Maintain - HSF Information

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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.

Maintaining HSF Information

Follow the instructions for Adding HSF Information, Ending HSF Information, or Updating HSF Information as described below.

Add HSF Information

5. Click on the [Special Info] button.

6. Select Emp-HSF Information from the list by clicking in the box to the left of the Name field.

You may need to use the scroll bar to scroll down to see further items in the list.

7. 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)

8. 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.

9. Click in the Detail field.

10. 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.YY12345.12345. 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.

11. Click on the [OK] button.

12. Save your work.

End HSF Information

13. Click on the [Special Info] button.

14. Select Emp-HSF Information from the list by clicking in the box to the left of the Name field.

You may need to use the scroll bar to scroll down to see further items in the list.

15. Click in the End Date field of the HSF item you wish to end. Enter either the Contract End Date if the contract expired, or enter the Contract Termination Date if the actual end date was before the Contract End Date.

16. Click on the Detail field.

17. Update the following field.

Contract Termination Date: Enter the date the faculty member actually ceases to be an HSF faculty member. The Contract Termination Date and the End Date on the SIT should be the same date if terminated before contract end date.

18. Click on the [OK] button.

19. Save your work.

Update HSF Information

20. Click on the [Special Info] button.

21. Select Emp-HSF Information from the list by clicking in the box to the left of the Name field.

You may need to use the scroll bar to scroll down to see further items in the list.

Start and end dates should not be changed once HSF payroll is run for the period. Any retroactive change will need to be processed using the Retroactive Split Payroll form located on the School of Medicine web site.

22. Click on the first blank Start Date field in the Details region. Verify or change the date the department wants to begin charging the HSF supplement to a PTAO.

23. Click on the End Date field. Verify or change the date the department wants to end charging the HSF supplement to a PTAO.

24. Click in the Detail field.

25. Verify or change 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.YY12345.12345. 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: 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.

26. Click on the [OK] button.

27. Save your work.

28. Close all forms and return to the Navigator.

Effective: 05/17/05