Maintain - Add Additional Paid Assignment

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.

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Add Additional Paid Assignment

IS HRMS
N ® People Enter & Maintain
Decision

Date Tracking

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

4. If the person is found in the database compare the first name, last name, social security number, or other known information with that in the database to ensure that it is the correct person.

Assignment Information

5. Click on the [Assignment] button.

6. Click on the New Record icon (green plus sign) on the toolbar to get a blank assignment form.

Before entering a new assignment, make sure the new position is set up through Human Resources Compensation Management Division.

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

8. Complete the following fields in 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.('Exception' requires special authorization by University Human Resources Division. Do not select.)

9. Click on the [OK] button.

10. Complete the remaining fields:

Job: Use the list of values to enter the Job. The job is comprised of the Title and Career Group/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, and Appointment Type (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 to have it added.

Select [No] in the Decision 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 employment category.

Salary Information

11. Click on the Salary Information tab on the Assignment form.

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

Supervisor Information

13. Click on the Supervisor tab on the Assignment form.

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

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

Standard Conditions

15. Click on the Standard Conditions tab on the Assignment form.

16. 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. Select "Week" as the frequency.

Statutory Information

17. Click on the Statutory Information tab on the Assignment form.

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

19. 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.

20. Click on the [OK] button.

Additional Assignment Details

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

22. Enter Additional Assignment Details information.

Assignment Change Reason: Use the list of values to select an assignment change reason. (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. This field is completed only if this assignment will be paid as a goal payment.
Number of Work Months: For salaried employees, use the list of values to select a number of work months per year for the assignment if salary basis is 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)

23. Click on the [OK] button.

24. Save your work.

25. Close the Additional Assignment Details window.

Salary Administration

26. Click on the [Salary] button.

27. Complete the following fields in the Salary Proposal region:

Change Date: Enter the date to which you are date tracked.
New Value: Enter the new total salary amount.
Reason: Use the list of values to enter an appropriate salary change reason. (Required)

28. Save your work.

29. Close the Salary Administration form.

Note: If an employee has a Goal Pay assignment that is primary and is adding an hourly assignment, add a new assignment for the hourly assignment and save. Then close the assignment form. Open the assignment form and down arrow to the new hourly assignment placing a check in the Primary checkbox. When the new primary assignment is changed, the primary checkmark will be automatically removed from the Goal Pay assignment. In this way, the employee will have two assignments, with the primary assignment being the hourly assignment which requires the submission of a timecard for payment.(see step 30)

Time Information

Complete this section for all non-exempt staff salaried, hourly wage, faculty hourly wage, and student wage employees. Do no complete this section for salaried faculty, professional research staff, exempt staff employees, goal pay, and unit pay.

30. Click on the [Time Information] button.

31. Click on the [No] button.

32. Complete the following fields:

Autogen Hours YN: Select “Yes”. (Required)
Rotation Plan: Use the list of values to select "Wage" for all wage employees.
Earning Policy: Use the list of values to select "Wage" for all wage employees.
Shift Differential Policy: Leave blank.
Hour Deduction Policy: Leave blank.

33. Save your work.

34. Close all forms and return to the Navigator.

Effective: 01/12/12

Revision: 18 wss

Oracle Tutor can be licensed to modify and add to this content, documenting all of your business process documentation in the Oracle Tutor format.