.
15. Click the Save button.
16. Taxation Address auto-completes after you select the correct option one more time.
17. Click the OK button.
18. Click the Close button.
19. Congratulations! You have completed the simulation on Entering Address
Information for a Non-UVa Employee.
End of Procedure.
Entering the US Ethnic Origin for a Non-UVa Employee
In order to track ethnicity, US ethnic origin is required information. When selecting more than one value the system automatically flags the 'Two or more races' field.
Procedure
In this exercise you will enter an employee's US ethnic origin.
Step Action
1. In the employee's People window, click the Others button.
2. Click the Extra Information list item.
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Step Action
3. Click the OK button.
4. Click in the US Ethnic Origin field.
5. Click in the Details field.
6. Click in the appropriate field(s) to display the List of Values.
Click in the Black or African American field.
7. Click the List of Values button.
8. Click the Yes list item.
9. Click the OK button.
10. In this exercise we added a second ethnic origin for you. Note that when two or
more values is selected, the systems updates the Two or More Races field.
Click the OK button.
11. Click the Save button.
12. Click the Close button.
13. Congratulations! You have completed the simulation on Entering US Ethnic
Origin for a Non-UVa Employee.
End of Procedure.
Entering Phone Information for a Non-UVa Employee
When entering a new employee's phone numbers you can add as many as there are types for.
Procedure
In this exercise you will enter an employee's mobile number.
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Step Action
1. In the employee's People window, click the Others button.
2. Click the Phones list item.
3. Click the OK button.
4. In the Type field, click the List of Values button.
5. Note: When entering cell numbers, choose Cell-Non Published if the employee does
not want their cell number published in the whois directory.
In this exercise you want to enter the Cell-Non Published number, which is
preselected.
Click the OK button.
6. Enter the number using this format: xxx-xxx-xxxx.
Do not enter alpha characters or text in this field; e.g., 'Ext.'
Enter a valid value e.g. "434-981-7727".
7. As needed, continue entering phone types and numbers.
When you have finished, click the Save button.
8. Click the Close button.
9. Congratulations! You have completed the simulation on Entering Phone
Information for a Non-UVa Employee.
End of Procedure.
Entering Assignment Information for a Non-UVa Employee
Assignment
The assignment is the central concept that relates the people that you employ to the structures in which they work and the compensation and benefits for which they are eligible. In IS, many of the activities that you undertake in human resource management are based on assignments and not people. In particular, you enter all earnings, deductions, and other pay-related elements for the employee assignment, rather than for the
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employee. This makes it possible to give an employee two or more assignments. An employee must have a primary assignment at all times. The salaried assignment has to be the primary. You record promotions, transfers, and so on as changes to the existing assignment. These changes are date-tracked so that you can view the history of changes
to an assignment and can make future-dated changes. HRMS uses a unique identifier, known as Employee Number, to identify every employee in the system. The employee number is a six-digit number. The first assignment has the
same six-digit employee number. Each additional assignment has a suffix added to the employee number starting with -2. The system assigns each additional assignment the next number in the sequence. Once an assignment is terminated, the assignment can never be used. If the employee is rehired, the system remembers the last number used
and assigns the next available number to the rehired employees new assignment. Key Flexfield Overview The following are key flexfields: • People Group • Job • Position • Grade People Group Definition People Group is used by the Labor Distribution and Human Resources modules. Following is
the configuration of the People Group flexfield: • Job Type – high level classification indicating whether an employee assignment is faculty,
classified, student, etc. • Compensation Type – indicates whether an employee assignment is salaried, wage or non-paid • Employment Category – indicates whether the assignment is Fulltime or Part-time • Parttime FTE Percent – indicates the degree of FTE% for the assignment (used only for part-time) • Appointment Duration – indicates the broad category of appointment duration The People Group flexfield will only accept valid combinations of values. The only valid
combinations are defined in the People Group Combinations table. Job Definition The field titles and definitions of the Job key flexfield are as follows: • Title – defines the state role title for classified employees and the job title for faculty and University Staff. • Career Group/Rank – defines the state career group for the classified role title, or the specific academic rank for faculty employees. • Occupational Family – contains the state-defined occupational family for the state role code if classified; it will be blank for faculty. • Role Code – contains the state-defined role code associated to the state-defined role
title; it will be blank for faculty who are not Professional Research. A key feature of the role code is that it will be explicitly defined for each classified job, as defined by the state. However, the faculty role code will be derived when it is required for reporting purposes. Job Name Examples
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The fields are concatenated and separated by a period to create a job name, which appears on the employee’s assignment. Using several jobs from the table above as an example, here is how the jobs will appear: • Visiting Assistant Professor.Assistant Professor.. • Professor.Professor.. • Trades Technician III.Building Trades.Trades and Operations.79033 Additional Job Characteristics Each job will have other defining characteristics, some required by legislative regulations and some defined to meet UVA’s specific requirements. These additional data items are defined then initially creating a job, and are visible in the job description window but not
visible when assigning a job/position to an employee. The additional data items, which will be defined for each job, are contained in the further
job information field and the job descriptive flexfield, as follows: • FLSA Code – Exempt or Non-Exempt • EEO-6 Code – Values currently used at UVA • EEO-6 Sub-Code – Values currently used at UVA Position Definition The field titles and definitions for the Position key flexfield are as follows: • Organization – contains the five-digit code representing a department. It is included in
the position key flexfield to allow the correct assignment to be selected when creating a labor schedule or moving a position to a new organization. This will be required for all positions. • Work Title – contains the work title for the position. This will be required for all positions. • Appointment Type – defines the specific type of faculty appointment, and will be blank for all other non-faculty positions. This will be required only for faculty positions, and is
needed to ensure unique position names. • Position Number – identifies a unique position number for state reporting of salaried employees and FTE budget tracking. There is a one-for-one relationship between employee and position for salaried employees. Each of the segments of the position flexfield has a defined list of values to ensure
selection of valid organization, work title and appointment type values. Position Name Examples The fields are concatenated and separated by a period to create the position name, which
appears on the employee’s assignment. Using several positions from the table above as an example, here is how the positions will appear: • 40600.Professor of Internal Medicine.Teaching and Reseach.F1234 • 20020.Assistant Professor.Administrative.FA123 • 20020.ISP.Functional HR Team Member..C1567 • 20030.HR Administrative Specialist..00008
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Additional Position Characteristics Each position will also have other defining characteristics, some required by legislative regulations and some defined to meet UVa’s specific requirements. These additional data items are defined when initially creating the position, and are visible in the position description window but not visible when assignment a job/position to an employee. The additional data items, which will be defined for each job, are contained in the position standard conditions fields and in the position descriptive flexfield, as follows: • Standard Occupational Classification Code – will contain the SOC code values reported to
the state. • Class Code – contains the class code values reported to the state. • Drug Testing Required – indicates whether a position falls under the UVa drug testing policy; all employees assigned to a position with drug testing required will be required to
undergo drug testing according to policy. • Telecommuting Approved – indicates whether a position is approved for telecommuting; an employee assigned to a position so approved may or may not be a telecommuting
employee. • Change Reason – if any non-key value is changed for a position, this field will contain a
brief description of the reason for the change. • Type of License Required – if licensure is required for a position, this field contains the
type of license. Currently only one values is defined: Health Care License. • COI-indicates whether the occupant of the position is subject to Conflict of Interest
reporting. UVa Survey Code-a unique alpha/numeric naming convention identifier paired
with a University Job Title denoting the employee category, functional specialty, and title.
Position Months-populated if the position is a 9, 10, or 11 month position. Matching Position #-number of the position that has been identified as the
‘match’ for this position, as part of the University Staff Plan. (if applicable) Job and Position Relationship A specific job can be attached to many positions, but a position can be linked to one and only one job. This section illustrates the relationship between jobs and positions using the examples previously provided under the Job Definition and Position Definition sections. Example 1 • Job: Title.Career Group/Rank.Occupational Family.Role Code • Professor.Professor.. • Positions: Organization.Work Title.Appointment Type. Position Number • 40445.Professor of Neurosurgery.Teaching and Research.F1357
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• 40445.Professor of Internal Medicine.Teaching and Research.F1267 Example 2 • Job: Title.Career Group/Rank.Occupational Family.Role Code • Trades Technician III.Building Trades. Trades and Operations.79033 • Positions: Organization.Work Title.Appointment Type.Position Number • 20175.Mason..C1299 • 20210.Painter..L4911 • 20190.Sheet Metal Worker..C2388 Example 3 • Job: Title.Career Group/Rank.Occupational Family.Role Code Human Resources Practitioner II.Human Resources.Administative Services.19092 • Positions: Organization.Work Title.Appointment Type.Position Number • 20020.ISP Functional HR Team Member..C1567 • 20030.Administrative & Program Specialist III..C9920 Example 4 • Job: Title • Positions: Organization.Work Title..Position Number • 40790.Lab and Research Practitioner III..0007 • 20005.Law Enforcement Officer..00006 Grade Definition The fields in the Grade key flexfield and the field definitions are as follows: Employee Type – defines the high-level employee category. Valid values are: • Faculty
• Classified
• Research Associate
• Research Scientist • Senior Scientist • Principal Scientist • Student Worker-Provost • Student Worker-UHR
• University Staff
• Pay Band – defines the broad compensation bands valid for the employee type.
Valid values are 1 through 9, with 1 through 9 valid for classified and the value of 1 the
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only valid value for the employee types other than classified. University Staff will be a survey code which varies in length. • Class Code – allows different pay elements to be linked to employees at the class code level. Valid grades will be defined at the job and will also be defined on the employee assignment to allow salary validation against the grade range.
Procedure
In this exercise you will enter assignment information for a Non-UVa employee.
Step Action
1. In the employee's People window, click the Assignment button.
2. The Assignment window displays. You will complete all required fields as well as
information in several of the tabs and in additional assignment details before saving.
For new employees, the value 'A1000 Rector/Board of Visitors' defaults in the
Organization field.
3. Enter your org code in the Organization field.
Enter a valid value e.g. "31400".
4. Press [Tab].
5. Choose an option:
• Use Update is when the record has already been saved. It changes the record as of
your effective date but preserves the previous information.
• Correction overrides any previous information with your new changes.
Click the Correction button.
6. The People Group Flexfield window displays. Complete the fields.
Click the Job Type List of Values button.
7. Choose from the list of options.
In this exercise, click the Faculty list item.
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Step Action
8. Click the OK button.
9. Click the Compensation Type List of Values button.
10. Choose from the list of options. In this exercise, use the preselected Non-paid.
.
Click the OK button.
11. Do not complete the remaining three salaried information fields.
Click the OK button.
12. Continue entering information in the Assignment window.
Click the Job field's List of Values button.
13. Search for the job using the Find field.
Enter a valid value e.g. "Professor%".
14. Click the Find button.
15. Choose from the list of results.
In this exercise, click the Professor.Professor.. list item.
16. Click the OK button.
17. Click the Grade field.
18. Click the Grade List of Values button.
19. Enter a value in the Find field. Use a wildcard to see all values.
Enter a valid value e.g. "%".
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Step Action
20. Click the Find button.
21. Choose from the list of results. The appropriate grade displays a 'Yes' in the Valid
for Job column.
In this exercise, click the Faculty.1. list item.
22. Click the OK button.
23. Click the Supervisor tab.
24. Enter the sponsor's [last name] or [last name, first initial] or [name] in
the Name field.
Enter a valid value e.g. "Bruner, R".
25. Press [Tab].
26. If more than one result displays, select from the list.
Click the Statutory Information tab.
27. Click in the [Statutory Information Details] field.
28. The GREs and other data window displays.
Click the Government Reporting Entity List of Values button.
29. The list of values contains only one entry, which defaults: A1000 Rector/Board of
Visitors.
30. Important: Leave the Timecard Approver field blank.
31. Click in the Timecard Required field.
32. Click the List of Values button.
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Step Action
33. Always choose 'No' for a non-UVa employee.
'No' is defaulted.
Click the OK button.
34. Leave the rest of the fields blank.
35. Click the OK button.
36. Click in the [Additional Assignment Details] field.
37. Choose an appropriate Assignment Change Reason that accurately describes the
type of action you are entering for this employee.
The first time an employee is entered in the Integrated System use 'New Hire'.
Click the List of Values button.
38. Click in the Find field.
39. Enter a valid value e.g. "New".
40. Click the Find button.
41. New Hire defaults into the field.
Enter the Formal Faculty Title for your new employee.
Enter a valid value e.g. "Professor of Business Administration".
42. Enter a date in the Appointment Start Date field. This is required for all Faculty
employees.
Enter a valid value e.g. "25-Aug-2014".
43. Enter a date in the Appointment End Date field. This is required for all non-
tenured Faculty employees.
To calculate the date, use the day before the effective date and add the years.
Enter a valid value e.g. "24-May-2015".
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Step Action
44. Click the OK button.
45. Click the Save button.
46. The Location field currently contains the default value of 'Rector/BOV'.
Click the Yes button to replace it with the correct option.
47. Note that 'HR-University of Va' now displays in the Location field.
48. As a general rule before leaving the assignment window, click the left-right arrow
button and select the Salary Information tab.
49. Click the Close button.
50. This was the final step in adding the new employee.
Click the Close button.
51. Congratulations! You have completed the simulation on Entering Assignment
Information for a Non-UVa Employee.
End of Procedure.
Entering a Postdoctoral Fellow Employee
Postdoctoral research is academic or scholarly research conducted by a person who has completed his or her doctoral studies, normally within the previous five years.
