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

Training Guide HR-Hiring Employees

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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)

http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/


Training Guide

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

http://www.virginia.edu/integratedsystem/gettingStarted/Using_Online_Help_Quick_Guide.pdf

http://www.virginia.edu/integratedsystem/gettingStarted/Using_Online_Help_Quick_Guide.pdf



http://virginia.edu/provost

http://hr.virginia.edu/

http://www.hr.virginia.edu/calendars/hrms-payroll-system-availability/

http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/#resources

http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/#resources


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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.


10. Congratulations! You have completed the simulation on Viewing Date-Track

History.

End of Procedure.

Training Guide

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.


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.


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.


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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HR-Hiring Employees

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Step Action

16. Click the Save button.

17. Selecting the "Correction" option kept the original date-track date.



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

http://provost.virginia.edu/

http://www.hr.virginia.edu/






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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.

Training Guide

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.



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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".



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


Specialist > Work Structures > Position Description.

Click the Position Description link.

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HR-Hiring Employees

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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.


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.


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.


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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HR-Hiring Employees

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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.


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.


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


33. You can view more position records for this organization.


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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HR-Hiring Employees

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Step Action


39. Note the Hiring Status for this University Staff position is 'Deleted' and the Status

is 'Invalid'.


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.


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.


48. This is the Classified Staff position associated with the previous proposed

University Staff record.


49. To view more position records, keep pressing the down arrow until you receive the

'Last record of query retrieved' message.



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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


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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HR-Hiring Employees

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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:

http://www.hr.virginia.edu/calendars/2015-payroll-calendar/


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HR-Hiring Employees

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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.


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/)

• [email protected]


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.

http://www.hr.virginia.edu/other-hr-services/payroll-information/payroll-policies-and-procedures/special-checks/


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HR-Hiring Employees

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Step Action


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).


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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HR-Hiring Employees

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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.



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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]".




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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HR-Hiring Employees

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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.


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.


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


Click the Home Address list item.


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.



19. Taxation Address auto-completes after you select the correct option one more time.


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.


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HR-Hiring Employees

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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.


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.


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.




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HR-Hiring Employees

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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.




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


2. Click the Extra Information list item.


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.


8. Change the 'No' value to 'Yes'. In this exercise 'Yes' has already been selected for

you.


9. Click in the White field.


11. Click the Yes list item.


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.



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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HR-Hiring Employees

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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


2. Click the Phones list item.


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.


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.').


8. To enter another phone number, click in the next Type field.



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Step Action

10. In this example, enter the work number.


11. Click the Work list item.


13. Enter the number into the Phone Number field.


14. When you have finished adding numbers click the Save 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


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HR-Hiring Employees

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Step Action

2. Click the Schools and Colleges Attended list item.


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.


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%".


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

[email protected].

Your email must include the name of the school and the URL of the school,

translated to English if applicable.


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.


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.


4. Begin with the latest degree earned first.


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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HR-Hiring Employees

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Step Action


7. Choose from the list of results.

In this exercise use MD-Doctor of Medicine, which we have selected for you.


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.


14. Choose from the list of options. In this exercise use Complete, which is preselected.


15. Click in the Establishment field.




Page 37

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".


23. Neurology is selected.




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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HR-Hiring Employees

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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


2. Click the contact list item.


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%".


7. In this example the contact's name was not found.

Click the Cancel button.

8. Enter the Last name.



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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.


15. Choose from the list of options. In this exercise, the contact is the employee's wife.


16. Click the Spouse list item.



19. Enter the Contact's address.

Click the Contact's Details button.

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HR-Hiring Employees

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Step Action

20. Select the appropriate address type.

Click the Enter US Address list item.


22. Enter the contact's home address.


23. Press [Tab].


25. The Integrated System has a vertex file located in the list of values for the city, state,



Enter a valid value e.g. "Charlottes".

26. Press [Tab].






Zip Code.




31. You must select the appropriate address Type on all contact address windows.



Page 41

Step Action









38. Enter the contact's phone number.

Click the Contact's Details button.

