Applicants - Entering Applicants

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Distribution

Chief Human Resource Officer

UVA HRMS Staffing Specialist

UVA HRMS Staffing Manager

Related Procedures

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Date Tracking

IS HRMS
N ® People Enter & Maintain
Decision

1. Use today's date to determine if the applicant exists in IS. If the current effective date is today's date, click on the [No] button. Otherwise, click on the [Yes] button, enter today's date in the Effective date field, and click on the [OK] button.

Finding an Existing Applicant

2. Enter all or part of the applicant's last name in the Full Name field, using the wildcard character (%) if desired, to restrict your search.

3. Click on the [Find] button.

4. If the person is not found in the database enter a new applicant following the steps in the Entering a New Applicant section below.

5. If the person is found in the database, compare the first name, middle name, last name, and social security number on the application with that in the database to ensure that they are the same person. Refer to the instructions Applicants - Maintain Applicants. Do not continue following the steps in this document.

Entering a New Applicant

IS HRMS
N ® People Enter & Maintain
Decision

6. If the date the application was received by the Office of University Recruitment and Staffing is prior to today's date, click on the [Yes] button, enter the received date stamped on the application in the Effective Date field, and click on the [OK] button. If the application is received on the current date, click on the [No] button.

7. Click on the [New] button.

8. Complete the following fields:

Last: Enter the person’s last name. (Required)
First: Enter the person's first name. (Required)
Title: Leave blank.
Prefix: Leave blank.
Suffix: Enter a name suffix if appropriate (e.g., "Jr.").
Middle: Enter the person's middle name or initial.
Gender: Select a gender from the drop down list.
Action: Use the list of values to select the appropriate action. Select Create Applicant for applicants who do not already exist in IS. (Required)

The Person Types and Identification fields will automatically default based on the Type selected.

Social Security: Enter the social security number if provided on the application.

Personal Information Tab

9. Enter details for the person as required in the Personal Information region:

Birth Date: Enter the birth date of the applicant.
Age: Leave blank. The system will calculate the age based on the date of birth.
Town of Birth: Leave blank.
Status: Leave blank.
Region of Birth: Leave blank.
Nationality: Leave blank.
Country of Birth: Leave blank.
Registered Disabled: Leave blank.
Effective Dates From: This field will be automatically populated with the effective date you selected.
Effective Dates To: Leave blank.
Latest Start Date: Leave blank.

Employment Information Tab

10. Click on the Employment tab.

11. Enter details for the person as required in the Employment Information region:

Ethnic Origin: Use the list of values to enter the ethnic origin if provided on the EEO Data form.
I9 Status: Leave blank.
I9 Expiration: Leave blank.
Veteran Status: Enter the applicant’s veteran status as indicated in question 12.i on the state application or as indicated on questions B, C, and/or D on the University of Virginia Employee’s Voluntary Certification of Disability and/or Veteran’s Status Form.
New Hire: Leave blank.
Child Support Obligation: Leave unchecked.
Opted for Medicare: Leave unchecked.

Office Details Tab

12. Do not complete this region.

Applicant Information Tab

13. Click on the Applicant tab.

14. Complete the following for the Applicant Information alternate region:

Exists: Check if the applicant submitted a new resume.
Last Updated: Enter the date the latest resume was received.
Hold Application Until: Enter the date new or updated application materials are received.

Rehire Tab

15. Do not complete this region.

Further Name Information Tab

16. Do not complete this region.

Other Tab

17. Do not complete this region.

18. Save your work.

Entering Address Information

All applicants must have a Home Address record that is the Primary address.

If the address is a foreign address (outside the United States and Canada) you will complete this form by adding a Home address that is Primary containing the address for University Payroll in the following format:

PO BOX 400127
University Payroll
914 Emmet Street
Charlottesville, VA22904-4127

You will use the Address form under the Others... button for the foreign address.

Refer to the Address (Foreign) steps under the Entering Other Information section of this document.