Postdoctoral research may be funded through an appointment with a salary or an appointment with a stipend or sponsorship award. Appointments for such a research position may be called Postdoctoral Research Fellow, Postdoctoral Research Associate, or Postdoctoral Research Assistant. Depending on the type of appointment, postdoctoral researchers may work independently or under the supervision of a principal investigator.
This section examines all the required and optional fields for entering a postdoctoral fellow. Follow each topic in sequential order starting with adding the employee via the People
window and then each topic continues within the People window. Important Note: You must be prepared to complete all of the sections without delaying the entry of any topic to a different day. The HRMS module interfaces with other software such as Jobs@UVa, Lead@UVa, the Operational Data Store (ODS), Student Information
System (SIS), etc., and sends information to the other systems in a nightly batch. Not completing the record will cause some of the other processes to fail and your partial record may be deleted. At the completion of this section, you will be able to enter the following:
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• Personal information • Address(es) • US ethnic origin
• Phone information • Schools and colleges (required for School of Medicine) • Qualifications (required for School of Medicine) • Post doctoral fellow information • Assignment
Creating a Record and Adding Personal Info for a Post-doc Fellow
Every department is able to record personal information for its employees, non-UVa
employees and contacts. HRMS allows you to quickly and easily enter, update, track,
inquire and report on people daily through the People window. This information--apart from employee address data--is date-tracked, allowing you to keep
an historical track of an employee’s personal information. Required Employee Documents Each department must have an I-9 Specialist to view the new paid employee's original
identification to complete part two of the I-9 Online process. The employee must enter their direct deposit and W-4 information via UVa Employee Self-Service on the day after their hire date. The Va-4 form is available in UVa Employee Self-Service to print, complete and send to the Payroll office. The Va-4 must not have any cross outs, or white-outs on the form, or the form will be returned.
Goal Pay Effective Dates for the following scenarios are as follows:
New Hire – The effective date can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Rehire – Can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Adding a New Goal Pay Assignment to an Existing Employee – Can be any day in the pay period.
Change to an Existing Goal Pay Assignment – Must be the 1st day of the pay period.
Procedure
In this exercise you will create a record and then add personal information for a postdoctoral
fellow employee.
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Step Action
1. Begin by logging into your HRMS Specialist responsibility.
Click the People Enter & Maintain link.
2. The People window displays, along with a Decision box. To change the effective
date to other than today's date, click the Yes button.
3. Press [Delete].
4. Enter the date the person started as a post-doctoral fellow in your department into
the Effective Date field.
Enter a valid value e.g. "01-jul-2012".
5. Click the OK button.
6. Verify your effective date displays at the top of the People window.
7. When hiring people, they may already be in the database. For example, they may be
current employees, ex-employees, or retirees. If you find the person you wish to hire
in the database, check their person type and refer to the chart in the Hiring
Employees introduction for further instruction.
8. Search for the name of the person by entering the [last name, first initial] in the Full
Name field.
Enter a valid value e.g. "Winston, A".
9. Note: You may also search by Social Security number if entered in the format xxx-
xx-xxxx.
10. Click the Find button.
11. Review any resulting list to see if your person already exists in the database.
Click the Cancel button.
12. In this exercise the record does not exist, so click the Clear button.
13. Click the New button.
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Step Action
14. Name section: Enter exactly as it displays on their Social Security card.
Enter the last name in the Last field.
Enter a valid value e.g. "Winston".
15. Enter the first name in the First field.
Enter a valid value e.g. "Aimee".
16. If applicable, enter the suffix.
17. In the Middle field, enter the middle name or initial as it displays on the Social
Security card.
Enter a valid value e.g. "D".
18. Click the Gender list.
19. Select the appropriate option.
Click the Female list item.
20. Click the Action list.
21. Click the Create Employment list item.
22. After selecting 'Create Employment' the Person Types options display.
The choices for Person Type are as follows:
• Employee: All paid employees at the University of Virginia
• Medical Center Employee: An employee who is paid on the hospital side; and
supervises an employee who is paid on the Academic payroll
• Non-UVa Employee: An employee who is appointed at the University of
Virginia with no salary
• UVa Retiree: Updated by Human Resources once an employee has retired from
the University of Virginia
In this exercise the person is a non-UVa employee.
Click the Non-UVA Employee list item.
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Step Action
23. Click the OK button.
24. Click in the Social Security field.
25. Enter the employee's Social Security number using this format: xxx-xx-xxxx.
Enter a valid value e.g. "212-02-3498".
26. Press [Tab].
27. Note: A pop-up window may display if the name or Social Security number
resembles the name and Social Security number of a person who is in the system. A
list of names will display for you to check the records to make sure any person listed
is not your person. You may need to date-track to a future effective date to find a
person in the list.
The 'no match' option will display at the bottom of the pop-up window. Select the
'no match' option when you have verified the people in the list.
28. Press [Tab].
29. Enter the employee's birth date using this format: dd-mmm-yyyy.
Enter a valid value e.g. "20-Jul-1975".
30. Press [Tab].
31. The Age displayed is based on the birth date entered and your date-track date.
32. If an employee prefers to be called by a nickname or middle name or has a previous
last name, enter it in the Further Name tab.
33. Click the Save button.
34. Congratulations! You completed the simulation on Creating a Record and Adding
Personal Information for a Post-Doctoral Fellow Employee.
End of Procedure.
Entering Address Information for a Postdoctoral Fellow
You may enter as many addresses as necessary; a record must have one (only) primary
home address but can have any amount of secondary addresses. For employees with foreign addresses, refer to topic in Hiring a Salaried Faculty or Professional Research Staff Employee section.
Procedure
In this exercise you will enter the new employee's address information.
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Note: You can enter only one address for each address type.
Step Action
1. In the employee's People window, click the Address button.
2. Enter the home address first. Enter the PO box or street name into the PO BOX or
Street field.
Enter a valid value e.g. "434 Jefferson Park Avenue".
Important Note: Home address is the employee's primary address. If the employee
has an apartment number, building number, suite, room, or floor, enter the
information on Address Line 2.
3. Click in the City field.
4. The Integrated System has a vertex file located in the list of values for the city, state
and zip code provided from the post office. You can search for your city by selecting
the list of values, or start typing a few characters of the name of your city in the city
field.
Enter a valid value e.g. "charlottes".
5. Press [Tab].
6. Cities matching the characters you entered display, along with the state, Zip Code,
and county. Choose the most correct value from the values presented.
Click the Charlottesville VA 22900 22911 list item.
7. Click the OK button.
8. For cities with single Zip Codes, the value populates. For all other cities, enter the
Zip Code.
In this exercise, the most correct value did not list the Zip Code needed here.
Enter a valid value e.g. "22902".
9. You must select the appropriate address Type on all employee address windows.
Click in the Type field.
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Step Action
10. Click the List of Values button.
11. Click the Home Address list item.
12. Click the OK button.
13. Do not enter additional address details for a post-doctoral fellow employee.
14. Click the Save button.
15. The Taxation Address will auto-complete after you select the correct option one
more time.
16. Click the OK button.
17. Click the Close button.
18. Congratulations! You have completed the simulation on Entering Address
Information for a Post Doctoral Fellow Employee.
End of Procedure.
Entering the US Ethnic Origin for a Postdoctoral Fellow
In order to track ethnicity, US ethnic origin is required information. When selecting more
than one value the system automatically flags the 'Two or more races' field.
Procedure
In this exercise you will enter an employee's US ethnic origin.
Step Action
1. In the employee's People window, click the Others button.
2. Click the Extra Information list item.
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Step Action
3. Click the OK button.
4. Click in the US Ethnic Origin field.
5. Click in the Details field.
6. In this exercise the employee is both White and Samoan.
Click in the White field.
7. Click the List of Values button.
8. Click the Yes list item.
9. Click the OK button.
10. In this example we added a second ethnic origin for you. Note that when two or
more are selected, the Two or More Races value also changes to 'Yes'.
Click the OK button.
11. Click the Save button.
12. Click the Close button.
13. Congratulations! You completed the simulation on Entering US Ethnic Origin for
a Post Doctoral Fellow Employee.
End of Procedure.
Entering Phone Information for a Postdoctoral Fellow
When entering a new employee's phone numbers you can add as many as there are types for.
Procedure
In this exercise you will enter the employee's work number.
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Step Action
1. In the employee's People window, click the Others button.
2. Click the Phones list item.
3. Click the OK button.
4. In the Type field, click the List of Values button.
5. Note: When entering cell numbers, choose Cell-Non Published if the employee does
not want their cell number published in the whois directory.
Choose from the list of options. In this exercise you want to add a work number.
Click the vertical scrollbar.
6. Click the Work list item.
7. Click the OK button.
8. Enter the number using this format: xxx-xxx-xxxx.
Do not enter alpha characters or text in this field; e.g., 'Ext.'
Enter a valid value e.g. "434-243-8482".
9. As needed, continue entering types and numbers.
When you are finished, click the Save button.
10. Click the Close button.
11. Congratulations! You completed the simulation on Entering Phone Information
for a Post Doctoral Fellow Employee (Optional).
End of Procedure.
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Entering Schools and Colleges Attended for a Postdoctoral Fellow
Enter all schools and colleges for the new employee, beginning with the last attended and
working backward. After entering the schools you will be able to assign statuses of Complete, Incomplete, Ongoing and Planned in the Qualifications section (next topic).
Procedure
In this exercise you will enter a new employee's school and college attendance information.
Step Action
1. In the employee's People window, click the Others button.
2. Click the Schools and Colleges Attended list item.
3. Click the OK button.
4. To begin, use the List of Values to search the name of the last school attended on the
first row. Then search for the previous school on the second row, and so on.
School information is entered with a status of Complete, Incomplete, Ongoing and
Planned. Statuses are assigned in the Qualifications section (see next topic).
5. Click the List of Values button.
6. Enter a unique key word in the Find field. Never use the word University or
College.
Place the wildcard sign (%) in front and back of the key word you choose.
Enter a valid value e.g. "%Virginia%".
7. Click the Find button.
8. Choose from the resulting list of options.
Click the University of Virginia list item.
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Step Action
9. If a school is missing from the List of Values, email [email protected].
The email must include the name of the school and the URL of the school, translated
to English if applicable.
Click the OK button.
10. Click in the End Date Field.
Enter the End Date. If the day and month are unknown you may use '30-May' as the
day and month.
Enter a valid value e.g. "31-may-1997".
11. The Full Time checkbox is not being used at this time.
To enter the next school, click on the next blank line.
12. When you have finished entering all schools and colleges, click the Save button.
13. Click the Close button.
14. Congratulations! You completed the simulation on Entering Schools and Colleges
Attended for a Post Doctoral Fellow Non-UVa.
End of Procedure.
Entering Qualifications for a Postdoctoral Fellow
After entering an employee's schools and colleges, access the Qualifications window and enter information such as type of degree and degree status.
Procedure
In this exercise you will enter an employee's information in the Qualifications section.
Step Action
1. On the employee's People window, click the Others button.
2. Click the Qualifications list item.
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Step Action
3. Click the OK button.
4. Enter the latest degree earned first.
Click the Type List of Values button.
5. Choose from the list of results. You can scroll through results or use the Find
feature.
Click in the Find field.
6. Enter the search information.
Enter a valid value e.g. "BA".
7. Click the Find button.
8. Choose from the list of results.
In this exercise use BA-Bachelor of Psychology, which we have selected for you.
Click the OK button.
9. If a type is missing from the List of Values, submit the Integrated System HRMS
Support request form. The form is located in the Human Resources toolkit
(http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/).
The request must include the degree, the name of the school, the location/country,
and the URL of the school, translated to English if applicable.
10. Click in the title field.
Enter the discipline information into the Title field.
Enter a valid value e.g. "Psychology".
11. Press [Tab].
12. Click in the End Date field.
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Step Action
13. Enter the same end date you entered in the Schools and Colleges Attended
window.
Enter a valid value e.g. "31-may-1997".
14. Click in the Status field.
15. Click the List of Values button.
16. Choose from the list of options. In this exercise use Complete, which is preselected.
Click the OK button.
17. Click in the Establishment field.
18. Click the List of Values button.
19. The school entered in the Schools and Colleges Attended window displays,
verifying that the date in both windows match.
20. Click the Save button.
21. Click the Close button.
22. Congratulations! You completed the simulation on Entering Qualifications for a
Post Doctoral Fellow.
End of Procedure.
Entering Postdoctoral Fellow Information
The postdoctoral appointment is temporary and conferred upon an individual who recently
has been awarded a Ph.D. or equivalent doctorate and who will be involved in full-time
research or scholarship. The appointment is viewed as preparatory for a full-time academic or research career, is supervised by a senior scholar, and the appointee has the freedom,
and is expected, to publish the results of his/her research or scholarship during the period of the appointment. Postdoctoral “Fellow” is the title given to postdoctoral appointees who because of the source of funding (e.g., training grant, foreign government, individual fellowship, etc.) are not considered employees of the University. Their benefits differ from the benefits of
Postdoctoral Research Associates in some areas.
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An entry in the Integrated System tracks the postdoctoral employee's work history at the
University.
Procedure
In this exercise you will enter stipend payment information.
Step Action
1. From the employee's People window, click the Special Info button.
2. Scroll to the option.
Click the vertical scrollbar.
3. Click in the Emp-Post Doctoral Fellow field.
4. Click in the Detail field.
5. Enter an amount in the Stipend field.
Enter a valid value e.g. "58000.00".
6. Note that there are 3 PTAO fields and corresponding percent fields for your use.
Enter information in the PTAO1 field.
Enter a valid value e.g. "10006.101.YY00001.40745".