39. Click the Enter Phone Numbers list item.



42. In this example, enter the home number.

Click the Home list item.


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Step Action




45. When you have finished adding numbers click the click the Save 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


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




4. The defaulted Extra Person Information type is Emp-Endowed Chair.

Click in the Details field.


Page 43

Step Action

5. In the Chair Type field, click the List of Values button.


In this exercise, click the Endowed Chair list item.


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


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.


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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HR-Hiring Employees

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Step Action

16. Enter the start date in the Effective Date field.


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.




22. Congratulations! You have completed the simulation on Entering Endowed Chair


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.


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.


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.


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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


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.


Click the Chair, Academic Dept list item.


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.


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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.


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".




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


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.


6. Enter a valid value e.g. "Medical School, Promotion & Tenure".

7. Click in the Type of Committee field.


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.


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.


13. Enter a date in the Expected End Date field.





17. Congratulations! You have completed the simulation on Entering Committee


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



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Step Action

2. Scroll to Emp-Directory Name.


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.


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.


12. Press [Tab].

13. As needed, enter text in the Suffix field.

Enter a valid value e.g. "Jr".


15. The information displays with a period after each value.



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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


2. Scroll to Emp-EOP Reference.


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.


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.




12. Congratulations! You have completed the simulation on Entering EOP Reference


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


2. Scroll to Emp-HSF Contract Information.


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.


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.


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.



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Step Action



13. Congratulations! You have completed the simulation on Entering HSF Contract


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


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Step Action

2. Scroll to Emp-HSF SOC Information.


3. Click in the Emp-HSF SOC Information field.

4. Do not enter an end date for an initial entry.


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.


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.


13. If splitting between multiple PTAOs you can use the PTAO2 and PTAO3 fields.



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Step Action



17. Congratulations! You have completed the simulation on Entering HSF SOC


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.


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.


6. The People Group Flexfield window displays. Complete the fields.

Click the Job Type List of Values button.


Click the Faculty, HSF list item.


9. Click the Compensation Type List of Values button.

10. Click the Salaried list item.


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.


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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.



Click the Greater than 6 mo list item.



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%".



Click the Professor.Professor.. list item.


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%".


28. Choose from the list of results. In this exercise, use the default position.


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.


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. "%".


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.


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.


38. Click in the Assignment Category field.


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.


41. Salary Information tab:

Click in the Salary Basis field.



• 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.


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.


48. Click the Standard Conditions tab.

49. Enter a value for Working Hours.

Important Note: Enter 40 for a fulltime employee.


50. Press [Tab].

51. Click the Frequency List of Values button.

52. Always use 'Week' for all employee types.

Click the Week list item.


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.


62. Faculty are exempt and do not complete a timecard. 'No' is defaulted.


63. Leave the rest of the fields blank.


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.


67. Choose from the list of options. The first time an employee is entered in the

Integrated System use New Hire.


68. Click the New Hire list item.


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.


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.


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.



In this exercise, click the Flextime list item.


78. Click the Telecommuter List of Values button.


In this exercise, the 'H' is preselected.


80. Close the Additional Assignment Details window.



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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


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.


3. Navigate to the New Value field.

Press [Tab].

4. Press [Tab].

5. Enter the salary amount in the New Value field.


6. Click in the Reason field.

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Step Action


8. When entering information for the first time the reason is 'New Hire'.






13. Congratulations! You have completed the simulation on Entering Salary


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.


3. The only value in this window is Emp-Tenure Track.

Click in the Details field.

https://policy.itc.virginia.edu/policy/policydisplay?id=PROV-017


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Step Action

4. The Extra Assignment Information window displays.

Click the Tenure Status List of Values button.


In this exercise, click the Tenure Track list item.


7. If your school uses track type, click the Track Type List of Values button.


Click the Academic Investigator list item.


10. Enter the effective date in the Original Tenure Eligibility Date field.


11. If your employee's status is Tenure Track:

Click in the Projected Tenure Eligibility End Date field.

12. Enter the effective date.


13. Click in the Organization field.

14. Enter your org code.


15. Press [Tab].

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Step Action

16. The organization name displays.





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.


