Maintain - Change Assignment

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Distribution

Chief Human Resource Officer

UVA HRMS Staffing Specialist

UVA HRMS Staffing Manager

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.

Change 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.

5. Click on the [Assignment] button.

If an employee changes positions (leaves one position for another) but does not change payrolls, update the primary assignment for that person to reflect the details of the new position, rather than creating a new assignment if the payroll for the old and new position are the same. For faculty and students, follow the instructions in the Find Assignment section (step 5) of this document. For classified salaried and wage, follow Hire Promotions, Demotions, and Transfers [NAV7102H].

If an employee changes positions (leaves one position for another) and changes payrolls, add a new assignment and save it. Then make the new assignment primary. Date track to the day after the last day the old primary assignment was active and change the status of that assignment to Terminate Assignment and complete the Assignment Change Reason field in the Additional Assignment Details flexfield. If the employee has not changed their bank account in the last year, a new direct deposit form is required.

If you are adding an additional assignment to an employee record, create a new assignment, leaving the primary assignment record as it is. Follow instructions in the Add or Update Assignment Information section (step 7).

If an employee has a wage assignment and is adding a salaried assignment and keeping the wage assignment, add a new assignment for the salaried assignment, placing a check in the Primary checkbox. When the new primary assignment is changed, the primary checkmark will be automatically removed from the wage assignment. In this way, the employee will have two assignments, with the primary assignment being the salaried assignment (step 7).

Find Assignment

6. Use the up and down arrows on the keyboard to locate the assignment you wish to update.

7. If you wish to find the primary assignment, click on the Miscellaneous tab on the Assignment form and look for the assignment with a check in the Primary checkbox.

Goto task #9.

Create New Assignment

8. Click on the New Record icon (green plus sign) on the toolbar to get a new blank record.

Goto task #9.

Add or Update Assignment Information

9. If the effective date of the change is not the date to which you are date tracked, click on the Date Track button on the Toolbar. Enter the appropriate effective date and click on the OK button.

10. Make any changes necessary to the assignment record. Changing the Position will automatically change the Job and Organization to those associated with the new position.

11. Enter or change the Organization number in the Organization field.

12. Click on the [Update] button.

13. Click in the Group field, if it does not automatically appear.

14. Enter or change the following fields in the People Group Flexfield form as necessary.

Job Type: Use the list of values to enter a job type.
Compensation Type: Use the LOV to select a compensation type.
Employment Category (Salaried Only): If salaried, use the LOV to select "Fulltime" or "Parttime".
Parttime FTE Percent (Salaried Only): If salaried and parttime, use the LOV to select what percent of full time will be worked.
Appointment Duration (Salaried Only): Use the LOV to enter the appointment duration. ('Exception' requires special authorization by University Human Resources. Contact Human Resources before making any Appointment Duration change from or to the value 'Exception')

15. Click on the [OK] button.

16. Enter or change the remaining fields:

Job: Leave blank. The Job field will be populated automatically when you select a Position. The job is comprised of the Title, Career Group/Rank, Occupational Family, and Role Code. 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 (used for faculty positions only) and Position number 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 [Yes] 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.
Collective Agreement: Leave blank.
Employee Category: Leave blank.

Supervisor Information

17. Click on the Supervisor tab.

18. Enter or change 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

19. Click on the Standard Conditions tab.

20. Enter or change the information in the Standard Conditions region.

Working Hours: Verify that the number of work hours is correct. If the hours are incorrect for a classified salaried position, contact Position Control. 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.

Statutory Information

21. Click on the Statutory Information tab.

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

23. Enter or change 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 "Yes" or "No" as appropriate. (Required)
Time Eligibility Criteria-System generated code based on the number of active assignments in the employee’s record.
Leave all other fields blank.

24. Click on the [OK] button.

25. Click on the [Update] button.

Miscellaneous

26. Click on the Miscellaneous tab.

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

If you are adding a salaried assignment and the employee already has a wage assignment and will keep the wage assignment in addition to the salaried assignment, create the new salaried assignment and save. Close the assignment window. Click on the [Assignment] button, down arrow to the new salaried assignment and select the Miscellaneous tab. Check Primary checkbox. Save as a correction. Saving the new primary assignment will cause the checkmark to be removed from the old primary assignment.

Salary Information

28. Click on the Salary Information tab.

If the tab is not visible, click on the arrow to the right of the tabs, and select from the drop-down list.

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

Additional Assignment Details

30. Click the flexfield in the bottom right corner.

31. Enter or change Additional Assignment Details information.

Assignment Change Reason Use the list of values to enter a change reason. (Required)
Formal Faculty Title: Enter if appropriate.
Appointment Start Date: If applicable, enter the start date of the appointment.
Appointment End Date: If applicable, enter the end date of the appointment.
Number of Work Months: Use the list of values to select a number of work months per year for the assignment, if using salary basis of non 12 month annual salary.
Alternate Work Schedule-Use the list of values to enter the Alternate Work Schedule.(Required)
Number of Goal Pay Periods: Leave blank.
Telecommuter: Use the list of values to indicate whether the employee will be telecommuting. (Optional)

32. Click on the [OK] button.

33. Save your work.

34. 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.

Salary Administration

35. Click on the [Salary] button

If the most recent salary proposal is approved, you must enter the changes on a new salary proposal form. Click on the New Record icon (green plus sign) on the toolbar to get a new blank record. If the most recent salary proposal is not approved, you may make changes to the existing record.

36. Enter or change the following fields in the Salary Proposal region:

Change Date: Enter the date the salary should be effective.
New Value: Enter the new total salary amount.
Reason: Use the list of values to enter the salary change reason. (Required)

37. Save your work.

38. Close the Salary Administration form.

Time Information

Complete this section for all non-exempt salaried, wage, UVA Temp, faculty hourly wage, and student wage employees. Do not complete this section for salaried faculty, professional research staff and exempt staff.

39. Click on the [Time Information] button on the Assignment form.

40. Click on the [No] button.

41. Enter or change the following fields.

Autogen Hours YN: Use the list of values to make a selection.(Required)
Rotation Plan: Use the list of values to select "Wage" for all wage hourly employees or an appropriate rotation plan for all non-wage employees.
Earning Policy: Use the list of values to select "Wage Earning Policy" for all wage hourly employees or an appropriate earning policy for all non-wage employees.
Shift Differential Policy: Leave blank.
Hour Deduction Policy: Leave blank.

42. Save your work.

43. Click on the [Update] or [Correction] button.

44. Close the Assignment form.

45. Close all forms and return to the Navigator.

Effective: 11/04/09