7. Enter the percent the stipend will be paid from this PTAO into the PTAO1 % field.
Enter a valid value e.g. "100".
8. If splitting between multiple PTAOs you can use the PTAO2 and PTAO3 fields.
When you have finished, click the OK button.
9. When you have finished entering information click the Save button.
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Step Action
10. Click the Close button.
11. Congratulations! You completed the simulation on Entering Emp-Post Doctoral
Fellow Information for a Post Doctoral Fellow.
End of Procedure.
Entering Assignment Information for a Postdoctoral Fellow
Assignment
The assignment is the central concept that relates the people that you employ to the structures in which they work and the compensation and benefits for which they are
eligible. In IS, many of the activities that you undertake in human resource management are based on assignments and not people. In particular, you enter all earnings, deductions, and other pay-related elements for the employee assignment, rather than for the
employee. This makes it possible to give an employee two or more assignments. An employee must have a primary assignment at all times. The salaried assignment has to be the primary. You record promotions, transfers, and so on as changes to the existing assignment. These changes are date-tracked so that you can view the history of changes
to an assignment and can make future-dated changes. HRMS uses a unique identifier, known as Employee Number, to identify every employee in the system. The employee number is a six-digit number. The first assignment has the same six-digit employee number. Each additional assignment has a suffix added to the employee number starting with -2. The system assigns each additional assignment the next number in the sequence. Once an assignment is terminated, the assignment can
never be used. If the employee is rehired, the system remembers the last number used
and assigns the next available number to the rehired employees new assignment. Key Flexfield Overview The following are key flexfields: • People Group • Job • Position • Grade People Group Definition People Group is used by the Labor Distribution and Human Resources modules. Following is
the configuration of the People Group flexfield: • Job Type – high level classification indicating whether an employee assignment is faculty,
classified, student, etc. • Compensation Type – indicates whether an employee assignment is salaried, wage or
non-paid • Employment Category – indicates whether the assignment is Fulltime or Part-time • Parttime FTE Percent – indicates the degree of FTE% for the assignment (used only for part-time) • Appointment Duration – indicates the broad category of appointment duration The People Group flexfield will only accept valid combinations of values. The only valid
combinations are defined in the People Group Combinations table.
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Job Definition The field titles and definitions of the Job key flexfield are as follows: • Title – defines the state role title for classified employees and the job title for faculty and
University Staff. • Career Group/Rank – defines the state career group for the classified role title, or the specific academic rank for faculty employees. • Occupational Family – contains the state-defined occupational family for the state role code if classified; it will be blank for faculty. • Role Code – contains the state-defined role code associated to the state-defined role
title; it will be blank for faculty who are not Professional Research. A key feature of the role code is that it will be explicitly defined for each classified job, as defined by the state. However, the faculty role code will be derived when it is required for
reporting purposes. Job Name Examples The fields are concatenated and separated by a period to create a job name, which appears
on the employee’s assignment. Using several jobs from the table above as an example, here is how the jobs will appear: • Visiting Assistant Professor.Assistant Professor.. • Professor.Professor.. • Trades Technician III.Building Trades.Trades and Operations.79033 Additional Job Characteristics Each job will have other defining characteristics, some required by legislative regulations
and some defined to meet UVA’s specific requirements. These additional data items are
defined then initially creating a job, and are visible in the job description window but not
visible when assigning a job/position to an employee. The additional data items, which will be defined for each job, are contained in the further
job information field and the job descriptive flexfield, as follows: • FLSA Code – Exempt or Non-Exempt • EEO-6 Code – Values currently used at UVA • EEO-6 Sub-Code – Values currently used at UVA Position Definition The field titles and definitions for the Position key flexfield are as follows: • Organization – contains the five-digit code representing a department. It is included in the position key flexfield to allow the correct assignment to be selected when creating a labor schedule or moving a position to a new organization. This will be required for all
positions. • Work Title – contains the work title for the position. This will be required for all positions. • Appointment Type – defines the specific type of faculty appointment, and will be blank for all other non-faculty positions. This will be required only for faculty positions, and is needed to ensure unique position names. • Position Number – identifies a unique position number for state reporting of salaried employees and FTE budget tracking. There is a one-for-one relationship between employee
and position for salaried employees.
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Each of the segments of the position flexfield has a defined list of values to ensure
selection of valid organization, work title and appointment type values. Position Name Examples The following are some specific examples of position names: The fields are concatenated and separated by a period to create the position name, which appears on the employee’s assignment. Using several positions from the table above as an
example, here is how the positions will appear: • 40600.Professor of Internal Medicine.Teaching and Reseach.F1234 • 20020.Assistant Professor.Administrative.FA123 • 20020.ISP.Functional HR Team Member..C1567 • 20030.HR Administrative Specialist..00008 Additional Position Characteristics Each position will also have other defining characteristics, some required by legislative regulations and some defined to meet UVa’s specific requirements. These additional data items are defined when initially creating the position, and are visible in the position
description window but not visible when assignment a job/position to an employee. The additional data items, which will be defined for each job, are contained in the position standard conditions fields and in the position descriptive flexfield, as follows: • Standard Occupational Classification Code – will contain the SOC code values reported to
the state. • Class Code – contains the class code values reported to the state. • Drug Testing Required – indicates whether a position falls under the UVa drug testing policy; all employees assigned to a position with drug testing required will be required to
undergo drug testing according to policy. • Telecommuting Approved – indicates whether a position is approved for telecommuting; an employee assigned to a position so approved may or may not be a telecommuting
employee. • Change Reason – if any non-key value is changed for a position, this field will contain a
brief description of the reason for the change. • Type of License Required – if licensure is required for a position, this field contains the
type of license. Currently only one value is defined: Health Care License.
• COI-indicates whether the occupant of the position is subject to Conflict of Interest
reporting. UVa Survey Code-a unique alpha/numeric naming convention identifier paired
with a University Job Title denoting the employee category, functional specialty, and title.
Position Months-populated if the position is a 9, 10, or 11 month position.
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Matching Position #-number of the position that has been identified as the
‘match’ for this position, as part of the University Staff Plan. (if applicable) Job and Position Relationship A specific job can be attached to many positions, but a position can be linked to one and only one job. This section illustrates the relationship between jobs and positions using the examples previously provided under the Job Definition and Position Definition sections. Example 1 • Job: Title.Career Group/Rank.Occupational Family.Role Code • Professor.Professor.. • Positions: Organization.Work Title.Appointment Type. Position Number • 40445.Professor of Neurosurgery.Teaching and Research.F1357 • 40445.Professor of Internal Medicine.Teaching and Research.F1267 Example 2 • Job: Title.Career Group/Rank.Occupational Family.Role Code • Trades Technician III.Building Trades. Trades and Operations.79033 • Positions: Organization.Work Title.Appointment Type.Position Number • 20175.Mason..C1299 • 20210.Painter..L4911 • 20190.Sheet Metal Worker..C2388 Example 3 • Job: Title.Career Group/Rank.Occupational Family.Role Code Human Resources Practitioner II.Human Resources.Administative
Services.19092 • Positions: Organization.Work Title.Appointment Type.Position Number • 20020.ISP Functional HR Team Member..C1567 • 20030.Administrative & Program Specialist III..C9920 Example 4 • Job: Title • Positions: Organization.Work Title..Position Number
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• 40790.Lab and Research Practitioner III..0007 • 20005.Law Enforcement Officer..00006 Grade Definition The fields in the Grade key flexfield and the field definitions are as follows: Employee Type – defines the high-level employee category. Valid values are: • Faculty
• Classified
• Research Associate
• Research Scientist • Senior Scientist • Principal Scientist
• Student Worker-Provost • Student Worker-UHR
• University Staff
• Pay Band – defines the broad compensation bands valid for the employee type. Valid
values are 1 through 9, with 1 through 9 valid for classified and the value of 1 the only valid value for the employee types other than classified. University Staff will be a survey code which varies in length. • Class Code – allows different pay elements to be linked to employees at the class code level. Valid grades will be defined at the job and will also be defined on the employee assignment to allow salary validation against the grade range.
Procedure
In this exercise you will enter assignment information for an employee.
Step Action
1. In the employee's People window, click the Assignment button.
2. The Assignment window displays. You will complete all required fields as well as
information in several of the tabs and in additional assignment details before saving.
For new employees, the value 'A1000 Rector/Board of Visitors' defaults in the
Organization field.
3. Enter your org code in the Organization field.
Enter a valid value e.g. "40745".
4. Press [Tab].
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Step Action
5. Choose an option:
• Use Update is when the record has already been saved. It changes the record as of
your effective date but preserves the previous information.
• Correction overrides any previous information with your new changes.
Click the Correction button.
6. The People Group Flexfield window displays. Complete the fields.
Click the Job Type List of Values button.
7. Choose from the list of options.
In this exercise, click the Faculty list item.
8. Click the OK button.
9. Click the Compensation Type List of Values button.
10. Choose from the list of options.
In this exercise use 'Non-paid', which is preselected.
Click the OK button.
11. The rest of the fields are for salaried employees only.
When you have completed the fields click the OK button.
12. Click the Job List of Values button.
13. Search for the job using the Find field.
Enter a valid value e.g. "Post%".
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Step Action
14. Click the Find button.
15. Choose from the list of results.
Click the Post Doctoral Fellow list item.
16. Click the OK button.
17. For this type of employee, do not complete any other fields on this page.
18. Click the Supervisor tab.
19. Enter the supervisor's [last name] or [last name, first initial] or [name] in
the Name field.
Enter a valid value e.g. "McCartney, Chris".
20. If more than one result displays, choose from the list.
Next, click the Statutory Information tab.
21. Click in the [Statutory Information Details] field.
22. The GREs and other data window displays.
Click the Government Reporting Entity List of Values button.
23. The list of values contains only one entry, which defaults: A1000 Rector/Board of
Visitors.
24. Important: Leave the Timecard Approver field blank.
25. Click in the Timecard Required field.
26. Click the List of Values button.
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Step Action
27. Post Doctoral Fellows are not paid though the Integrated System and do not
complete a timecard. The correct choice 'No' is defaulted.
Click the OK button.
28. Leave the rest of the fields blank.
29. Click the OK button.
30. Click in the [Additional Assignment Details] field.
31. Choose an Assignment Change Reason that accurately describes the type of action
you are entering for this employee.
Since you searched for and did not find this person in the Integrated System, this is
the only time you can use 'New Hire'.
Click the List of Values button.
32. Scroll to or use the Find field to locate 'New Hire'.
Click in the Find field.
33. Enter a key word.
Enter a valid value e.g. "New".
34. Click the Find button.
35. New Hire defaults into the field.
Next, enter the Formal Faculty Title for your new employee.
Enter a valid value e.g. "Post Doctoral Fellow of Endocrinology".
36. Enter a date in the Appointment Start Date field.
Enter a valid value e.g. "01-Jul-2012".
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Step Action
37. Enter a date in the Appointment End Date field.
To calculate the date, use the day before the effective date and add the years.
Enter a valid value e.g. "30-jun-2013".
38. Click the OK button.
39. Click the Save button.
40. The Location field currently contains the default value of 'Rector/BOV'.
Click the Yes button to replace it with the correct option.
41. Note that 'HR-University of Va' now displays in the Location field.
42. As a general rule before leaving the assignment window, click the left-right arrow
button and select the Salary Information tab.
43. Click the Close button.
44. This was the final step in adding the new employee.
Click the Close button.
45. Congratulations! You completed the simulation on Entering Assignment
Information for a Post Doctoral Fellow Employee.
End of Procedure.
Entering a Non Doctoral Fellow Employee
A nondoctoral fellow is a fellow/trainee who does not have an MD, PhD, or other doctoral
degree. This is in contrast to a postdoctoral fellow, who does have an MD, PhD, or other doctoral degree. Nondoctoral fellows can be anything from high school students to Master's degree-holders participating in a UVa training program. This section examines all the required and optional fields for entering a nondoctoral fellow employee. Follow each topic in sequential order starting with adding the employee via the People window and then each topic continues within the People window. Important Note: You must be prepared to complete all of the sections without delaying
the entry of any topic to a different day. The HRMS module interfaces with other software such as Jobs@UVa, Lead@UVa, the Operational Data Store (ODS), Student Information System (SIS), etc., and sends information to the other systems in a nightly batch. Not completing the record will cause some of the other processes to fail and your partial record may be deleted.
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At the completion of this section, you will be able to enter the following: • Personal information
• Address(es)
• US ethnic origin
• Phone information
• Schools and colleges (required for School of Medicine)
• Qualifications (required for School of Medicine) • Nondoctoral fellow information • Assignment
Creating a Record and Adding Personal Info for a Non Doc Fellow
Every department is able to record personal information for its employees, non-UVa
employees and contacts. HRMS allows you to quickly and easily enter, update, track,
inquire and report on people daily through the People window. This information--apart from employee address data--is date-tracked, allowing you to keep
an historical track of an employee’s personal information. Required Employee Documents Each department must have an I-9 Specialist to view the new paid employee's original identification to complete part two of the I-9 Online process. The employee must enter their direct deposit and W-4 information via UVa Employee Self-Service on the day after their hire date. The Va-4 form is available in UVa Employee Self-Service to print, complete and send to the Payroll office. The Va-4 must not have any cross outs, or white-outs on the form, or the form will be returned.
Goal Pay Effective Dates for the following scenarios are as follows:
New Hire – The effective date can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Rehire – Can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Adding a New Goal Pay Assignment to an Existing Employee – Can be any day in the pay period.
