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Hire Salaried Faculty

Distribution

Chief Human Resource Officer

UVA HRMS Records Specialist

UVA HRMS Records Manager

UVA HRMS Specialist

UVA HRMS Faculty/Staff Reviewer

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.   If the current effective date is the date you wish to use, click the [No] button.  If not, click the [Yes] button, enter the date you wish to use in the Effective Date field, and click [OK].

Finding an Existing Person

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

3.   Click the [Find] button.

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

5.   If the person is found in the database:

• Compare the first name, last name, and social security number on the CV with that in the database to ensure that it is the correct person. 
• Note the Person Type in the Type field.  Follow the guidelines in Hiring a Person Currently in the People Database [REF7001H].

Entering a New Person

IS HRMS
N ® People Enter & Maintain
Decision

6.   If the current effective date is the date you wish to use, click the [No] button.  If not, click the [Yes] button, enter the date you wish to use in the Effective Date field, and click [OK].

7.   When the Find Person window opens, click the [New] button.

8.   Complete the following fields:

• Last:  Enter the employee's last name. (Required)
• First:  Enter the employee's first name.  (Required)
• Title:  Leave blank.
• Prefix:  Leave blank.
• Suffix:  Enter a name suffix if appropriate (e.g., "Jr.").
• Middle:  Enter the employee's middle name or initial.
• Gender:  Select a gender from the drop down list.  (Required)
• Action:  Click on the down arrow and select Create Employment, then select Employee from the list of values for the Person Type.  (Required)
• Social Security:  Enter the social security number.  Follow this format (123-45-6789). (Required)
• Identification:  Leave blank.  System will assign an employee number.

Personal Tab

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

• Birth Date:  Enter the birth date of the employee. To assign an employee to a payroll, you must enter a date of birth.  The Age field will populate automatically based on the birth date.  (Required)
• Town of Birth:  Leave blank.
• Status:  Use the list of values to select the employee's marital status.
• 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. 
• Latest Start Date:  This field will be automatically populated with the effective date you selected.

Employment Tab

10. Click on the [Employment] tab.

11. Enter employment information for the person as required in the [Employment] region as follows:

• Ethnic Origin:  Use the list of values to enter the employee's ethnic origin.  (Required)
• I9 Status: Central HR will complete.
• Ethnicity Disclosed: Leave blank.
• I9 Expiration: Central HR will complete
• VETS100:  Leave blank.
• New Hire:  Do not change this field. Leave the default value of "Include in New Hire Report."
• Exception Reason:  Leave blank.  Central HR will complete.
• Child Support Obligation:  Leave unchecked.
• Opted for Medicare:  Leave unchecked.

• Vets 100A-Leave blank

Further Name Tab

12. Click on the Further Name tab.

13. Complete the following fields:

• Honors:  Leave blank.
• Preferred Name:  Enter nickname.  Do not include last name.  The preferred name will appear in parentheses in the UVA telephone directory and in the HR name search in addition to the first and last names.  (Optional)
• Previous Last Name:  Enter previous name if you want to track maiden or former name. (Optional)

14. Save your work.

Entering Address Information

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

• PO BOX 400127
• University Payroll
• 914 Emmet Street
• Charlottesville, Va  22904-4127 

You will use the Address form under the Others... button for the foreign address. University Payroll will ensure that the employee's W-2 is sent to the foreign address.

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

You may create as many address records as you need.  Address records may contain Messenger Mail/Office Address, Directory Address, and Home Address.  If you wish to have an address printed in the UVA phone directory, be sure to create a record with the Directory Address type.

15. Click on the [Address] button.

16. Complete the following fields.

• Address:  Enter up to three lines of street address information. 

• Line 1:  Enter the messenger mail PO box number or the first line of the street address if the address is not at the University.
• Line 2:  Enter the street address of the UVA office, or enter a second street address line if needed if the address is not at UVA.
• Line 3:  Enter the building and room number of the UVA office, or enter a third street address line if needed if the address is not at UVA.

• 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 select [OK].  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. 
• Primary:  If this is the person's primary address, check the Primary checkbox.  A person must have one and only one primary address, which is 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.
• Type:  Use the list of values to select the address type.
• Date From:  The current effective date defaults in this field.  If you wish to change this date, enter the date from which this address is valid. 
• Date To:  Leave blank.
• Taxation Address:  An area for the taxation address will appear at the bottom of the form once you save your address.

