Human Resources Frequently Asked Questions

 

TABLE OF CONTENTS

• HRMS Specialist and HRMS Faculty/Staff Reviewer
• HR Helpful Hints and Common Mistakes

 

 

 

 

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HRMS Specialist and HRMS Faculty/Staff Reviewer

General

• How do I hire an applicant that does not go through the application process (e.g. faculty, student)?
• Why can't I see HR reports in Discoverer?

Assignments and Pay

• May I use goal payments to pay hourly students workers?
• If payment is being sent abroad, should "foreign address" be used as a primary address?
• How do we retroactively pay employees who have started work but don't get their social security number until later?
• How do you update Budget Values for an assignment on the Assignment Budget Values form if prior budget values exist?
• Why doesn't the position I need come up in the list of values when I enter my job on the assignment form?

Employee Information

• What do I do in the Integrated System if an employee changes positions (leaves one position for another)?
• Do I select "yes" or "no" in the "You have selected a different position" caution box?
• Are position records date tracked?
• When do I save when adding additional qualifications to the Qualification form?
• How do I display the list of values for position and grade?
• How do I complete a new hire?
• What does it mean when it says "does not contain LOV" when I select LOV in a field?
• When do I have to complete the Communication Delivery Method form?
• Do I say "yes" for the decision box when selecting a position for an employee's assignment?

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HRMS Specialist and HRMS Faculty/Staff Reviewer

General

How do I hire an applicant that does not go through the application process (e.g. faculty, student)?
You must contact Central HR Staffing at 924-4717, so they can change the type from Applicant to Employee and Applicant.

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.

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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 Wage Authority Form - http://www.virginia.edu/provost/02Wage.html). 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 Departmental Messenger Mail address.  The department/school will be responsible for sending the check to the employee.  Foreign addresses can only be changed to primary on the pay period after the last paid pay period.

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.

How do you update Budget Values for an assignment on the Assignment Budget Values form if prior budget values exist?
When the Date Decision box pops up after selecting the budget values form on the Assignment, change the effective date to the day prior to the effective date of the current transaction. The form will open with the prior budget values.  Delete the record and select End Date in the pop up window, save the record. Date track to the effective date of the transaction, and enter the new budget value on the second line and save.

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 complete a position action form. After the position is created, you will be able to enter the job, and then choose the position.

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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: semi-monthly to monthly or bi-weekly to semi-monthly), 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 “yes.”

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.

When do I have to complete the Communication Delivery Method form?
The communication delivery method form should only be completed for employees who prefer email. This is found by navigating to People>Others.

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.

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