Change to an Existing Goal Pay Assignment – Must be the 1st day of the pay period.
Procedure
In this exercise you will create a record and then add personal information for a non-doctoral
fellow employee.
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Step Action
1. Begin by logging into your HRMS Specialist responsibility.
Click the People Enter & Maintain link.
2. The People window displays, along with a Decision box. To change the effective
date to other than today's date, click the Yes button.
3. Press [Delete].
4. Enter the date the person started as a non-doctoral fellow in your department into
the Effective Date field.
Enter a valid value e.g. "25-nov-2012".
5. Click the OK button.
6. Verify your effective date displays at the top of the People window.
7. When hiring people, they may already be in the database. For example, they may be
current employees, ex-employees, or retirees. If you find the person you wish to hire
in the database, check their person type, and refer to the chart in the Hiring
Employees introduction for further instruction.
8. Search for the name of the person by entering the [last name, first initial] in the Full
Name field.
Enter a valid value e.g. "Richards, A".
9. Note: You may also search by Social Security number if entered in the format xxx-
xx-xxxx.
10. Press [Tab].
11. Review the list to see if your person already exists in the database.
Click the Cancel button.
12. Another way to search is by social security number.
Click the Clear button.
13. Click in the Social Security field.
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Step Action
14. Enter the number using this format: xxx-xx-xxxx.
Enter a valid value e.g. "239-88-1233".
15. Press [Tab].
16. If the number is not found, he bottom of your window will display 'FRM-40212:
Invalid value for field NATIONAL_IDENTIFIER'.
Click the Clear button.
17. If there is no existing record you will enter the person as a new hire.
Click the New button.
18. Name section: Enter exactly as it displays on their Social Security card.
Enter the last name in the Last field.
Enter a valid value e.g. "Richardson".
19. Click in the First field.
20. Enter the first name.
Enter a valid value e.g. "Alexander".
21. Enter a suffix if applicable.
22. Click in the Middle field.
23. Enter the middle name or initial as it displays on the Social Security card.
Enter a valid value e.g. "T".
24. Click the Gender list.
25. Select the appropriate option.
Click the Male list item.
26. Click the Action list.
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Step Action
27. Click the Create Employment list item.
28. After selecting 'Create Employment' the Person Types options display.
The choices for Person Type are as follows:
• Employee: All paid employees at the University of Virginia
• Medical Center Employee: An employee who is paid on the hospital side; and
supervises an employee who is paid on the Academic payroll
• Non-UVa Employee: An employee who is appointed at the University of
Virginia with no salary
• UVa Retiree: Updated by Human Resources once an employee has retired from
the University of Virginia
In this exercise the person is a non-UVa employee.
Click the Non-UVa Employee list item.
29. Click the OK button.
30. Click in the Social Security field.
31. Enter the employee's Social Security number using this format: xxx-xx-xxxx.
Enter a valid value e.g. "239-88-1233".
32. Note: A pop-up window may display if the name or Social Security number
resembles the name and Social Security number of a person who is in the system. A
list of names will display for you to check the records to make sure any person listed
is not your person. You may need to date-track to a future effective date to find a
person in the list.
The 'no match' option will display at the bottom of the pop-up window. Select the
'no match' option when you have verified the people in the list.
33. Click in the Birth Date field.
34. Enter the employee's birth date using this format: dd-mmm-yyyy.
Enter a valid value e.g. "16-jan-1983".
35. Press [Tab].
36. The Age displayed is based on the birth date entered and your date-track date.
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Step Action
37. In this exercise the employee prefers to be called Alex instead of his given name.
Click the Further Name tab.
38. Click in the Preferred Name field.
39. Use the preferred name field for an employee who prefers to be called by their
middle name or a shortened version of their first name.
Enter a valid value e.g. "Alex".
40. The previous last name field is used when an employee legally changes their name.
41. Click the Save button.
42. Congratulations! You completed the simulation on Creating a Record and Adding
Personal Information for a Non Doctoral Fellow Employee.
End of Procedure.
Entering an Address for a Non Doctoral Fellow
You may enter as many addresses as necessary; a record must have one (only) primary home address but can have any amount of secondary addresses. For employees with foreign addresses, refer to topic in Hiring a Salaried Faculty or Professional Research Staff Employee section.
Procedure
In this exercise you will enter the new employee's address information.
Note: You can enter only one address for each address type.
Step Action
1. In the employee's People window, click the Address button.
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Step Action
2. Enter the home address first. Enter the PO box or street name into the PO BOX or
Street field.
Enter a valid value e.g. "239 Reeds Gap Road".
Important Note: Home address is the employee's primary address. If the employee
has an apartment number, building number, suite, room, or floor, enter the
information on Address Line 2.
3. Click in the City field.
4. The Integrated System has a vertex file located in the list of values for the city, state
and zip code provided from the post office. You can search for your city by selecting
the list of values, or start typing a few characters of the name of your city in the city
field.
Enter a valid value e.g. "Charlottesville".
5. Press [Tab].
6. Cities matching the characters you entered display, along with the state, Zip Code,
and county. Choose the most correct value from the values presented.
Click the Charlottesville, VA 22900 22911 list item.
7. Click the OK button.
8. For cities with single Zip Codes, the value populates. For all other cities, enter the
Zip Code.
In this exercise, the most correct value did not list the Zip Code needed here.
Click in the Zip Code field.
9. Enter a valid value e.g. "22901".
10. You must select the appropriate address Type on all employee address windows.
Click in the Type field.
11. Click the List of Values button.
12. Click the Home Address list item.
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Step Action
13. Click the OK button.
14. Do not enter additional address details for a non-doctoral fellow employee.
15. Click the Save button.
16. The Taxation Address will auto-complete after you select the correct option one
more time.
17. Click the OK button.
18. Click the Close button.
19. Congratulations! You completed the simulation on Entering an Address for a Non
Doctoral Fellow Employee.
End of Procedure.
Entering the US Ethnic Origin for a Non Doctoral Fellow
In order to track ethnicity, US ethnic origin is required information. When selecting more than one value the system automatically flags the 'Two or more races' field.
Procedure
In this exercise you will enter an employee's US ethnic origin.
Step Action
1. In the employee's People window, click the Others button.
2. Click the Extra Information list item.
3. Click the OK button.
4. Click in the US Ethnic Origin field.
5. Click in the Details field.
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Step Action
6. In this exercise the employee is both Black or African and Native Hawaiian or Other
Pacific Islander.
Click in the Black or African American field.
7. Click the List of Values button.
8. Click the Yes list item.
9. Click the OK button.
10. In this exercise we added a second ethnic origin for you. Note that when two or
more are selected, the Two or More Races value also changes to 'Yes'.
Click the OK button.
11. Click the Save button.
12. Click the Close button.
13. Congratulations! You completed the simulation on Entering US Ethnic Origin for
a Non Doctoral Fellow Employee.
End of Procedure.
Entering Phone Information for a Non Doctoral Fellow
When entering a new employee's phone numbers you can add as many as there are types for.
Procedure
In this exercise you will add an employee's home phone number.
Step Action
1. In the employee's People window, click the Others button.
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Step Action
2. Click the Phones list item.
3. Click the OK button.
4. In the Type field, click the List of Values button.
5. Note: When entering cell numbers, choose Cell-Non Published if the employee does
not want their cell number published in the whois directory.
Choose from the list of options. In this exercise you want to add a work number.
In this exercise, click the Home list item.
6. Click the OK button.
7. Enter the number using this format: xxx-xxx-xxxx.
Do not enter alpha characters or text in this field; e.g., 'Ext.'
Enter a valid value e.g. "434-823-1015".
8. As needed, continue entering types and numbers.
When you are finished, click the Save button.
9. Click the Close button.
10. Congratulations! You have completed the simulation on Entering Phone
Information for a Non Doctoral Fellow Employee.
End of Procedure.
Entering Schools and Colleges Attended for a Non Doctoral Fellow
Enter all schools and colleges for the new employee, beginning with the last attended and working backward. After entering the schools you will be able to assign statuses of Complete, Incomplete, Ongoing and Planned in the Qualifications section (next topic).
Procedure
In this exercise you will enter a new employee's school and college attendance information.
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Step Action
1. In the employee's People window, click the Others button.
2. Click the Schools and Colleges Attended list item.
3. Click the OK button.
4. To begin, use the List of Values to search the name of the last school attended on the
first row. Then search for the previous school on the second row, and so on.
School information is entered with a status of Complete, Incomplete, Ongoing and
Planned. Statuses are assigned in the Qualifications section (see next topic).
5. Click the List of Values button.
6. Enter a unique key word in the Find field. Never use the word University or
College.
Place the wildcard sign (%) in front and back of the key word you choose.
Enter a valid value e.g. "%Clemson%".
7. Click the Find button.
8. If a school is missing from the List of Values, email [email protected].
The email must include the name of the school and the URL of the school, translated
to English if applicable.
'Clemson University' is preselected, click the OK button.
9. Click in the End Date field.
Enter the End Date. If the day and month are unknown you may use '30-May' as the
day and month.
Enter a valid value e.g. "31-may-2005".
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Step Action
10. The Full Time checkbox is not being used at this time.
To enter the next school, click on the next blank line.
11. When you have finished entering all schools and colleges, click the Save button.
12. Click the Close button.
13. Congratulations! You completed the simulation on Entering Schools and Colleges
Attended for a Non Doctoral Fellow Employee.
End of Procedure.
Entering Qualifications for a Non Doctoral Fellow
After entering an employee's schools and colleges, access the Qualifications window and enter information such as type of degree and degree status.
Procedure
In this exercise you will enter an employee's information in the Qualifications section.
Step Action
1. In the employee's People window, click the Others button.
2. Click the Qualifications list item.
3. Click the OK button.
4. Enter the latest degree earned first.
Click the Type List of Values button.
5. Choose from the list of results. You can use the Find feature or scroll through
results.
Click the vertical scrollbar.
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Step Action
6. Choose from the list of results.
In this exercise click the BS-Bachelor of Science list item.
7. Click the OK button.
8. If a type is missing from the List of Values, complete the Integrated System HRMS
Support request form. The form is located in the Human Resources toolkit
(http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/).
The request must include the degree, the name of the school, the location/country,
and the URL of the school, translated to English if applicable.
9. Click in the End Date field.
10. Enter the same end date you entered in the Schools and Colleges Attended
window.
Enter a valid value e.g. "31-may-2005".
11. Click in the Status field.
12. Click the List of Values button.
13. Choose from the list of options. In this exercise use Complete, which is preselected.
Click the OK button.
14. Click in the Establishment field.
15. Click the List of Values button.
16. The school entered in the Schools and Colleges Attended window displays,
verifying that the dates in both windows match.
17. Click the Save button.
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Step Action
18. Click the Close button.
19. Congratulations! You have completed the simulation on Entering Qualifications
for a Non Doctoral Fellow Employee.
End of Procedure.
Entering Non Doctoral Fellow Information
A nondoctoral fellow is a fellow/trainee who does not have an MD, PhD, or other, doctoral degree. This is in contrast to a postdoctoral fellow, who has an MD, PhD, or other, doctoral
degree. Nondoctoral fellows can be anything from high school students to Master's degree-holders participating in an UVa training program.
Procedure
In this exercise you will enter stipend payment information.
Step Action
1. From the employee's People window, click the Special Info button.
2. Scroll to the option.
Click the vertical scrollbar.
3. Click in the Emp-Post Doctoral Fellow field.
4. Click in the Detail field.
5. Enter an amount in the Stipend field.
Enter a valid value e.g. "52000.00".
6. Note that there are 3 PTAO fields and corresponding percent fields for your use.
Enter information in the PTAO1 field.
Enter a valid value e.g. "100006.101.YY00001.40850".
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Step Action
7. Enter the percent the stipend will be paid from this PTAO into the PTAO1 % field.
Enter a valid value e.g. "100".
8. If you are splitting PTAOs, enter information in the other fields.
When you have finished, click the OK button.
9. When you have finished entering information click the Save button.
10. Click the Close button.
11. Congratulations! You completed the simulation on Entering Emp-Post Doctoral
Fellow Information for a Non Doctoral Fellow.
End of Procedure.