17. Click in the [Additional Address Details] flexfield to the right of the Date To field.

18. Indicate whether or not to publish the home phone and address in the UVA phone directory by entering Yes or No.  Complete this field only for the home address.

19. Click on [OK].

20. Save your work.

If you wish to create another address record, select the New Record button (green plus sign) on the toolbar and repeat the steps.

21. Close the Address window.

Address (Foreign)

22. Click on [Others...].

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

24. If there is an address displayed, click on the New Record button (green plus sign) on the toolbar to get a new record.

25. 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. If the style is not in the list of values, contact the UVa Helpdesk @ 924-help to have it added to the list.
• 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 Person Types of Employee or an Ex-employee who has 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, 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.

26. Save your work.

27. Close the Address window.

Phone Information

28. Click on the [Others...] button.

29. Select [Phones] from the list of values and click on [OK].

30. 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, 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.

31. To enter additional phone numbers, select the next blank line and complete the fields as indicated above.  Enter as many phone numbers and types as you need.

32. Save your work.

33. Close the Phone Numbers form.

Communication Delivery Methods

34. Click on the [Others...] button.

35. Select [Communication Delivery Methods] from the list of values and click on [OK].

36. For the Delivery Method field, use the list of values to select "E-mail" and check the Preferred checkbox if employee prefers to have correspondence emailed.

Schools and Colleges Attended

Note-If you enter Schools and Colleges you MUST enter a Qualification record, also.

37. Click on the [Others...] button.

38. Select [Schools and Colleges Attended] from the list of values and click on [OK].

39. Complete the following fields.

• School or College:  Use the list of values to select the name.  Enter the most recent school or college first. Do not enter a school or college that does not appear in the list of values.  If the school or college is not in the list of values email is-help-staff@virginia.edu with the name of the school, the location/country, and the url for the school cut and pasted in the email, after translating to the English version to have it added to the list.
• Start Date:  Enter the start date of attendance.  If the specific month and day are not known, use September 1 with the years provided.
• End Date:  Enter the end date of attendance.  If the specific month and day are not known, use May 30 with the years provided.
• Full time:  Leave blank.

40. To enter additional schools and colleges, click on the next blank line record and complete the fields as indicated above.  Enter as many schools and colleges and types as you need.

It is important NOT to copy a School or College (shift F5) from one line to the next. If an employee went to the same educational institution for different degrees, you must always select it again from the List of Values. 

41. Save your work.

42. Close the Schools and Colleges Attended form.

Qualifications

Note: If you enter a Qualification record you MUST enter a Schools and Colleges record, also.

You will enter additional school and college information in the Qualifications form. 

43. Click on the [Others...] button.

44. Select [Qualifications] from the list of values and click on [OK].

45. Complete the following fields on the Qualifications form.

• Type:  Use the list of values to select type of degree. Enter the most recent degree first.  If the degree is not in the list of values, contact the UVa Helpdesk at 924-help to request to have it added to the list.  Enter only degrees the employee has completed. 
• Start Date:  Enter the start date of attendance.  Enter the same start date that you entered on the Schools and Colleges form.
• Title:  Enter the major and minor areas of study. (Optional)
• End Date:  Enter the end date of attendance.  Enter the same end date that you entered on the Schools and Colleges form.
• Status:  Use the list of values to enter the status of the degree or studies. (Required)
• Awarded Date:  Leave blank.
• Grade:  Leave blank.
• Projected Completion Date:  Leave blank.
• Establishment:  Use the list of values.  This field will automatically populate with the school based upon the dates entered on this form and the Schools and Colleges Attended form.
• Group Ranking:  Leave blank.
• Comments:  Leave blank.
• Awarding Body:  Leave blank.
• Further Information:  Leave blank.

46. Click in the [Additional Qualification Details] flexfield to the right of the Comments field.  (School of Medicine only.)

47. Complete the following field.

• Specialty:  Use the list of values to enter the specialty.

48. Click on the [OK] button.

49. Save your work.

50. To add another qualification record, use the down arrow on your keyboard to get a blank form.  Follow the same steps.

51. Save your work.

52. Close the Additional Qualification Details window.

Contact

Use contact information to record a faculty member's mentor or spouse.

53. Click on the [Others...] button.

54. Select [Contact] from the list of values and click on [OK].

55. Search for the mentor or spouse to determine whether he or she is already in the database.  Use the list of values in the Last name field to enter the person's last name.