21. Congratulations! You have completed the simulation on Entering Tenure


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,


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.






Procedure

In this simulation you will create a record for a University Executive Staff employee and add

personal information.

Step Action


Click the expand button.

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Step Action

2. Click the People Enter & Maintain link.



4. Press [Delete].


Date field.





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.


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.


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.


13. Clear the Find Person window.



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Step Action


15. Name section: Enter exactly as it displays on their Social Security card.


Enter a valid value e.g. "Johnson".

16. Enter the first name in the First field.

Enter a valid value e.g. "Audrey".



Enter a valid value e.g. "M".






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Step Action



• Employee: All paid employees at UVa






UVa

In this exercise the person is an employee.





26. Press [Tab].





person in the list.






30. Press [Tab].


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



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



Step Action


2. Enter the home address first. Enter the PO box or street name into the PO Box or

Street field.


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



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Step Action




Enter the desired information into the City field. Enter a valid

value e.g. "Charlottes".

5. Press [Tab].






Zip Code.










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.


16. The value 'No' is preselected. In this exercise, 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.


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






6. Click in the appropriate field to display the List of Values.

Click in the Black or African American field.








Origin for a University Executive Staff Employee.

End of Procedure.

Entering Phone Information for a University Executive Staff Employee



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Procedure

In this exercise you will add a home phone number for a new employee.

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 you want to enter the home phone number.

Click the Home list item.




Enter the desired information into the Phone Number field.


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.


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Step Action


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 Scientist

• Senior Scientist

• Principal Scientist

• Student Worker-Provost

• Student Worker-UHR


• 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


Step Action





Organization field.

3. Press [Delete].



5. Press [Tab].

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Step Action









Click the University Executive Staff list item.



11. Click the Salaried list item.


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.


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.



Click the Greater than 6 mo list item.





22. Search for the job using the Find field and the wild card (%).

Enter a valid value e.g. "Director%Major%".




Click the Director, Major Gifts B-4DVDIRMJG3E... cell.


26. Press [Tab].


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Step Action

28. Search for the vacant position number in the Find field.



30. In this example, the position is selected.



the position.


not be accurate.







for Job column.

Double-click the vertical scrollbar box.


for Job column.

Click the University Staff.4DVDIRMJG3E. list item.


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Step Action



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.






In this exercise use the defaulted choice of Fulltime-Regular.


43. Click in the Salary Basis field.



• 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.



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HR-Hiring Employees

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Step Action



the Name field.

Enter a valid value e.g. "Shutt, L".


49. Press [Tab].


51. Enter a value for Working Hours.

Important Note: Enter 40 for a fulltime employee.


52. Press [Tab].









Click the Government Reporting List of Values button.


Visitors.


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Step Action




64. University Executive Staff employees are exempt and do not complete a timecard.

'No' is defaulted.





68. You must choose an appropriate Assignment Change Reason that accurately

describes the type of action you are entering for this employee.


69. Choose from the list of options. The first time an employee is entered in the

Integrated System use New Hire.




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.


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HR-Hiring Employees

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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.










Click the W list item.






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Step Action



Conditions tab.










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





Press [Tab].

4. Press [Tab].

5. Enter the salary amount in the New Value field.


6. Navigate to the Reason field.

Press [Tab].

7. Press [Tab].

8. Click the Reason List of Values button.





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Step Action



13. Reminder: Tomorrow or the next available work day, run the Discoverer report




15. Congratulations! You have completed the simulation on Entering Salary


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.

http://www.hr.virginia.edu/other-hr-services/hr-consulting-services/employment/employment-of-students/


http://provost.virginia.edu/faculty-resources/documents-forms

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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)




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.






http://hr.virginia.edu/uploads/documents/forms/timemanagementform.pdf


Page 105





Procedure

In this simulation you will create a record for a new student or faculty wage employee and add

personal information.

Step Action





3. Press [Delete].


Date field.


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.




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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HR-Hiring Employees

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Step Action


Name field.