Entering Assignment Information for a Non Doctoral Fellow
Assignment
The assignment is the central concept that relates the people that you employ to the structures in which they work and the compensation and benefits for which they are eligible. In IS, many of the activities that you undertake in human resource management
are based on assignments and not people. In particular, you enter all earnings, deductions, and other pay-related elements for the employee assignment, rather than for the employee. This makes it possible to give an employee two or more assignments. An
employee must have a primary assignment at all times. The salaried assignment has to be the primary. You record promotions, transfers, and so on as changes to the existing assignment. These changes are date-tracked so that you can view the history of changes
to an assignment and can make future-dated changes. HRMS uses a unique identifier, known as Employee Number, to identify every employee in the system. The employee number is a six-digit number. The first assignment has the same six-digit employee number. Each additional assignment has a suffix added to the employee number starting with -2. The system assigns each additional assignment the next number in the sequence. Once an assignment is terminated, the assignment can never be used. If the employee is rehired, the system remembers the last number used
and assigns the next available number to the rehired employees new
assignment. Key Flexfield Overview The following are key flexfields: • People Group • Job • Position • Grade People Group Definition
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People Group is used by the Labor Distribution and Human Resources modules. Following is the configuration of the People Group flexfield: • Job Type – high level classification indicating whether an employee assignment is faculty, classified, student, etc. • Compensation Type – indicates whether an employee assignment is salaried, wage or
non-paid • Employment Category – indicates whether the assignment is Fulltime or Part-time • Parttime FTE Percent – indicates the degree of FTE% for the assignment (used only for part-time) • Appointment Duration – indicates the broad category of appointment duration The People Group flexfield will only accept valid combinations of values. The only valid
combinations are defined in the People Group Combinations table. Job Definition The field titles and definitions of the Job key flexfield are as follows: • Title – defines the state role title for classified employees and the job title for faculty and University Staff. • Career Group/Rank – defines the state career group for the classified role title, or the specific academic rank for faculty employees. • Occupational Family – contains the state-defined occupational family for the state role code if classified; it will be blank for faculty. • Role Code – contains the state-defined role code associated to the state-defined role
title; it will be blank for faculty who are not Professional Research. A key feature of the role code is that it will be explicitly defined for each classified job, as
defined by the state. However, the faculty role code will be derived when it is required for
reporting purposes. Job Name Examples The fields are concatenated and separated by a period to create a job name, which appears on the employee’s assignment. Using several jobs from the table above as an example, here is how the jobs will appear: • Visiting Assistant Professor.Assistant Professor.. • Professor.Professor.. • Trades Technician III.Building Trades.Trades and Operations.79033 Additional Job Characteristics Each job will have other defining characteristics, some required by legislative regulations
and some defined to meet UVA’s specific requirements. These additional data items are defined then initially creating a job, and are visible in the job description window but not
visible when assigning a job/position to an employee. The additional data items, which will be defined for each job, are contained in the further
job information field and the job descriptive flexfield, as follows: • FLSA Code – Exempt or Non-Exempt • EEO-6 Code – Values currently used at UVA • EEO-6 Sub-Code – Values currently used at UVA
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Position Definition The field titles and definitions for the Position key flexfield are as follows: • Organization – contains the five-digit code representing a department. It is included in
the position key flexfield to allow the correct assignment to be selected when creating a labor schedule or moving a position to a new organization. This will be required for all positions. • Work Title – contains the work title for the position. This will be required for all positions. • Appointment Type – defines the specific type of faculty appointment, and will be blank for all other non-faculty positions. This will be required only for faculty positions, and is needed to ensure unique position names. • Position Number – identifies a unique position number for state reporting of salaried employees and FTE budget tracking. There is a one-for-one relationship between employee and position for salaried employees. Each of the segments of the position flexfield has a defined list of values to ensure
selection of valid organization, work title and appointment type values. Position Name Examples The following are some specific examples of position names: The fields are concatenated and separated by a period to create the position name, which appears on the employee’s assignment. Using several positions from the table above as an example, here is how the positions will appear: • 40600.Professor of Internal Medicine.Teaching and Reseach.F1234 • 20020.Assistant Professor.Administrative.FA123 • 20020.ISP.Functional HR Team Member..C1567 • 20030.HR Administrative Specialist..00008 Additional Position Characteristics Each position will also have other defining characteristics, some required by legislative regulations and some defined to meet UVa’s specific requirements. These additional data items are defined when initially creating the position, and are visible in the position description window but not visible when assignment a job/position to an employee. The additional data items, which will be defined for each job, are contained in the position standard conditions fields and in the position descriptive flexfield, as follows: • Standard Occupational Classification Code – will contain the SOC code values reported to
the state. • Class Code – contains the class code values reported to the state. • Drug Testing Required – indicates whether a position falls under the UVa drug testing policy; all employees assigned to a position with drug testing required will be required to
undergo drug testing according to policy. • Telecommuting Approved – indicates whether a position is approved for telecommuting;
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an employee assigned to a position so approved may or may not be a telecommuting
employee. • Change Reason – if any non-key value is changed for a position, this field will contain a
brief description of the reason for the change. • Type of License Required – if licensure is required for a position, this field contains the
type of license. Currently only one values is defined: Health Care License. • COI-indicates whether the occupant of the position is subject to Conflict of Interest
reporting. UVa Survey Code-a unique alpha/numeric naming convention identifier paired
with a University Job Title denoting the employee category, functional specialty, and title.
Position Months-populated if the position is a 9, 10, or 11 month position. Matching Position #-number of the position that has been identified as the
‘match’ for this position, as part of the University Staff Plan. (if applicable) Job and Position Relationship A specific job can be attached to many positions, but a position can be linked to one and only one job. This section illustrates the relationship between jobs and positions using the
examples previously provided under the Job Definition and Position Definition sections. Example 1 • Job: Title.Career Group/Rank.Occupational Family.Role Code • Professor.Professor.. • Positions: Organization.Work Title.Appointment Type. Position Number • 40445.Professor of Neurosurgery.Teaching and Research.F1357 • 40445.Professor of Internal Medicine.Teaching and Research.F1267 Example 2 • Job: Title.Career Group/Rank.Occupational Family.Role Code • Trades Technician III.Building Trades. Trades and Operations.79033 • Positions: Organization.Work Title.Appointment Type.Position Number • 20175.Mason..C1299 • 20210.Painter..L4911 • 20190.Sheet Metal Worker..C2388 Example 3 • Job: Title.Career Group/Rank.Occupational Family.Role Code
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Human Resources Practitioner II.Human Resources.Administative
Services.19092 • Positions: Organization.Work Title.Appointment Type.Position Number • 20020.ISP Functional HR Team Member..C1567 • 20030.Administrative & Program Specialist III..C9920 Example 4 • Job: Title • Positions: Organization.Work Title..Position Number • 40790.Lab and Research Practitioner III..0007 • 20005.Law Enforcement Officer..00006 Grade Definition The fields in the Grade key flexfield and the field definitions are as follows: Employee Type – defines the high-level employee category. Valid values are • Faculty
• Classified
• Research Associate
• Research Scientist • Senior Scientist • Principal Scientist
• Student Worker-Provost • Student Worker-UHR
• University Staff • Pay Band – defines the broad compensation bands valid for the employee type. Valid values are 1 through 9, with 1 through 9 valid for classified and the value of 1 the only
valid value for the employee types other than classified. University Staff will be a survey code which varies in length. • Class Code – allows different pay elements to be linked to employees at the class code level. Valid grades will be defined at the job and will also be defined on the employee assignment to allow salary validation against the grade range.
Procedure
In this exercise you will enter assignment information for an employee.
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Step Action
1. In the employee's People window, click the Assignment button.
2. The Assignment window displays. You will complete all required fields as well as
information in several of the tabs and in additional assignment details before saving.
For new employees, the value 'A1000 Rector/Board of Visitors' defaults in the
Organization field.
3. Enter your org code in the Organization field.
Enter a valid value e.g. "40850".
4. Press [Tab].
5. Choose an option:
• Use Update is when the record has already been saved. It changes the record as of
your effective date but preserves the previous information.
• Correction overrides any previous information with your new changes.
Click the Correction button.
6. The People Group Flexfield window displays. Complete the fields.
Click the Job Type List of Values button.
7. Choose from the list of options.
In this exercise, click the Faculty list item.
8. Click the OK button.
9. Click the Compensation Type List of Values button.
10. Choose from the list of options.
In this exercise choose 'Non-paid', which is preselected.
Click the OK button.
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Step Action
11. The rest of the fields are for salaried employees only.
When you have completed the fields click the OK button.
12. Click the Job List of Values button.
13. Search for the job using the Find field.
Enter a valid value e.g. "Non-Doctoral%".
14. Click the Find button.
15. Choose from the list of results. In this example Non-Doctoral Fellow is preselected.
Click the OK button.
16. For this type of employee, do not complete any other fields on this page.
17. Click the Supervisor tab.
18. Enter the supervisor's [last name] or [last name, first initial] or [name] in
the Name field.
Enter a valid value e.g. "Jane".
19. Press [Tab].
20. If more than one result displays, choose from the list.
In this exercise use the preselected name.
Click the OK button.
21. Click the Statutory Information tab.
22. Click in the [Statutory Information Details] field.
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Step Action
23. The GREs and other data window displays.
Click the Government Reporting Entity List of Values button.
24. The list of values contains only one entry, which defaults: A1000 Rector/Board of
Visitors.
25. Important: Leave the Timecard Approver field blank.
26. Click in the Timecard Required field.
27. Click the List of Values button.
28. Non doctoral fellows do not complete a timecard. The correct choice 'No' is
defaulted.
Click the OK button.
29. Leave the rest of the fields blank.
30. Click the OK button.
31. Click in the [Additional Assignment Details] field.
32. Choose an Assignment Change Reason that accurately describes the type of action
you are entering for this employee.
Since you searched for and did not find this person in the Integrated System, this is
the only time you can use 'New Hire'.
Click the List of Values button.
33. Scroll to or use the Find field to locate 'New Hire'.
Click in the Find field.
34. Enter a key word.
Enter a valid value e.g. "New".
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Step Action
35. Click the Find button.
36. New Hire defaults into the field.
Next, enter the Formal Faculty Title for your new employee.
Enter a valid value e.g. "Non Doctoral Fellow of Neurology".
37. Enter a date in the Appointment Start Date field.
Enter a valid value e.g. "25-Nov-2012".
38. Enter a date in the Appointment End Date field.
To calculate the date, use the day before the effective date and add the years.
Enter a valid value e.g. "24-nov-2013".
39. Click the OK button.
40. Click the Save button.
41. The Location field currently contains the default value of 'Rector/BOV'.
Click the Yes button to replace it with the correct option.
42. Note that 'HR-University of Va' now displays in the Location field.
43. As a general rule before leaving the assignment window, click the left-right arrow
button and select the Salary Information tab.
44. Click the Close button.
45. This was the final step in adding the new employee.
Click the Close button.
46. Congratulations! You completed the simulation on Entering Assignment
Information for a Non Doctoral Fellow Employee.
End of Procedure.
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Hiring a GRA/GTA or Faculty Wage (Goal Payment)
This section examines all the required and optional fields for hiring a GRA/GTA or Faculty
Wage (Goal Payment) employee. Follow each topic in sequential order starting with adding the employee via the People window and then each topic continues within the People window. Important Note: You must be prepared to complete all of the sections without delaying the entry of any topic to a different day. The HRMS module interfaces with other software such as Jobs@UVa, Lead@UVa, the Operational Data Store (ODS), Student Information System (SIS), etc., and sends information to the other systems in a nightly batch. Not
completing the record will cause some of the other processes to fail and your partial record
may be deleted.
Goal Pay Effective Dates for the following scenarios are as follows:
New Hire – The effective date can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Rehire – Can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Adding a New Goal Pay Assignment to an Existing Employee – Can be any day in the pay period.
Change to an Existing Goal Pay Assignment – Must be the 1st day of the pay period.
You must verify the person is a full-time UVa Student (http://www.hr.virginia.edu/other-hr-services/hr-consulting-services/employment/employment-of-students/) (12 credit hours or more). You or someone in your office can verify student enrollment with the SIS
responsibility UV SR Viewer Non-Acad. Ensure the type of payment requested is applicable by reviewing the Provost Wage Authorization Memo (http://provost.virginia.edu/faculty-resources/documents-forms). The wage authorization memo determines the minimum and maximum hours and salary for hourly student and faculty wage employees. The Provost Office updates the memo every year. During the academic year, a student must not work more than 20 hours in their combined jobs at UVa without the approval of their Faculty Advisor. Such approval must be attached to their assignment. A student may work full-time during the summer (not enrolled in
coursework) and off periods such as winter break. Students enrolled in summer term (not full-time; 6 credits) can work 20 hours a week or less. Students who graduate can continue
to work in this capacity through the last pay period prior to the start of the fall semester – for the same work. They should be kept in this role and expected to work at a higher level which you would have filled with a staff position, etc. Faculty Wage: Please be aware that under the Affordable Care Act, employers are required to monitor employee hours over 29 for eligibility of health care. Faculty who only work wage assignments and have multiple active assignments are permitted to work 1500 hours
from October 1st to September 30th each year. Once the employee reaches the 1500 hour threshold in all of their active assignments, the employee will receive a warning from
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Human Resources when they are getting ready to meet the threshold. Once the threshold is met, the employee can no longer work until the following October 1st. Best practice for faculty who have multiple wage assignments is to end the assignment after the goal pays are paid. It is particularly important to set the amount of working hours to the amount of actual effort according to the Provost faculty wage guideline
(http://www.virginia.edu/uvapolicies/Policies/PROV-026v1.html) that states: "Faculty wage employment is usually less than 0.5 FTE (teaching fewer than 6 credits1
(http://www.virginia.edu/uvapolicies/Policies/PROV-026v1.html#Footnote1) or the equivalent of no more than 19 hours per week); is offered for only one or two semesters at a time; and applies to faculty employees paid solely through the University’s Goal Pay process. Faculty members with salaried appointments (full- or part-time), other full-time University employees who receive wage payments in addition to their salary, and retired, formerly-salaried UVA faculty re-hired as wage employees are not governed by this policy. Employment of 0.5 FTE or more (teaching 6 credits or more) may be made on a wage basis for one semester only. Employment of 0.5 FTE or more that is anticipated to last longer than one semester should be created and searched as non-tenure-track faculty salaried appointments in accordance with the Policy on Employment of Non-Tenure-Track Faculty. In rare, extenuating circumstances, wage employment of 0.5 FTE or more that is expected to last for one semester only may be renewed on a wage basis for one additional term with the advance written approval of EVPP." Calculating Teaching Load/Effort for faculty: Per the Provost Office policy a 3 credit course equals .25 FTE. Anything bolded in a bold box is FT Salaried benefits (30 hours plus) for that semester The University of Virginia minimum entry level salary for a 9 month faculty member at the rank of Instructor is $36,800. To get the minimum amount that you may pay to teach you divide the 9 month salary by the number of courses a fulltime faculty member would teach in your school for full-time load. Each school has their own payment scale for teaching so please consult with your school. This just gets you the minimum required by the university.