56. If found, the person information will appear on the form, but you will not be able to edit many of the fields.  Edit only the fields that appear in the Gender and Relationship regions.  If not found, enter all the fields as follows:

• 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.
• Type:  "Contact" will default from the list of values.  (Required)
• Social Security:  Leave blank.
• Contact Relationship

• Relationship:  Use the list of values to enter the relationship type.
• From:  Will default with the effective date.
• The rest of the fields in the Contact Relationship block, leave blank.

57. Save your work.

58. To enter additional contacts, select the New Record button (green plus sign) on the toolbar.  Enter the information as specified above.

59. Close the Contact window.

Endowed Chair Information

Complete this form only if the faculty member holds an Endowed Chair.

60. Click on the [Others...] button.

61. Select Extra Information from the list of values and click on [OK].

62. Click in the Type field on Emp-Endowed Chairs.

63. Click in the first Details field at the bottom of the form.

64. Complete the following fields:

• Chair Type:  Use the list of values to automatically enter the chair type.
• Name of Endowed Chair:  Use the list of values to select the name of the endowed chair. If the name of the endowed chair is not in the list, contact the Provost Office to have it added to the list.
• Title of Chairholder for BOV:  Use the list of values to select the title used by the Board of Visitors.
• Effective Date:  Enter the effective date of the chair appointment.
• Expected End Date:  If the chair appointment is for a limited term, enter the end date here.
• End Date:  Leave blank.  This field will be completed when the chair appointment is terminated.

65. Click on [OK].

66. Save your work.

67. Close the Extra Person Information window.

Special Information Types (SIT)

68. Click on the [Special Info] button.

App-Work History

69. Select "App-Work History" by clicking in the box on the left side. 

70. Enter the start and end dates of employment for the most recent job in the Start Date and End Date fields. 

71. Click in the Detail field.

72. Enter work history information as indicated on the application.

• Reference Check Requested:  Leave blank.
• Name of Institution:  Enter the name of employer.  (Required)
• Job Title:  Enter the title of the job held.  (Required)
• Previous Name:  Enter the name used at the time of employment with this institution.  (Optional)
• Supervisor:  Enter the supervisor name. (Optional)
• Address 1:  Enter the address of the institution. (Optional)
• Address 2:  Enter a second address line.  (Optional)
• City:  Enter the city.  (Optional)
• State:  Enter the state.  (Optional)
• Zip:  Enter the zip code.  (Optional)
• Country:  Enter the country.  (Optional)
• Telephone:  Enter the telephone number.  (Optional)

73. Click on [OK].

74. Save your work.

75. Enter next work history by clicking on the next blank line in the Details region and following the same steps.

Emp-Administrative Appt

If the faculty member has an administrative appointment, complete the Emp-Administrative Appt form.

76. Select Emp-Administrative Appt.

77. Click in the first blank Start Date field in the Details region.  Enter the effective date for the administrative appointment.  (The End Date field will be completed when the appointment has ended.)

78. Click in the Detail field.

79. Complete the following fields:

• Admin Appt Type:  Use the list of values to select the administrative appointment type.
• Admin Appt Title:  Enter the administrative appointment title.
• Expected End Date:  If applicable, enter the expected end date of the administrative appointment.

80. Click on [OK].

81. Save your work.

Emp-Committee

If the faculty member will be a member of a Department, School, or University committee, complete the Emp-Committee special information form.

82. Select Emp-Committee

You will need to scroll down to see additional choices.

83. Click in the first blank Start Date field in the Details region.  Enter the start date for the committee assignment.  (The End Date field will be completed when the assignment has ended.)

84. Click in the Detail field.

85. Complete the following fields:

• Committee Name:  Enter the name of the committee.
• Type of Committee:  Use the list of values to select the type of committee.
• Committee Chair (Y/N):  Indicate whether the faculty member is the committee chair.
• Expected End Date:  If applicable, enter the expected end date of the committee appointment.

86. Click on [OK].

87. Save your work.

Emp-Directory Name

Complete this form only if the name you want to appear in the phone book is different from the name entered on the People form.  For example, "Bob Jones" instead of "Robert Jones." 

If you want a nickname to appear in the directory in addition to your full name, enter the nickname in the Preferred Name field in the Further Name Information alternate region.  For example, "Robert Jones (Bob)".

88. Select Emp-Directory Name.

89. Click in the Detail field.

90. Complete the following fields.

• First Name:  Enter the first name to appear in the phone book.
• Middle Name:  Enter the middle name or initial to appear in the phone book.
• Last Name:  Enter the last name to appear in the phone book.
• Suffix:  Enter the suffix to appear in the phone book.