Enter a valid value e.g. "Leibert, A".


xx-xxxx.

10. Press [Tab].

11. If the name is not found you must clear the Find Person window.



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.


18. Enter the middle name or initial.

Enter a valid value e.g. "L".


20. Select the appropriate gender of your employee.




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Step Action



The choices are as follows:

• Employee – All paid employees at UVa

• Medical Center Employee – An employee who is paid on the hospital side; and


• 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.



25. Enter the employee's Social Security number. Follow this format: xxx-xx-xxxx.






person in the list.




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].




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HR-Hiring Employees

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Step Action



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



Step Action


2. Enter the PO Box or Street into the PO BOX or Street field.


Important Note: If the employee has an apartment number, building number, suite,

room, or floor, enter the information on Address Line 2.




Enter the desired information into the City field.


4. Press [Tab].


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Step Action


and county. Choose the most correct value from the values presented.




Zip Code.

In this exercise, the most correct value did not list the Zip Code needed here.





10. Click the List of Values.

11. Click the Home Address list item.


13. Do not complete additional address details for student and faculty wage employees.





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HR-Hiring Employees

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Step Action


Student and Professional Research Staff Wage Employee (Hourly).

End of Procedure.

Entering the US Ethnic Origin for a Student and PRS Wage Employee (Hourly)



Procedure

In this exercise you will enter an employee's US ethnic origin.

Step Action








7. Change the 'No' value to 'Yes'.





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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.




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)


Procedure

In this exercise you will enter the employee's mobile number.

Step Action





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HR-Hiring Employees

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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.


6. Click in the Phone Number field.


Do not enter alpha characters or text in this field; e.g., 'Ext.'


8. As needed, continue entering phone types and numbers.

When you are finished, click the Save button.



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


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.


Page 117

Procedure


Step Action





Organization field.



4. Press [Tab].






6. The People Group Flexfield window displays. Enter the job and compensation

types.


7. Choose from the list of options. In this exercise, use Wage-Other.


8. Click the Wage-Other list item.


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HR-Hiring Employees

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Step Action


11. Click the Wage list item.


13. Do not complete the last three fields for a wage employee.






Enter a valid value e.g. "Undergrad%".


17. Choose from the list of results. In this exercise, Undergraduate Student...89011 is

selected for you.



19. Search for the position number using the Find field.




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Step Action


In this exercise click the 30000.Undergraduate Student list item.



the position.


not be accurate.






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.



30. Choose from the list of options. Student and Faculty Wage are paid bi-weekly,

which is preselected.


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HR-Hiring Employees

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Step Action





Click the Parttime-Regular list item.





37. Click the Hourly Rate list item.




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.


44. Press [Tab].











Visitors.




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HR-Hiring Employees

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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.





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.










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Step Action



In this exercise, click the W list item.




72. Save the record.




Conditions tab.










(Hourly).

End of Procedure.

Entering the Hourly Rate for a Student and PRS Wage Employee (Hourly)

Salary Basis

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HR-Hiring Employees

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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




3. Click in the New Value field.



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Step Action

4. Enter the rate amount.


5. Click in the Reason field.



7. Click the vertical scrollbar.




Important Note: Your HRMS Student and Faculty Approver must now approve the

salary or the employee will not be paid.


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.

Training Guide

HR-Hiring Employees

Page 126

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.


5. You must select 'Yes'.

Click the Yes list item.


7. Click the Rotation Plan List of Values button.





11. Click the Earning Policy List of Values button.

12. Click the Wage Earning Policy list item.



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Step Action









19. Congratulations! You have completed the simulation on Entering Time


(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




an historical track of an employee’s personal information.

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HR-Hiring Employees

Page 128

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.






Procedure

In this exercise you will create a record and then add personal information for a non-UVa

employee.

Step Action





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".



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Step Action



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.


Name field.

Enter a valid value e.g. "Martin, R".


xx-xxxx.


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.


13. Clear the Find Person window.





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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HR-Hiring Employees

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Step Action



Enter a valid value e.g. "L".















Click the Non-UVA Employee list item.