3-3 Load (6 Classes Total)
4-4 Load (8 Classes Total)
$36,800 36,800/6= 36,800/8=
Per 3 credit class minimum
$6,133 $4,600
Best Practices for Entering a Goal Payment Once a goal payment is initiated, the system will divide the number of goal pay periods by the value in the New Value field in the Salary Administration window. The system will pay the employee every bi-weekly pay period until the number in the number of goal pay
periods is met.
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Ensure the amount of goal pay periods divides evenly into the number of goal pay periods. If the amount does not divide evenly, the system will ensure the employee receives the amount in the New Value field in the Salary Administration window by adding an additional
pay period if necessary. To calculate the bi-weekly payment amount, divide the number of pay periods into the amount in the Salary Administration window. To increase or decrease the amount of the goal pays in the middle of an existing goal pay period:
1. Calculate how much money the employee has received.
2. Calculate how much money you still owe the employee. 3. Find out how many pay periods you still owe the employee. 4. Add or decrease how much money you still owe the employee.
5. Update the number of goal pay periods to equal the number you still owe the
employee using the current effective date. 6. Update the salary to the amount you still owe the employee plus or minus the
increase/decrease using the current effective date.
Do not terminate the employee or the assignment until you ensure all of the Goal Pays have been processed in payroll. If no pay has been charged on an assignment in 168 days, a process will run with the bi-weekly payroll that identifies those assignments and changes the payroll to 'Inactive Payroll'. To restart the Goal Payments, the payroll has to be changed back to 'Bi-weekly' with an effective date you want them to be paid again. Do not request a 'Special Check' if your new Goal Pay employee has missed a payroll. You may remedy this by entering the employee in the current payroll entering 1 goal pay
period, and a salary that equals the retro plus the current bi-weekly goal amount. Use the
paperclip attachment to describe the issue. Next, you must date-track to the next payroll and enter the amount of pay periods and the Goal Pay amount for the rest of the Goal Pay period(s). If you still need to ask for a Special Check, enter the employee with the retro payroll date and do not enter the # of goal pay periods. Enter a salary that equals the retro amount. Use the paperclip attachment to describe the issue. Next, you must date-track to the current payroll and enter the number of goal pay periods and the Goal Pay
amount for the rest of the Goal Pay period(s). You must submit the Off-Cycle Payroll Request form (http://www.hr.virginia.edu/other-hr-services/payroll-information/payroll-policies-and-procedures/special-checks/) with your entry agreeing to pay the fee. At the completion of this section, you will be able to enter: • Personal information
• Address(es) • US ethnic origin • Phone information
• Schools and colleges attended (optional)
• Qualifications (optional) • Contact information (Optional) • Assignment • Salary information
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Creating a Record and Adding Personal Info for a GRA/GTA/Fac Wage Employee (Goal Payment)
Every department is able to record personal information for its employees, non-UVa
employees and contacts. HRMS allows you to quickly and easily enter, update, track,
inquire and report on people daily through the People window. This information--apart from employee address data--is date-tracked, allowing you to keep
an historical track of an employee’s personal information. Required Employee Documents Each department must have an I-9 Specialist to view the new paid employee's original identification to complete part two of the I-9 Online process. The employee must enter their direct deposit and W-4 information via UVa Employee Self-Service on the day after
their hire date. The Va-4 form is available in UVa Employee Self-Service to print, complete and send to the Payroll office. The Va-4 must not have any cross outs, or white-outs on the
form, or the form will be returned.
Goal Pay Effective Dates for the following scenarios are as follows:
New Hire – The effective date can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Rehire – Can be any day in the pay period as long as you collect the new employee’s identification, access the Employer I-9 site, and complete section 2 no later than the 3rd business day after the employee’s start date.
Adding a New Goal Pay Assignment to an Existing Employee – Can be any day in the pay period.
Change to an Existing Goal Pay Assignment – Must be the 1st day of the pay period.
Procedure
In this simulation you will create a record for a new GRA/GTA student or faculty wage employee
and add personal information.
Step Action
1. Begin by logging into your HRMS Specialist responsibility.
Click the People Enter & Maintain link.
2. The People window displays, along with a Decision box. To change the effective
date to other than today's date, click the Yes button.
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Step Action
3. Press [Delete].
4. Enter the date the person started working in your department into the Effective
Date field.
Enter a valid value e.g. "11-feb-2013".
5. Click the OK button.
6. Verify your effective date displays at the top of the People window.
7. When hiring people, they may already be in the database. For example, they may be
current employees, ex-employees, or retirees. If you find the person you wish to hire
in the database, check their person type, and refer to the chart in the Hiring
Employees introduction for further instruction.
8. Search for the name of the person by entering the [last name, first initial] in the Full
Name field.
Enter a valid value e.g. "Smithson, N".
9. Note: You may also search by Social Security number if entered in the format xxx-
xx-xxxx.
10. Press [Tab].
11. If there is no existing record you will enter the person as a new hire.
Click the Clear button.
12. Click the New button.
13. Name section: Enter exactly as it displays on their Social Security card.
Enter the last name in the Last field.
Enter a valid value e.g. "Smithson".
14. Press [Tab].
15. Enter the first name in the First field.
Enter a valid value e.g. "Natalie".
16. Enter a suffix if applicable.
17. Click in the Middle field.
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Step Action
18. Enter the middle name or initial as it displays on the Social Security card.
Enter a valid value e.g. "A".
19. Click the Gender list.
20. Select the appropriate option.
Click the Female list item.
21. Click the Action list.
22. Click the Create Employment list item.
23. After selecting 'Create Employment' the Person Types options display.
The choices for Person Type are as follows:
• Employee: All paid employees at the University of Virginia
• Medical Center Employee: An employee who is paid on the hospital side; and
supervises an employee who is paid on the Academic payroll
• Non-UVa Employee: An employee who is appointed at the University of
Virginia with no salary
• UVa Retiree: Updated by Human Resources once an employee has retired from
the University of Virginia
In this exercise the person is an UVa employee, the default selection.
Click the OK button.
24. Click in the Social Security field.
25. Enter the employee's Social Security number using this format: xxx-xx-xxxx.
Enter a valid value e.g. "012-67-3455".
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Step Action
26. Note: A pop-up window may display if the name or Social Security number
resembles the name and Social Security number of a person who is in the system. A
list of names will display for you to check the records to make sure any person listed
is not your person. You may need to date-track to a future effective date to find a
person in the list.
The 'no match' option will display at the bottom of the pop-up window. Select the
'no match' option when you have verified the people in the list.
27. Click in the Birth Date field.
28. Enter the employee's birth date using this format: dd-mmm-yyyy.
Enter a valid value e.g. "22-apr-1990".
29. Press [Tab].
30. The Age displayed is based on the birth date entered and your date-track date.
31. If an employee prefers to be called by a nickname or middle name or has a previous
last name, enter it in the Further Name tab.
32. Click the Save button.
33. Congratulations! You have completed the simulation on Creating a Record and
Adding Personal Information for a GRA/GTA or Faculty Wage Employee.
End of Procedure.
Entering an Address for a GRA/GTA/Fac Wage Employee (Goal Payment)
You may enter as many addresses as necessary; a record must have one (only) primary home address but can have any amount of secondary addresses.
For employees with foreign addresses, refer to topic in Hiring a Salaried Faculty or Professional Research Staff Employee section.
Procedure
In this exercise you will enter the new employee's address information.
Note: You can enter only one address for each address type.
Step Action
1. In the employee's People window, click the Address button.
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Step Action
2. Enter the PO Box or Street into the PO BOX or Street field.
Enter a valid value e.g. "2440 Main Street".
Important Note: If the employee has an apartment number, building number, suite,
room, or floor, enter the information on Address Line 2.
3. Click in the City field.
4. The Integrated System has a vertex file located in the list of values for the city, state
and zip code provided from the post office. You can search for your city by selecting
the list of values, or start typing a few characters of the name of your city in the city
field.
Enter a valid value e.g. "Charlottes".
5. Press [Tab].
6. Cities matching the characters you entered display, along with the state, Zip Code,
and county. Choose the most correct value from the values presented.
Click the Charlottesville, VA 22900-22911 list item.
7. Click the OK button.
8. For cities with single Zip Codes, the value populates. For all other cities, enter the
Zip Code.
In this exercise, the most correct value did not list the Zip Code needed here.
Click in the Zip Code field.
9. Enter a valid value e.g. "22901".
10. You must select the appropriate address Type on all employee address windows.
Click in the Type field.
11. Click the List of Values button.
12. Click the Home Address list item.
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Step Action
13. Click the OK button.
14. Do not enter additional address details for a student and faculty wage employee.
15. Click the Save button.
16. The Taxation Address will auto-complete after you select the correct option one
more time.
Click the OK button.
17. Click the Close button.
18. Congratulations! You have completed the simulation on Entering an Address for a
GRA/GTA or Faculty Wage Employee.
End of Procedure.
Entering the US Ethnic Origin for a GRA/GTA/Fac Wage Employee (Goal Payment)
In order to track ethnicity, US ethnic origin is required information. When selecting more than one value the system automatically flags the 'Two or more races' field.
Procedure
In this exercise you will enter an employee's US ethnic origin.
Step Action
1. In the employee's People window, click the Others button.
2. Click the Extra Information list item.
3. Click the OK button.
4. Click in the US Ethnic Origin field.
5. Click in the Details field.
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Step Action
6. In this exercise the employee is both 'Black or African' and 'Native Hawaiian or
Other Pacific Islander'.
Click in the Black or African American field.
7. Change the 'No' value to 'Yes'.
Click the List of Values button.
8. Click the Yes list item.
9. Click the OK button.
10. In this exercise we added the second ethnic origin for you. Note that when two or
more are selected, the Two or More Races value also changes to 'Yes'.
Click the OK button.
11. Click the Save button.
12. Click the Close button.
13. Congratulations! You have completed the simulation on Entering the US Ethnic
Origin for a GRA/GTA and Faculty Wage Employee.
End of Procedure.
Entering Phone Info for a GRA/GTA/Fac Wage Employee (Goal Payment)
When entering a new employee's phone numbers you can add as many as there are types for.
Procedure
In this exercise you will enter an employee's home phone number.
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Step Action
1. In the employee's People window, click the Others button.
2. Click the Phones list item.
3. Click the OK button.
4. In the first Type field, click the List of Values button.
5. Note: When entering cell numbers, choose Cell-Non Published if the employee does
not want their cell number published in the whois directory.
In this exercise, Home has been selected for you.
Click the OK button.
6. Enter the number using this format: xxx-xxx-xxxx.
Do not enter alpha characters or text in this field; e.g., 'Ext.'
Enter a valid value e.g. "434-555-1234".
7. As needed, continue entering types and numbers. When you are finished, click
the Save button.
8. Click the Close button.
9. Congratulations! You have completed the simulation on Entering Phone
Information for a GRA/GTA or Faculty Wage Employee.
End of Procedure.
Entering Schools and Colleges Attended for a GRA/GTA/Fac Wage Employee (Goal Payment)
Enter all schools and colleges for the new employee, beginning with the last attended and working backward. After entering the schools you will be able to assign statuses of Complete, Incomplete, Ongoing and Planned in the Qualifications section (next topic).
Procedure
In this exercise you will enter a new employee's school and college attendance information.
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Step Action
1. In the employee's People window, click the Others button.
2. Click the Schools and Colleges Attended list item.
3. Click the OK button.
4. To begin, use the List of Values to search the name of the last school attended on the
first row. Then search for the previous school on the second row, and so on.
School information is entered with a status of Complete, Incomplete, Ongoing and
Planned. Statuses are assigned in the Qualifications section (see next topic).
5. Click the List of Values button.
6. Enter a unique key word in the Find field. Never use the word University or
College.
Place the wildcard sign (%) in front and back of the key word you choose.
Enter a valid value e.g. "%Clemson%".
7. Click the Find button.
8. If a school is missing from the List of Values, email [email protected].
The email must include the name of the school and the URL of the school, translated
to English if applicable.
Click the OK button.
9. Click in the End Date field.
Enter the End Date. If the day and month are unknown you may use '30-May' as the
day and month.
Enter a valid value e.g. "31-May-2011".
10. The Full Time checkbox is not being used at this time.
To enter the next school, click on the next blank line.
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Step Action
11. When you have finished entering all schools and colleges, click the Save button.
12. Click the Close button.
13. Congratulations! You have completed the simulation on Entering Schools and
Colleges Attended for a GRA/GTA or Faculty Wage Employee.
End of Procedure.
Entering Qualifications for a GRA/GTA/Fac Wage Employee (Goal Payment)
After entering an employee's schools and colleges, access the Qualifications window and enter information such as type of degree and degree status.
Procedure
In this exercise you will enter an employee's information in the Qualifications section.
Step Action
1. In the employee's People window, click the Others button.
2. Click the Qualifications list item.
3. Click the OK button.
4. Enter the latest degree earned first.
Click the Type List of Values button.
5. Choose from the list of results. You can scroll through results or use the Find
feature.
In this exercise click the BA-Bachelor of Arts list item.
6. Click the OK button.
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Step Action
7. If a type is missing from the List of Values, submit the Integrated System HRMS
Support request form. The form is located in the Human Resources toolkit
(http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/).
The request must include the degree, the name of the school, the location/country,
and the URL of the school, translated to English if applicable.
8. Click in the Title field.
Enter the discipline information into the Title field.