19. Click on the [Address] button.

20. Enter the following information for the applicant:

Address: Enter up to three lines of street address information.
City: Enter the city. If there are multiple cities in the database, a pop up list will appear. Select the correct city and state and click the OK button. If the city is in Canada, you will need to change the country field to Canada before completing the city field.
State: The state will be automatically entered when you enter the city.
Zip Code: Enter the zip code. If the city has only one zip code, it will appear automatically in this field.
County: The county name will be automatically entered when you choose a city.
Country: The country defaults to the United States. If the address is in Canada, use the list of values to select Canada.
Telephone#1 and #2: Leave blank. Phone numbers will be entered elsewhere. See the Phone Information section of this document.
Type: Use the list of values to select the address type.
Primary: A foreign address cannot be a Primary address for individuals with Person Types of Employee or Ex-employee who have been paid in the current tax year and will receive a W-2.

University Audit Department requires that University Payroll be listed as the Primary Home Address for persons with a foreign home address who have been paid in the current tax year and will receive a W-2. Payroll will ensure the employee's W-2 is sent to the foreign home address entered on this form.

Date From: The current effective date defaults in this field. If you wish to change this date, use the list of values to enter the date from which this address is valid.
Date To: Leave blank.

Foreign addresses cannot be viewed on the Address form where you enter United States and Canada addresses.

21. Leave the Additional Address Details flexfield blank.

22. Save your work.

23. Close the Address window.

Entering Other Information

24. Click the [Others...] button.

Address (Foreign)

25. Select Address from the list of values and click on the [OK] button.

26. Enter the foreign address by completing the following fields:

Style: Use the list of values to select an address style. The style corresponds to address formats used in different countries.
Address: Click in this field to open the address form. This form will look different for each style. Complete the address information.
Type: Use the list of values to select [Foreign Home] for the address type.
Primary: A foreign address cannot be a primary address for an individual with Person Type [Employee] or [Ex-employee] and who has been paid in the current tax year and will receive a W-2.

University Audit Department requires that University Payroll be the primary address for foreign employees being paid. Payroll will ensure the employee's W2 is sent to the foreign address entered on this form.

Date From: The current effective date defaults in this field. If you wish to change this date, use the list of values to enter the date from which this address is valid.
Date To: If there is a known end date, complete it here. If unknown, leave this field blank.

Foreign addresses cannot be viewed on the Address form where you enter United States and Canada addresses.

27. Save your work.

28. Close the Address form.

Phone Information

29. Click the [Others...] button.

30. Select Phones from the list of values and click the [OK] button.

31. Complete the following fields:

Type: Use the list of values to enter the type of phone number.
Phone Number: Enter the area code and phone number. Follow this format: 434-555-1234.
Dates From: The current effective date defaults in this field. If you wish to change this date, use the list of values to enter the date from which this phone number is valid.
Dates To: If there is an end date of when the phone number is valid, enter it here. If unknown, leave this field blank.

32. To enter additional phone numbers, click on the next blank line record and complete the fields as indicated above. Enter as many phone numbers and types as you need.

33. Save your work.

34. Close the Phone Numbers form.

Competence Profile

35. Click the [Others...] button.

36. Select Competence Profile from the list of values and click on the [OK] button.

Competencies are used to record the competencies, job types, locations, and shifts selected by the applicant. You will record word processing test scores as a competence. You will not record licenses or recruitment categories (RC), even though they appear in the list of values.

37. Click in the first Competence field and complete the following fields:

Competence: Use the list of values to select the first competence, job type, location, or shift as indicated on the application.

Competencies begin with the prefix "C-".
Job Types begin with the prefix "Job Type-". Job Types with multiple jobs (e.g., Salaried Part and Full Time) must not be used. These are for web vacancy postings only.
Locations begin with the prefix "Location-".
Shifts begin with the prefix "Shift-". Shifts with multiple shifts (e.g., Day and Evening) must not be used. These are for web vacancy postings only.
Word Processing Tests begin with the prefix "WPT-".

Proficiency Level: Use the list of values to enter the proficiency level for the Word Processing Tests only.
Status: Will default to “Achieved” when the entry is saved.
Date From: Enter the effective date of the competence.
Date To: Leave blank.

38. Click in the next blank line and repeat the prior step for all competencies, job types, locations, and shifts selected by the applicant, or word processing test scores obtained through testing.

For additional blank lines to enter competencies, click the New Record icon on the toolbar.

39. Complete the following fields:

Source of Proficiency Rating: If there are Word Processing Tests recorded, use the list of values to select "QWIZ Software Testing."
Method: Leave blank.
Date: Leave blank.
Next Review: Leave blank.

40. Save your work.

41. Close the Competence Profile form.

Effective: 05/18/05

Revision: 6 4/25/06 pm

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