Maintain - Add Additional Unpaid Assignment

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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 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 record.

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 the Faculty job type. Search the list of values using "Faculty".
Compensation Type: Use the list of values to enter "Non-paid".
Employment Category (Salaried Only): Leave blank.
Parttime FTE Percent (Salaried Only): Leave blank.
Appointment Duration (Salaried Only): Leave blank.

9. Click on the [OK] button.

10. Complete the following fields on the Assignment form:

Job: Use the list of values to enter the job. The job is comprised of the Title and Rank. Oracle will display only Jobs available for the Organization you selected.
Position: Leave blank.
Grade: Use the list of values to select Faculty.1.
Payroll: Leave blank.
Location: Automatically defaults to the correct location when the assignment is saved.
Assignment Number: Leave blank; the system will assign this number.

Supervisor Information

11. Click on the [Supervisor] tab.

12. 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.

Statutory Information

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

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

15. Complete the following field:

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, non-paid 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.

16. Click on the [OK] button.

Additional Assignment Details

17. Click in the flexfield in the bottom right corner.

18. Enter Additional Assignment Details information.

Assignment Change Reason: Use the list of values to enter an appropriate 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: Enter the end date of the appointment.

19. Click on the [OK] button.

20. Click on the [OK] button.

21. Save your work.

Tenure Track

22. Complete the tenure track information on the Extra Assignment Information form if applicable.

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

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

23. 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: Leave blank.
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: Leave blank.
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: Leave blank.
Organization: Enter your organization.

24. Click on the [OK] button.

25. Close the Extra Assignment Information window.

26. Save your work.

27. Close all forms and return to the Navigator.

Effective: 02/11/11

Revision: 8 wss

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