29. Press [Tab].


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Step Action





person in the list.





Enter a valid value e.g. "02-Sep-1967".

33. Press [Tab].





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



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Step Action


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







5. Press [Tab].



Click the Charlottesville Va 22900-22911 cell.



Zip Code.







Page 133

Step Action




14. Do not enter additional address details for a non-UVa employee.





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


Procedure


Step Action



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Step Action









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.




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


Procedure

In this exercise you will enter an employee's mobile number.


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Step Action







In this exercise you want to enter the Cell-Non Published number, which is

preselected.





7. As needed, continue entering phone types and numbers.

When you have finished, click the Save button.




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




‘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 Scientist • Senior Scientist • Principal Scientist • Student Worker-Provost • Student Worker-UHR


• 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





Organization field.



4. Press [Tab].


• Use Update is when the record has already been saved. It changes the record as of







In this exercise, click the Faculty list item.


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Step Action



10. Choose from the list of options. In this exercise, use the preselected Non-paid.

.


11. Do not complete the remaining three salaried information fields.



Click the Job field's List of Values button.


Enter a valid value e.g. "Professor%".



In this exercise, click the Professor.Professor.. list item.


17. Click the Grade field.




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Step Action



for Job column.

In this exercise, click the Faculty.1. list item.



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.





Visitors.





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Step Action

33. Always choose 'No' for a non-UVa employee.

'No' is defaulted.





37. Choose an appropriate Assignment Change Reason that accurately describes the

type of action you are entering for this employee.




39. Enter a valid value e.g. "New".


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.


Enter a valid value e.g. "24-May-2015".

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Step Action




Click the Yes button to replace it with the correct option.









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




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.






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





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".



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.


Name field.

Enter a valid value e.g. "Winston, A".


xx-xxxx.


11. Review any resulting list to see if your person already exists in the database.


12. In this exercise the record does not exist, so click the Clear button.



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Step Action



Enter a valid value e.g. "Winston".


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".















In this exercise the person is a non-UVa employee.

Click the Non-UVA Employee list item.

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Step Action



25. Enter the employee's Social Security number using this format: xxx-xx-xxxx.


26. Press [Tab].





person 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].





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



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Step Action



Street field.

Enter a valid value e.g. "434 Jefferson Park Avenue".






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].



Click the Charlottesville VA 22900 22911 list item.



Zip Code.





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Step Action




13. Do not enter additional address details for a post-doctoral fellow employee.


15. The Taxation Address will auto-complete after you select the correct option one

more time.



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



Procedure


Step Action




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Step Action




6. In this exercise the employee is both White and Samoan.

Click in the White field.




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'.




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


Procedure

In this exercise you will enter the employee's work number.

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Step Action







Choose from the list of options. In this exercise you want to add a work number.


6. Click the Work list item.





9. As needed, continue entering types and numbers.



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


Step Action










College.


Enter a valid value e.g. "%Virginia%".


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.


10. Click in the End Date Field.


day and month.



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.


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


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.



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Step Action


4. Enter the latest degree earned first.


5. Choose from the list of results. You can scroll through results or use the Find

feature.


6. Enter the search information.

Enter a valid value e.g. "BA".



In this exercise use BA-Bachelor of Psychology, which we have selected for you.







10. Click in the title field.


Enter a valid value e.g. "Psychology".

11. Press [Tab].



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Step Action


window.









verifying that the date in both windows match.



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.


3. Click in the Emp-Post Doctoral Fellow field.


5. Enter an amount in the Stipend field.


6. Note that there are 3 PTAO fields and corresponding percent fields for your use.

Enter information in the PTAO1 field.


7. Enter the percent the stipend will be paid from this PTAO into the PTAO1 % field.


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


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


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


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



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



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 Scientist • Senior Scientist • Principal Scientist

• Student Worker-Provost • Student Worker-UHR


• 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


Step Action





Organization field.



4. Press [Tab].


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Step Action













In this exercise use 'Non-paid', which is preselected.


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.


Enter a valid value e.g. "Post%".

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Step Action



Click the Post Doctoral Fellow list item.