91. Click on [OK].

92. Save your work.

Emp-EOP Reference

For hiring faculty, an EOP Reference Number or an EOP Exemption End Date is required.

93. Select Emp-EOP Reference.

94. Click in the Detail field in the Details region.

95. Complete only one or the other of the EOP Reference Number or and EOP Exemption End Date fields.

• EOP Reference Number:  Enter the EOP Reference Number provided by the EOP office. 
• EOP Exemption End Date:  Enter the end date of exemption approved by EOP office.
• EOP Exemption Reason:  Use the list of values to select an exemption reason if you entered an EOP Exemption End Date.

96. Click on [OK].

97. Save your work.

Emp-HSF Information

The Emp-HSF Information is for the School of Medicine only.

98. Select Emp-HSF Information.

99. Click on the first blank Start Date field in the Details region.  Enter the date the department wants to begin charging the HSF supplement to a PTAO.  (Required)

100.   Click on the End Date field.  Enter the date the department wants to end charging the HSF supplement to a PTAO.  (Required)

The start and end dates should correspond to the Schedule of Compensation start and end dates.

101.   Click in the Detail field in the Details region.

102.   Complete the following fields.

• HSF: Supplement:  Enter the amount paid directly by HSF. The value can be zero. (Required)
• Total Compensation:  Total amount of compensation including both amounts paid by HSF and by UVA. (Required)
• HSF PTAO1:  Enter the PTAO to which to charge the HSF supplement.  Enter each segment of the PTAO separated by periods.  For example, 123456.101.XX12345.12345.  Do not enter an expenditure type.  (Required)
• HSF PTAO1%:  Enter the percent of the HSF supplement to be charged to PTAO1.  If the entire supplement is to be charged to PTAO1, enter 100.  (Required)
• HSF PTAO2:  Enter a second PTAO if needed.
• HSF PTAO2%:  Enter the percent of the HSF supplement to be charged to PTAO2.
• HSF PTAO3:  Enter a third PTAO if needed.
• HSF PTAO3%:  Enter the percent of the HSF supplement to be charged to PTAO3.
• Contract Name:  Use the list of values to enter the faculty member's type of HSF contract.  (Required)
• Contract Begin Date:  Enter the start date of the contract.  (Required)
• Contract End Date:  Enter the contract end date, if specified in the contract, or the end date of the Schedule of Compensation.  (Required)
• Contract Termination Date:  Leave blank.  This field will be completed when the faculty member actually ceases to be an HSF faculty member, or leaves the University..

103.   Click on [OK].

104.   Save your work.

105.   Close the Special Information window.

Assignment Information

106.   Click on the [Assignment] button.

107.   Use the list of values to enter the Organization number in the Organization field.

108.   Click on [Correction].

109.   Click in the Group field, complete the following fields on the People Group Flexfield form.

• Job Type:  Use the list of values to enter a job type. 
• Compensation Type:  Use the list of values to select a compensation type. 
• Employment Category (Salaried Only):  If salaried, use the list of values to select "Fulltime" or "Parttime".
• Parttime FTE Percent (Salaried Only):  If salaried and parttime, use the list of values to select what percent of full time will be worked.
• Appointment Duration (Salaried Only):  Use the list of values to enter the appointment duration.(If used 'Less than 50%' in prior field, this should be blank. 'Exception' requires special authorization by University Human Resources)

110.   Click on [OK].

111.   Complete the remaining fields:

• Job:  Use the list of values to select a job.  The job is comprised of the Title and Rank.  IS will display only Jobs available for the Organization you selected. 
• Position:  Use the list of values to enter the position.  The position is comprised of the Organization, Work title, Appointment Type, and Position Number (used for faculty positions only).  IS will display only Positions available for the Organization you selected.  If a specific position is not available in the list of values, contact Human Resources Compensation Management Division to have it added.

Select [Yes] in the condition box:

• Grade:  When using the list of values, the Valid for Job column will display "yes" for any grades that may be selected.  The Grade is comprised of the Employment Type, and Pay Band.
• Payroll: Use the list of values to enter the frequency of pay.
• Location:  Automatically defaults to the correct location when the assignment is saved. 
• Assignment Number:  Leave blank.  IS will assign this number.
• Assignment Category:  Use the list of values to select the assignment category.

