Human Resources Helpful Hints and Common Mistakes





Helpful Hints

  • Always remember to tab through all the fields on the People and the Assignment forms so that you do not forget to complete any of them.
  • Remember that hitting "Update" creates a history field and hitting "Correction" overrides the existing information.
  • Schools and departments must request a new faculty position in Jobs@UVa or post a vacant position.  This process must be done before a faculty member can be hired into Oracle.
  • Never end date an existing primary assignment unless terminating the person. If you want to change the primary assignment for an employee, update the primary assignment to reflect the details of the new position.  If adding an additional assignment to an employee, create a new assignment, leaving the primary assignment record as is.
  • In our current environment, there are numerous student worker and faculty retroactive hires.   In Oracle, you can retroactively hire a salaried employee, but the retroactive pay will have to be done manually by the Payroll Department.  Hourly employees can be hired retroactively one pay period without having to contact Payroll.  A retroactive paper timesheet must be completed, signed, and faxed to Human Resources Payroll to receive the retro pay. When entering Goal Pay employees, you can only use a current or future pay period. 


Things HRMS Specialists Should Watch For

People Form - Address

  • Don't forget to enter the "Address Type" on the Address Form. This is used for W2 forms, labels, and letters.
  • Always ensure that the "Primary" checkbox on the Address is checked for the Home Address.  A person must have one and only one primary address, which should be the employee's home address.  The primary address is where official HR Mailings, such as the W-2 form and benefits information will be sent.  If the employee is an ex-employee or a non-paid employee, they can have another address type as primary.
  • While most employees can update their addresses via UVa Employee Self-Service, you must add any foreign home address information on behalf of the employee. When terminating an employee with a foreign home address, change the primary home address to that of the Payroll Office until after the ex-employee has received their final W-2. After the W-2 is received, move the foreign home address to the primary position and end-date the address for the Payroll Office. Payroll Office address: PO Box 400127, University Payroll, Charlottesville, VA 22904-4127.
People Form - Others
  • Choose a school or college from the "Schools and Colleges Attended" List of Values. If you type it as a value, you will create multiple entries for the same institution.
  • Before entering "Contact" information, ensure that the Contact is not already in the system by searching the List of Values. If the person is already in the database, and you type the information, you will create multiple entries for that employee.
  • Remember that if you terminate an employee, all the employee's assignments will be terminated.  Do not use "end employment" unless you intend to end all the employee's active assignments.
  • Remember that you will need to enter new employees and make any changes or corrections to existing employees in a timely manner.  If actions are not entered and approved before the payroll cutoff, then the employee's pay may be incorrect.
Assignment Form
  • Under Salary Information Alternate Region, be sure to complete the "Salary Basis" with the correct value from the List of Values. If this is not entered, you will not be able to complete the salary screen.
  • If you complete the Salary Basis Field with the value "Non 12 Month Annual Salary," make sure that you complete the Descriptive Flexfield (DFF) field that states "Number of Work Months."  If the Salary Basis Field is completed with "Annual," the "Number of Work Months" field in the DFF should be blank.
  • If you complete the Salary Basis Field with the value "Goal Payment," make sure that you complete the Descriptive Flexfield (DFF) field that states "Number of Goal Pay Periods."
  • Always verify your "Standard Conditions" fields ("Working Hours" and "Frequency") in the Alternate region after you have saved your assignment.
  • Always remember to complete the "Assignment Change Reason" in the Descriptive Flexfield (DFF) for every transaction.  This reason drives all subsequent HR/Payroll activity (benefits, records, and payroll).
Assignment Form - Others
  • Remember to complete "Secondary Status" when putting an employee on leave. Do not delete the "Secondary Status" when the employee returns from leave.  If the employee goes on leave again or extends their existing leave, enter another status on the line below.
Salary Form
  • Remember to either hit the down arrow or green plus sign on the tool bar to enter a new salary or record a change in salary.