17. For this type of employee, do not complete any other fields on this page.



the Name field.

Enter a valid value e.g. "McCartney, Chris".


Next, click the Statutory Information tab.





Visitors.





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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.





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'.


32. Scroll to or use the Find field to locate 'New Hire'.


33. Enter a key word.

Enter a valid value e.g. "New".



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.


Enter a valid value e.g. "30-jun-2013".











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




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.






Procedure

In this exercise you will create a record and then add personal information for a non-doctoral

fellow employee.

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HR-Hiring Employees

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Step Action





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".





in the database, check their person type, and refer to the chart in the Hiring



Name field.

Enter a valid value e.g. "Richards, A".


xx-xxxx.

10. Press [Tab].

11. Review the list to see if your person already exists in the database.


12. Another way to search is by social security number.




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Step Action

14. Enter the number using this format: xxx-xx-xxxx.


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'.


17. If there is no existing record you will enter the person as a new hire.

Click the New button.



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".




Enter a valid value e.g. "T".





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Step Action











In this exercise the person is a non-UVa employee.

Click the Non-UVa Employee list item.









person in the list.






35. Press [Tab].



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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.


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



Step Action


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HR-Hiring Employees

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Step Action


Street field.

Enter a valid value e.g. "239 Reeds Gap Road".








field.

Enter a valid value e.g. "Charlottesville".

5. Press [Tab].



Click the Charlottesville, VA 22900 22911 list item.



Zip Code.









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Step Action


14. Do not enter additional address details for a non-doctoral fellow employee.



more time.



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


Procedure


Step Action






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HR-Hiring Employees

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Step Action

6. In this exercise the employee is both Black or African and Native Hawaiian or Other

Pacific Islander.





10. In this exercise we added a second ethnic origin for you. Note that when two or





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


Procedure

In this exercise you will add an employee's home phone number.

Step Action



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Step Action






Choose from the list of options. In this exercise you want to add a work number.

In this exercise, click the Home list item.





8. As needed, continue entering types and numbers.




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


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Step Action










College.


Enter a valid value e.g. "%Clemson%".





'Clemson University' is preselected, click the OK button.



day and month.



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Step Action





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


Procedure


Step Action






5. Choose from the list of results. You can use the Find feature or scroll through

results.


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HR-Hiring Employees

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Step Action


In this exercise click the BS-Bachelor of Science list item.


8. If a type is missing from the List of Values, complete the Integrated System HRMS







window.









verifying that the dates in both windows match.




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Step Action



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.


3. Click in the Emp-Post Doctoral Fellow field.


5. Enter an amount in the Stipend field.


6. Note that there are 3 PTAO fields and corresponding percent fields for your use.

Enter information in the PTAO1 field.


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Step Action

7. Enter the percent the stipend will be paid from this PTAO into the PTAO1 % field.


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.


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


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


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



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




‘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 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



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Step Action





Organization field.



4. Press [Tab].













In this exercise choose 'Non-paid', which is preselected.


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Step Action


When you have completed the fields click the OK button.



Enter a valid value e.g. "Non-Doctoral%".


15. Choose from the list of results. In this example Non-Doctoral Fellow is preselected.


16. For this type of employee, do not complete any other fields on this page.



the Name field.

Enter a valid value e.g. "Jane".

19. Press [Tab].


In this exercise use the preselected name.





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Step Action




Visitors.




28. Non doctoral fellows do not complete a timecard. The correct choice 'No' is

defaulted.





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'.


33. Scroll to or use the Find field to locate 'New Hire'.




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Step Action



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.


Enter a valid value e.g. "24-nov-2013".











46. Congratulations! You completed the simulation on Entering Assignment

Information for a Non Doctoral Fellow Employee.

End of Procedure.


Page 189

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.






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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HR-Hiring Employees

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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.

http://www.virginia.edu/uvapolicies/Policies/PROV-026v1.html

http://www.virginia.edu/uvapolicies/Policies/PROV-026v1.html#Footnote1


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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)




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.






