Human Resources Frequently Asked Questions

 

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HRMS Specialist and HRMS Faculty/Staff Reviewer

General

Time Management

Assignments and Pay

Employee Information

Inactive Payroll


HRMS Specialist and HRMS Faculty/Staff Reviewer

General

Why can't I see HR reports in Discoverer?
To view HR reports, departmental users must sign on as UVa ODS Specialist-Limited, and they must have that responsibility in Oracle. The User ID field must read: USERID:UVA ODS Specialist-Limited.

Time Management

How do I record time for a classified employee on leave without pay?
You enter "0" hours in OTM. Communication between the Timekeeper and the HRMS Specialist is essential, since the Specialist enters the Leave without Pay (LWOP) status on the employee's record and the timekeeper enters the time. If an employee is put on LWOP in the middle of the pay period, the timekeeper needs to enter "0" hours for the part of the pay period that the employee was on leave.

If an employee terminates mid pay period, how do I enter the time in OTM?
The hours for the days after the employee terminates should be entered as "0".

What do I do when the standard earning policy does not contain the exact hours the employee worked?
The HRMS Specialist should communicate with the Timekeeper to ensure that the employee's time card is corrected in OTM to reflect the appropriate hours each pay period.

Assignments and Pay

May I use goal payments to pay hourly students workers?
No. Goal payments should only be used for GTAs, GRAs, and select faculty assignments (see the Wage Authorization memo - http://provost.virginia.edu/faculty-resources/documents-forms). You should not use goal payments for hourly student workers.

If payment is being sent abroad, should "foreign address" be used as a primary address?
A Foreign Address can only be primary if the employee is an ex-employee or is a non-paid employee. If payment needs to be sent abroad and the employee is still active, the specialist will need to enter the Human Resources Payroll address and add the foreign address as a secondary address. Payroll Office will reroute any payments or W-2s to the foreign address listed in the foreign address section for the employee.

How do we retroactively pay employees who have started work but don't get their social security number until later?
You will be able to retroactively hire most employees in Oracle as needed. Please keep in mind that you will not be able to retroactively hire goal pay employees and you will only be able to retroactively hire wage employees back one pay period.

Why doesn't the position I need come up in the list of values when I enter my job on the assignment form?
If you do not have a specific position in your school/business unit created for the person you are entering, you need to have someone in your department who has access to Jobs@UVa request a new position for your Faculty. For students, complete a position action form. After the position is created, you will be able to enter the job, and then choose the position.

Employee Information

What do I do in the Integrated System if an employee changes positions (leaves one position for another)?
If an employee changes positions, but stays in the same payroll, you need to update the primary assignment for that person to reflect the details of the new position rather than create a new assignment. If an employee changes positions and changes payrolls (example: bi-weekly to monthly or monthly to bi-weekly), you need to add a new assignment, save the assignment, and make this new assignment primary. You will then need to date track to the day after the last day of their previous assignment and change the assignment status on the old assignment to terminate assignment and complete the assignment change reason in the DFF with the appropriate reason.

Do I select "yes" or "no" in the "You have selected a different position" caution box?
When adding or changing a position on an assignment, a caution box pops up that says, “You have selected a different position. Where the position has default values, etc., etc.” The Decision Box requires that you select “yes” or “no.” You should always select “no.”

Are position records date tracked?
Yes. When accessing records under Position Description, be sure you are date-tracked to the appropriate date for which you wish to view information.

When do I save when adding additional qualifications to the Qualification form?
Each qualification form needs to be saved before additional qualifications can be entered.

How do I display the list of values for position and grade?
In order to display the list of values (LOV) for position and grade, you need to put a % sign in the “Find” field at the top before selecting the find button.

How do I complete a new hire?
To complete a new hire, select “Create Employment” in the “Action” field.

What does it mean when it says "does not contain LOV" when I select LOV in a field?
Not all fields have a list of values (LOV). If you select LOV in a field and it says “does not contain LOV,” you do not need to enter data in that field.

Do I say "yes" for the decision box when selecting a position for an employee's assignment?
Yes. When completing an employee's assignment, after selecting a position, a decision box asks: "You have selected a different position. Where the new position has default values for one or more of the following, and they are applicable to the current Person Type, your position will adopt these values: Grade, Payroll, Supervisor, Probation Period, Bargaining Unit, Salary and Pay Basis. Do you want to accept the values for this position?" You should ALWAYS choose “yes” at this decision box.

Do I say "ok" or "cancel" for the caution "Do you want to use the location of the new position?"
You should always choose "ok" at this caution.

Inactive Payroll

What do I do if one of my employees has been moved to the "Inactive Payroll" and I need to pay them?
You would date-track on the assignment to the appropriate date for which you need to make payment, change the Payroll back to "Bi-weekly" in "update" mode, use Assignment Change Reason of "Return 180 Days", and make any other necessary changes to the assignment and salary records. When the Bi-weekly payroll is run, the employee would be paid. Note: If the employee is not paid because no hours are submitted for the bi-weekly period, the process will move them again to the "Inactive Payroll" since they still will not have been paid in the last 12 bi-weekly pay periods.

What do I do if one of my employees has been terminated by the process?
You would need to Rehire the employee just like any other terminated employee.

What do I do if the assignment I need to pay on has been terminated?
You should add a new assignment record if the old assignment has been terminated by the Inactive Payroll process.