Enter a valid value e.g. "Psychology".
9. Press [Tab].
10. Click in the End Date field.
11. Enter the same end date you entered in the Schools and Colleges Attended
window.
Enter a valid value e.g. "31-may-2011".
12. Click in the Status field.
13. Click the List of Values button.
14. Choose from the list of options. In this exercise use Complete, which is preselected.
Click the OK button.
15. Click in the Establishment field.
16. Click the List of Values button.
17. The school entered in the Schools and Colleges Attended window displays,
verifying that the dates in both windows match.
18. Click the Save button.
19. Click the Close button.
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Step Action
20. Congratulations! You have completed the simulation on Entering Qualifications
for a GRA/GTA or Faculty Wage Employee.
End of Procedure.
Entering Assignment Information for a GRA/GTA/Fac Wage Employee (Goal Payment)
Assignment The assignment is the central concept that relates the people that you employ to the structures in which they work and the compensation and benefits for which they are eligible. In IS, many of the activities that you undertake in human resource management are based on assignments and not people. In particular, you enter all earnings, deductions, and other pay-related elements for the employee assignment, rather than for the employee. This makes it possible to give an employee two or more assignments. An employee must have a primary assignment at all times. The salaried assignment has to be the primary. You record promotions, transfers, and so on as changes to the existing assignment. These changes are date-tracked so that you can view the history of changes to an assignment and can make future-dated changes. HRMS uses a unique identifier, known as Employee Number, to identify every employee in
the system. The employee number is a six-digit number. The first assignment has the same six-digit employee number. Each additional assignment has a suffix added to the employee number starting with -2. The system assigns each additional assignment the next number in the sequence. Once an assignment is terminated, the assignment can never be used. If the employee is rehired, the system remembers the last number used and assigns the next available number to the rehired employees new assignment. Primary and Secondary Assignments The primary assignment is the employee's main job at UVA. All benefits are associated with the primary assignment. Secondary assignments are used to reflect additional jobs, paid
and unpaid, an employee may have at the University. Examples of Secondary Assignments: • Employee works a wage job in addition to the primary assignment. Refer to Maintaining Employee Records - Adding an Additional Paid Assignment • Faculty member has an additional unpaid appointment in another department. Refer to Maintaining Employee Records - Adding an Additional Unpaid Assignment • Faculty member receives additional pay for work outside normal salaried job and will be
paid over more than one consecutive pay period. Refer to Hiring Employees-Hiring a GRA/GTA or Faculty Wage (Goal Payment) • Faculty member receives additional pay for work outside the normal job and is paid an
hourly wage. Refer to Hiring Employees-Hiring a Student or Faculty Hourly Wage
Employee • Employee receives a bonus or additional pay for work outside normal job and the pay will be paid in a lump sum payment. Refer to Maintaining Employee Information - Add
Secondary Assignment (Faculty Wage, Lump Sum) Key Flexfield Overview The following are key flexfields: • People Group
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• Job • Position
• Grade People Group Definition People Group is used by the Labor Distribution and Human Resources modules. Following is
the configuration of the People Group flexfield: • Job Type – high level classification indicating whether an employee assignment is faculty, classified, student, etc. • Compensation Type – indicates whether an employee assignment is salaried, wage or non-paid • Employment Category – indicates whether the assignment is Fulltime or Part-time • Parttime FTE Percent - indicates the degree of FTE% for the assignment (used only for part-time) • Appointment Duration – indicates the broad category of appointment duration The People Group flexfield will only accept valid combinations of values. The only valid
combinations are defined in the People Group Combinations table. Job Definition The field titles and definitions of the Job key flexfield are as follows: • Title – defines the state role title for classified employees and the job title for faculty and University Staff. • Career Group/Rank – defines the state career group for the classified role title, or the specific academic rank for faculty employees. • Occupational Family – contains the state-defined occupational family for the state role
code if classified; it will be blank for faculty. • Role Code – contains the state-defined role code associated to the state-defined role
title; it will be blank for faculty who are not Professional Research. A key feature of the role code is that it will be explicitly defined for each classified job, as
defined by the state. However, the faculty role code will be derived when it is required for reporting purposes. Job Name Examples The fields are concatenated and separated by a period to create a job name, which appears on the employee’s assignment. Using several jobs from the table above as an example, here is how the jobs will appear: • Visiting Assistant Professor.Assistant Professor.. • Professor.Professor.. • Trades Technician III.Building Trades.Trades and Operations.79033 Additional Job Characteristics Each job will have other defining characteristics, some required by legislative regulations and some defined to meet UVA’s specific requirements. These additional data items are defined then initially creating a job, and are visible in the job description window but not
visible when assigning a job/position to an employee. The additional data items, which will be defined for each job, are contained in the further
job information field and the job descriptive flexfield, as follows:
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• FLSA Code – Exempt or Non-Exempt • EEO-6 Code – Values currently used at UVA • EEO-6 Sub-Code – Values currently used at UVA Position Definition The field titles and definitions for the Position key flexfield are as follows: • Organization – contains the five-digit code representing a department. It is included in
the position key flexfield to allow the correct assignment to be selected when creating a labor schedule or moving a position to a new organization. This will be required for all positions. • Work Title – contains the work title for the position. This will be required for all positions. • Appointment Type – defines the specific type of faculty appointment, and will be blank for all other non-faculty positions. This will be required only for faculty positions, and is
needed to ensure unique position names. • Position Number – identifies a unique position number for state reporting of salaried employees and FTE budget tracking. There is a one-for-one relationship between employee and position for salaried employees. Each of the segments of the position flexfield has a defined list of values to ensure
selection of valid organization, work title and appointment type values. Position Name Examples: The following are some specific examples of position names: The fields are concatenated and separated by a period to create the position name, which appears on the employee’s assignment. Using several positions from the table above as an example, here is how the positions will appear: • 40600.Professor of Internal Medicine.Teaching and Reseach.F1234 • 20020.Assistant Professor.Administrative.FA123 • 20020.ISP.Functional HR Team Member..C1567 • 20030.HR Administrative Specialist..00008 Additional Position Characteristics Each position will also have other defining characteristics, some required by legislative
regulations and some defined to meet UVa’s specific requirements. These additional data items are defined when initially creating the position, and are visible in the position description window but not visible when assignment a job/position to an employee. The additional data items, which will be defined for each job, are contained in the position standard conditions fields and in the position descriptive flexfield, as follows: • Standard Occupational Classification Code-will contain the SOC code values reported to
the state. • Class Code-contains the class code values reported to the state. • Drug Testing Required-indicates whether a position falls under the UVa drug testing
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policy; all employees assigned to a position with drug testing required will be required to
undergo drug testing according to policy. • Telecommuting Approved-indicates whether a position is approved for telecommuting; an employee assigned to a position so approved may or may not be a telecommuting
employee. • Change Reason-if any non-key value is changed for a position, this field will contain a
brief description of the reason for the change. • Type of License Required-if licensure is required for a position; this field contains the type
of license. Currently only one values is defined: Health Care License. • COI-indicates whether the occupant of the position is subject to Conflict of Interest
reporting. UVa Survey Code-a unique alpha/numeric naming convention identifier paired
with a University Job Title denoting the employee category, functional specialty, and title.
Position Months-populated if the position is a 9, 10, or 11 month position. Matching Position #-number of the position that has been identified as the
‘match’ for this position, as part of the University Staff Plan. (if applicable) Job and Position Relationship As mentioned in the Overview section of this document, a specific job can be attached to many positions, but a position can be linked to one and only one job. This section illustrates the relationship between jobs and positions using the examples previously provided under the Job Definition and Position Definition sections. Example 1 • Job: Title.Career Group/Rank.Occupational Family.Role Code • Professor.Professor.. • Positions: Organization.Work Title.Appointment Type. Position Number • 40445.Professor of Neurosurgery.Teaching and Research.F1357 • 40445.Professor of Internal Medicine.Teaching and Research.F1267 Example 2 • Job: Title.Career Group/Rank.Occupational Family.Role Code • Trades Technician III.Building Trades. Trades and Operations.79033 • Positions: Organization.Work Title.Appointment Type.Position Number • 20175.Mason..C1299 • 20210.Painter..L4911 • 20190.Sheet Metal Worker..C2388
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Example 3 • Job: Title.Career Group/Rank.Occupational Family.Role Code Human Resources Practitioner II.Human Resources.Administative Services.19092 • Positions: Organization.Work Title.Appointment Type.Position Number • 20020.ISP Functional HR Team Member..C1567 • 20030.Administrative & Program Specialist III..C9920 Example 4 • Job: Title • Positions: Organization.Work Title..Position Number • 40790.Lab and Research Practitioner III..0007 • 20005.Law Enforcement Officer..00006 Grade Definition The fields in the Grade key flexfield and the field definitions are as follows: Employee Type -defines the high-level employee category. Valid values are: • Faculty • Classified • Research Associate • Research Scientist • Senior Scientist • Principal Scientist • Student Worker-Provost • Student Worker-UHR • University Staff Pay Band -defines the broad compensation bands valid for the employee type. Valid
values are 1 through 9, with 1 through 9 valid for classified and the value of 1 the only valid value for the employee types other than classified. University Staff will be a survey code which varies in length. Class Code -allows different pay elements to be linked to employees at the class code
level. Valid grades will be defined at the job and will also be defined on the employee assignment to allow salary validation against the grade range.
Other Data Definitions Assignment Category This field is used for EEO reporting. Select values based on the following definitions. • Fulltime-Temporary - To be used by UVa Temp Services only. All 40 hours/week UVa temp employees • Parttime-Temporary - To be used by UVa Temp Services only. All less than 40
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hours/week UVa temp employees • Fulltime-Regular - All 40 hours/week not UVa temp employees. • Parttime Regular - All less than 40 hours/week not UVa temp employees. Important Note: If the employee assignment has an Assignment Category of Parttime-Regular the working hours field found in the Standard Conditions tab must not be 40. Cautions Decision: Always select [No] when presented with the below caution which usually occurs after selecting your position. Selecting [Yes] will incorrectly alter some of the fields you've already completed. Caution: Always select 'OK' when presented with the below caution after saving the assignment. Saying [OK] updates the location of the position to the correct location for the position. If the location that loads is incorrect, you can delete the location, save and reenter the correct location. Most locations at the University will be 'HR-University of Va'. Caution: If presented with the below caution at any time during the entry of the assignment, select [Cancel]. Selecting 'OK' will incorrectly alter the amount of hours you entered under working hours found in the Standard Conditions tab. If you hit 'OK' by error, always correct the hours shown in the working hours field. Alternate Work Schedule Select values based on the following definitions. • Flextime: A flextime schedule enables an employee to start and end work earlier or
later than the standard hours of work. Departments may require that employees be present and accessible during certain core times each day, or on certain days of the week. • Compressed Schedule : In this arrangement, the work schedule may be “compressed”
such that the employee would work his or her normal work-hours by working greater than 8 hours on some days and less or no hours on other days. Example for exempt or non-exempt employee: Four ten-hour days that allow for one
day off between Monday and Friday. Example for exempt employees only: In the first week, the employee works 5 nine-hour days (total of 45 hours). In the second week, the employee works 3 nine-hour days, 1 eight-hour day and has a day off (total of 35 hours). This totals 80 hours over the two week period. • Rotational or Fixed Shifts : Under this arrangement, an 8 hour shift would “rotate” or
change during a set schedule or include fixed hours assigned outside of the University’s standard hours of work. Rotational or fixed shifts are schedules that allow management to
increase their unit’s coverage of evening, night, and weekend hours. Certain jobs may also
lend themselves to working set or rotating evening, night, and weekend shift hours or a combination of day, evening, and weekend shift hours in lieu of the University’s standard hours of work. Example: Rotational Shift: An employee works evening hours from 3:00 p.m. to 12:00 a.m. Monday through Friday for 4-weeks and 8:00 a.m. to 5:00 p.m. for the next 4-weeks.
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Fixed Shift: An employee works evening hours from 3:00 p.m. to 12:00 a.m. Telecommuter Select values based on the following definitions. • W=Office/Facility Worker: office, campus, or facility based employee who reports to and works from a defined central agency workplace(s). Employee may from time to time travel off-site for work activities, meetings, or conferences when approved by management, but spends a clear majority of their time working at an assigned agency worksite(s). Workers in telework eligible positions who choose not to telework should be assigned this category • M=Mobile Worker: Employee works a clear majority of their planned schedule in a
mobile mode away from agency offices/facilities out in the “field” • T=Full-Time Teleworker: Employee teleworks all or a clear majority of their planned schedule from a defined and agreed upon alternate worksite(s) • H=Hybrid Teleworker: Employee has an active telework agreement on file and consistently teleworks a minimum of 32 hours or more per month (but less than full-time) • L=Limited Teleworker: Employee has an active telework agreement on file and teleworks consistently less than 32 hours per month on a limited, sporadic, or task driven basis in response to a specific agency need(s)
Procedure
In this exercise you will enter assignment information for an employee.
Step Action
1. In the employee's People window, click the Assignment button.
2. The Assignment window displays. You will complete all required fields as well as
information in several of the tabs and in additional assignment details before saving.
For new employees, the value 'A1000 Rector/Board of Visitors' defaults in the
Organization field.
3. Enter your org code in the Organization field.
Enter a valid value e.g. "30000".
4. Press [Tab].
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Step Action
5. Choose an option:
• Use Update is when the record has already been saved. It changes the record as of
your effective date but preserves the previous information.
• Correction overrides any previous information with your new changes.
Click the Correction button.