Supervisor Information

112.   Click on the [Supervisor] tab.

113.   Enter details for the person as required in the Supervisor region. 

• Name:  Use the list of values to select the supervisor name.  (Required)
• Worker Number: This will complete based upon the selected supervisor.
• Assignment Number:  This will complete based upon the selected supervisor.

Standard Conditions

114.   Click on the [Standard Conditions] tab.

115.   Verify that the information in the [Standard Conditions] region is correct.  Change information if necessary.

• Working Hours:  Verify that the number of work hours is correct.  If incorrect, enter the correct number.  Usually enter the number of hours per week.
• Frequency:  Verify that the frequency is correct.  If incorrect, use the list of values to enter the period of time in which the hours are worked in the Frequency field.  Usually, enter Week as the frequency.
• Hourly/Salaried:  Leave blank.
• Normal Time:  Leave fields blank.
• Working At Home:  Leave unchecked.

Statutory Information

116.   Click on the [Statutory Information] tab.

117.   Click in the long field.  The GREs and Other Data form will open.

118.   Complete the following fields:

• Government Reporting Entity:  Use the list of values to automatically populate this field with "A1000 Rector/Board of Visitors".  (Required)
• Timecard Required:  Use the list of values to select "No" for salaried faculty,all professional research staff, and exempt employees. (Required)
• Time Eligibility Criteria- System generated code based on the number of active assignments in the employee’s record.
• Leave the rest of the fields blank.

119.   Click on [OK].

Miscellaneous

120.   Click on the [Miscellaneous] tab.

121.   If this is the primary appointment, place a check in the Primary checkbox.

Salary Information

122. Click on the [Salary Information] tab.

123.   In the Salary Basis field, use list of values to enter the salary basis.  This field is required for all paid assignments.

Additional Assignment Details

124.   Click the Additional Assignment Details flexfield in the bottom right corner.

125.   Enter Additional Assignment Details information.

• Assignment Change Reason:  Use the list of values to enter "New Hire".  (Required)
• Formal Faculty Title:  Enter the title recognized by the Board of Visitors.
• Appointment Start Date:  Enter the start date of the appointment.
• Appointment End Date:  If known, enter the end date of the appointment.  For tenured faculty, leave blank.
• Number of Goal Pay Periods:  Leave blank.
• Number of Work Months:  Use the list of values to select a number of work months per year for the assignment, if the salary basis equals 'non 12 month annual salary'.
• Alternate Work Schedule: Use the list of values to enter the Alternate Work Schedule. (Required)
• Telecommuter:  Use the list of values to indicate whether the employee will be telecommuting. (Required)
• Fica Status (HR Only):  Leave blank.
• Special State Designation (HR Only):  Leave blank.
• University Staff (HR Only): Leave blank.

126.   Click on [OK].

127.   Save your work.

128. Click on the [Cancel] button. The hours will revert to how many hours are on the position if you click on [OK]. Clicking on [Cancel] will keep the hours you have entered on the Assignment form.

129. Click on [OK].

Salary Administration

130.   Click on the [Salary] button on the Assignment form.

131.   Complete the following fields in the Salary Proposal region. 

• Change Date:  Enter the date the salary should be effective and tab.
• New Value:  Enter the new total salary amount. 
• Reason:  Use the list of values to enter "New Hire."  (Required).

132.   Save your work.

133.   Close the Salary Administration form

Tenure Track

Note: Not required for Professional Research Staff.

134.   Click on the [Others...] button on the Assignment form.  Select Extra Information from the list of values and click on [OK].

135.   Click in the Details field at the bottom of the form.

136.   Complete the following fields.

• Tenure Status:  Use the list of values to select a tenure status.
• Track Type:  (School of Medicine Only) Use the list of values to select a track type.
• Original Tenure Eligibility Date:  Enter the date the faculty originally began on tenure track.
• Stop Clock 1 Date:  Leave blank.
• Returned to Tenure Track:  Leave blank.
• Stop Clock 2 Date:  Leave blank.
• Returned to Tenure Track 2:  Leave blank.
• Projected Tenure Elig End Date:  Enter the date by which the faculty member must achieve promotion and/or tenure.
• Total Time on Tenure Track:  This field is calculated to display the number of years the faculty member has to achieve promotion and/or tenure.
• Date Tenured:  The date the faculty member with a tenure status of "Tenured" obtained tenure.  If the faculty is hired as tenured, enter the hire date.
• Organization:   Enter your organization.

137.   Select [OK].

138.   Save your work.

139.   Close all forms and return to the Navigator.

Effective: 11/02/09

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