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






Page 193

Step Action

3. Press [Delete].


Date field.

Enter a valid value e.g. "11-feb-2013".





in the database, check their person type, and refer to the chart in the Hiring



Name field.

Enter a valid value e.g. "Smithson, N".


xx-xxxx.

10. Press [Tab].

11. If there is no existing record you will enter the person as a new hire.





Enter a valid value e.g. "Smithson".

14. Press [Tab].


Enter a valid value e.g. "Natalie".



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HR-Hiring Employees

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Step Action


Enter a valid value e.g. "A".















In this exercise the person is an UVa employee, the default selection.






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Step Action





person in the list.





Enter a valid value e.g. "22-apr-1990".

29. Press [Tab].






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



Step Action


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HR-Hiring Employees

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Step Action

2. Enter the PO Box or Street into the PO BOX or Street field.


Important Note: If the employee has an apartment number, building number, suite,

room, or floor, enter the information on Address Line 2.





field.


5. Press [Tab].






Zip Code.









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Step Action


14. Do not enter additional address details for a student and faculty wage employee.



more time.




GRA/GTA or Faculty Wage Employee.

End of Procedure.

Entering the US Ethnic Origin for a GRA/GTA/Fac Wage Employee (Goal Payment)


Procedure


Step Action






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HR-Hiring Employees

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Step Action

6. In this exercise the employee is both 'Black or African' and 'Native Hawaiian or

Other Pacific Islander'.


7. Change the 'No' value to 'Yes'.




10. In this exercise we added the second ethnic origin for you. Note that when two or






Origin for a GRA/GTA and Faculty Wage Employee.

End of Procedure.

Entering Phone Info for a GRA/GTA/Fac Wage Employee (Goal Payment)


Procedure

In this exercise you will enter an employee's home phone number.


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Step Action




4. In the first Type field, click the List of Values button.



In this exercise, Home has been selected for you.





7. As needed, continue entering types and numbers. When you are finished, click

the Save button.



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


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HR-Hiring Employees

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Step Action










College.


Enter a valid value e.g. "%Clemson%".








day and month.

Enter a valid value e.g. "31-May-2011".




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Step Action



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)


Procedure


Step Action






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.


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HR-Hiring Employees

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Step Action






8. Click in the Title field.


Enter a valid value e.g. "Psychology".

9. Press [Tab].



window.









verifying that the dates in both windows match.





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Step Action


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


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




‘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


Step Action





Organization field.



4. Press [Tab].

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Step Action








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.








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Step Action




Enter a valid value e.g. "Grad%".



In this example click the Graduate Research Student A...89103 list item.


18. Enter your org code in the Position field.


19. Press [Tab].


the position.


not be accurate.






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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.


25. In this exercise click the Student Worker-Provost.1. list item.



28. Choose from the list of options. Student and Faculty Wage are paid bi-weekly,

which is preselected.






In this exercise click the Parttime-Regular list item.





35. Click the Goal Payment list item.


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Step Action




the Name field.

Enter a valid value e.g. "Teahan, J".

39. Press [Tab].

If more than one result displays, select from the list.


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.


42. Press [Tab].








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Step Action




Visitors.




54. Goal Pay employees do not submit a timecard and 'No' is preselected.





58. Choose a reason that accurately describes the type of action you are entering for this

employee.


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.



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Step Action



Click in the Number of Goal Pay Periods field.



In this exercise, click the 10 pay periods list item.




68. Choose from the list of values.





In this exercise, click the W list item.



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Step Action




Conditions tab.









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.


Enter a valid value e.g. "11-feb-2013".


Press [Tab].

4. Press [Tab].

5. Enter the salary information in the New Value field.


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.


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.





13. 'New Hire' defaults into the field.










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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



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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".


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".


xx-xxxx.

9. Press [Tab].


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.



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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.


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.


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.





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.



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





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Step Action

28. Congratulations! You have completed the simulation on Rehiring an Ex-

Employee.

End of Procedure.

HR-Hiring Employees Created on 4/27/2017 9:28:00 AM · HR-Hiring Employees Page ii Table of...

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