6. The People Group Flexfield window displays. Complete the fields.
Click the Job Type List of Values button.
7. Choose from the list of options. Job type is based on employee type:
• GTA: Select "Graduate Teaching Assistant"
• GRA: Select "Graduate Research Assistant"
• GAA: Select "Graduate Teaching Assistant"
• Faculty Wage: Select "Wage-Other"
Click the Grad Research Assistant list item.
8. Click the OK button.
9. Click the Compensation Type List of Values button.
10. Click the Wage list item.
11. Click the OK button.
12. The rest of the fields are for salaried employees only.
Click the OK button.
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Step Action
13. Click the Job List of Values button.
Note: You may select the position before selecting the job if you wish.
14. Search for the job using the Find field.
Enter a valid value e.g. "Grad%".
15. Click the Find button.
16. Choose from the list of results.
In this example click the Graduate Research Student A...89103 list item.
17. Click the OK button.
18. Enter your org code in the Position field.
Enter a valid value e.g. "30000".
19. Press [Tab].
20. A Decision dialog box displays, asking if you want to accept the default values for
the position.
Note that choosing 'Yes' would default information in some of the fields that may
not be accurate.
Click the No button.
21. Click the Grade List of Values button.
22. Enter a value in the Find field. Use a wildcard to see all values.
Enter a valid value e.g. "%".
23. Click the Find button.
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Step Action
24. Choose from the list of results. The appropriate grade displays a 'Yes' in the Value
for Job column.
Click the vertical scrollbar.
25. In this exercise click the Student Worker-Provost.1. list item.
26. Click the OK button.
27. Click the Payroll List of Values button.
28. Choose from the list of options. Student and Faculty Wage are paid bi-weekly,
which is preselected.
Click the OK button.
29. Click in the Assignment Category field.
30. Click the List of Values button.
31. Choose from the list of options. Note that assignments ending in 'Temporary' are
used for Temporary Services employees only.
In this exercise click the Parttime-Regular list item.
32. Click the OK button.
33. Salary Information tab:
Click in the Salary Basis field.
34. Click the List of Values button.
35. Click the Goal Payment list item.
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Step Action
36. Click the OK button.
37. Click the Supervisor tab.
38. Enter the supervisor's [last name] or [last name, first initial] or [name] in
the Name field.
Enter a valid value e.g. "Teahan, J".
39. Press [Tab].
If more than one result displays, select from the list.
40. Click the Standard Conditions tab.
41. Enter the average hours per week the employee will be working in the Working
Hours field.
Note: A student must not work more than 20 hours per week between all their
assignments without written permission by their Faculty Advisor. Attach such
permission to the assignment using the paperclip attachment window.
Enter a valid value e.g. "20".
42. Press [Tab].
43. Click the Frequency List of Values button.
44. Always use 'Week' for all employee types.
Click the Week list item.
45. Click the OK button.
46. Leave the Hourly/Salaried field blank.
47. Click the Statutory Information tab.
48. Click in the [Statutory Information Details] field.
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Step Action
49. The GREs and other data window displays.
Click the Government Reporting Entity List of Values button.
50. The list of values contains only one entry, which defaults: A1000 Rector/Board of
Visitors.
51. Important: Leave the Timecard Approver field blank.
52. Click in the Timecard Required field.
53. Click the List of Values button.
54. Goal Pay employees do not submit a timecard and 'No' is preselected.
Click the OK button.
55. Leave the rest of the fields blank.
56. Click the OK button.
57. Click in the [Additional Assignment Details] field.
58. Choose a reason that accurately describes the type of action you are entering for this
employee.
The first time an employee is entered in the Integrated System use 'New Hire'.
Click the Assignment Change Reason List of Values button.
59. You can scroll or use the Find feature.
In this exercise, click in the Find field.
60. Enter a keyword into the Find field.
Enter a valid value e.g. "New".
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Step Action
61. Click the Find button.
62. New Hire defaults into the field.
Click in the Number of Goal Pay Periods field.
63. Click the List of Values button.
64. Choose from the list of results.
In this exercise, click the 10 pay periods list item.
65. Click the OK button.
66. Click in the Alternate Work Schedule field.
67. Click the List of Values button.
68. Choose from the list of values.
In this exercise, click the Flextime list item.
69. Click the OK button.
70. Click the Telecommuter List of Values button.
71. Choose from the list of options.
In this exercise, click the W list item.
72. Click the OK button.
73. Click the OK button.
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Step Action
74. Click the Save button.
75. Note: If you see this caution option select Cancel. Clicking Cancel will keep the
number of hours you entered in the working hours field under the Standard
Conditions tab.
If you hit [OK] the hours will revert to the number of hours set-up for the position,
which may not be correct.
76. The Location field currently contains the default value of 'Rector/BOV'.
Click the OK button to replace it with the correct option.
77. Note that 'HR-University of Va' now displays in the Location field.
78. As a general rule before leaving the assignment window, click the left-right arrow
button and select the Salary Information tab.
79. Congratulations! You have completed the simulation on Entering Assignment
Information for a GRA/GTA or Faculty Wage Employee.
End of Procedure.
Entering the Goal Pay Amount for a GRA/GTA/Fac Wage Employee (Goal Payment)
Salary Basis A salary basis of 'Goal Payment' means essentially that the employee is set-up with a 'Goal' amount and a number of goal pays and receives a bi-weekly check on each consecutive pay period. The system pays the employee the same amount every bi-weekly pay period until the number of goal payments is met, or the 'Goal' amount is met. The system divides
the number of pay periods by the 'goal' amount to determine the bi-weekly pay amount. Departments are encouraged to ensure the number of goal pay periods divides evenly into the 'Goal' amount entered in the New Value field. Since this type of employee is set-up to receive the same amount on consecutive pay periods, this employee does not submit a timecard for payment. The Payroll Calendar (http://www.hr.virginia.edu/calendars/2016-payroll-calendar/) defines the
effective start and end date of the payroll and the date the employee is paid. Navigating the Bi-weekly Payroll Calendar At UVa, paychecks for monthly employees and bi-weekly employees are generated on different frequencies. Paychecks for bi-weekly employees are generated every other Friday or twenty-six times per year; payments for monthly employees are generated once per month or twelve times per year. For bi-weekly employees, the checks are normally payable
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every other Friday. When the normal payday falls on a weekend, the payments are payable on the last workday immediately prior to the weekend. Definitions • Pay Per # – represents the number of the payroll • Pay Period Begin Date – the start date of a payroll • Pay Period End Date – the end date of a payroll • Last Day Dept Enter Hires, Assigns, & Salaries – the deadline for entering any new faculty or Professional Research Staff • Last Day Dept Approve Hires, Salaries, Enter LD – the deadline to approve salary or enter the Labor Distribution schedule • Payroll Processed – the date payroll is processed • Bank File Due Date – the date an employee can preview their paycheck for the upcoming
payday • Check Date – the date the funds are in the employee’s account • Deduction – indicates whether all benefits, etc. will be deducted from the paycheck. A 'Limited Deduction' paycheck may mean your pay may be higher if you participate in the deduction that is not charged. • FY – represents the fiscal year the funds will be charged
Procedure
In this exercise you will enter the goal payment amount for an employee.
Step Action
1. In the employee's People window, click the Salary button.
2. Enter the effective date in the Change Date field.
Enter a valid value e.g. "11-feb-2013".
3. Navigate to the New Value field.
Press [Tab].
4. Press [Tab].
5. Enter the salary information in the New Value field.
Enter a valid value e.g. "10000.00".
6. Press [Tab].
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Step Action
7. The system compares the salary entered in the New Value field, against the
minimum and maximum Grade Salary Limits.
In this exercise, since the amount is below the minimum, a caution message
displays. You can ignore the message.
Click the OK button.
8. Press [Tab].
9. Click the Reason List of Values button.
10. When entering information for the first time the reason is 'New Hire'. Find the value
by scrolling or by using the Find feature.
Click in the Find field.
11. Enter a key word.
Enter a valid value e.g. "New".
12. Click the Find button.
13. 'New Hire' defaults into the field.
Click the Save button.
14. Reminder: Tomorrow or the next available work day, run the Discoverer report
HR_Audit Reports-Group 1, the first tab and review your new hires and your rehires
to ensure all the required fields are correct.
15. Click the Close button.
16. Click the Close button.
17. This was the final step in adding the new employee.
Click the Close button.
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Step Action
18. Congratulations! You have completed the simulation on Entering the Goal Pay
Amount for a GRA/GTA or Faculty Wage Employee.
End of Procedure.
Rehiring Ex-Employees
Retroactively Rehiring Employees
This section examines how to update the Person Type from ex-employee to a different person type. After updating the changes to the People window, move to the appropriate section listed below to continue updating the record for the other required windows for the appropriate employee type. You must be prepared to complete all of the sections without delaying the entry of any topics to enter on a different day. The HRMS module interfaces
with other software such as Jobs@UVa, Lead@UVa, Operational Data Store, Student Information System, etc., and sends information to the other systems in a nightly batch. Not completing the record causes some of the other processes to fail and your partial record may be deleted.
If you are rehiring an ex-employee with a retroactive effective date, use the most current effective date for the type of employee you are rehiring. Add a paperclip attachment to
document why the entry is late, and what the effective date should be.
After rehiring your employee, verify and change all other information in the employee's record and give the employee a new assignment by following the steps in the appropriate navigation simulation from the list below. See the appropriate topic concept pane to view how to request the missed paycheck (if applicable).
• Hiring a Salaried Faculty Employee • Hiring a Student or Faculty Hourly Wage Employee
• Hiring a Non-UVa Employee • Hiring a Post-Doctoral Fellow Employee • Hiring a Non-Doctoral Fellow Employee • Hiring a GRA/GTA or Faculty Wage (Goal Payment)
Rehiring an Ex-Employee
Procedure
In this exercise you will enter the information necessary for rehiring an ex-employee.
Step Action
1. Begin by logging into your HRMS Specialist responsibility.
Click the People Enter & Maintain link.
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Step Action
2. Date-track to the rehire date of the ex-employee, or a current effective date if the
date is retroactive.
Click the Yes button.
3. Change the date in the Effective Date field to the rehire date.
Press [Delete].
4. Enter a valid value e.g. "25-jan-2012".
5. Click the OK button.
6. Verify that the date displays in the header of the People window.
7. Search for your employee by entering the last name, first initial or name in the Full
Name field.
Enter a valid value e.g. "Dunn14, N".
8. Note: You may also search by Social Security number if entered in the format xxx-
xx-xxxx.
9. Press [Tab].
10. Click the Find button.
11. As needed, select from a list of results. In this exercise, a single record for 'Nicholas
Dunn14' displays.
Next, click the Others... button.
12. Determine if a Final Process date has been entered for this employee.
Click the End Employment list item.
13. Click the OK button.
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Step Action
14. The Final Process date field auto-populates when the W-2 process runs in January
the year after termination.
If a date is displayed, skip this step.
An ex-employee keeps Ex-Employee Self-Service access until this field is
populated.
Exception: An employee who is moved to "inactive payroll" will be auto-terminated
by the system if no pay is processed on the assignment after six months. The six
month "inactive payroll" period serves as their six months of UVa Employee Self
Service access.
15. If the field is empty, enter the day before you are rehiring the employee.
The date must not equal the date displayed in the Actual field. If the day before your
rehire effective date equals the date in the Actual field, complete the Integrated
System HRMS Support form located in the Human Resources toolkit
(http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/)
to request a 'Reverse Termination'.
Important Note: Even though you have access to the Reverse Termination button,
the Reverse Termination button must be managed by central Human Resources only.
Submit the Integrated System HRMS Support form to request a reverse termination.
In this exercise the Final Process field is blank.
Click in the Final Process field.
16. Enter the day before the rehire date.
Enter a valid value e.g. "24-jan-2012".
17. Click the Terminate button.
18. A Caution dialog box displays to alert you that the final process date entered will
process a final process date on all elements for the previous job.
Click the OK button.
19. The information in the End Employment window has auto saved. (It is the only
window in the HRMS module that auto saves after selecting the Terminate button.)
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Step Action
20. Return to the People window to continue the rehire.
Click the Close button.
21. Click the Action list.
22. Click the Create Employment list item.
23. After selecting 'Create Employment' the Person Types options display.
Person Types:
• Use 'Employee' for people who will be paid in their new job.
• Use 'Non-UVa Employee' for a non-paid job.
• Use 'Medical Center Employee' when you are adding a non-paid job because the
employee works in the Medical Center and supervises an Integrated System-paid
employee.
In this exercise you are adding an employee, which is preselected.
Click the OK button.
24. Click the Save button.
25. Click the Update button.
26. In this exercise the ex-employee is now an employee. You must verify and update
all other required information in the employee's record including adding a new
assignment for the employee by following the steps in the appropriate topic
simulation from the below list:
• Salaried Faculty or Professional Research Staff-Hire Salaried Faculty
• Students-Hire Student Wage and Faculty Hourly Wage
• GRA/GTA, Faculty Wage-Hire GRA/GTA or Faculty Wage (Goal Payment)
• Non-UVa Employee-Hire Non-UVa Employee
• Post-Doctoral Fellow-Hire Post Doctoral Fellow Employee
• Non Doctoral Fellow-Hire Non Doctoral Fellow Employee
27. Reminder: Tomorrow or the next available work day, run the Discoverer report
HR_Audit Reports-Group 1, the first tab and review your new hires and your rehires
to ensure all the required fields are correct.
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Step Action
28. Congratulations! You have completed the simulation on Rehiring an Ex-
Employee.
End of Procedure.