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Maintain - HSF Information

Distribution

Chief Human Resource Officer

UVA HRMS Records Specialist

UVA HRMS Records Manager

UVA HRMS Specialist

UVA HRMS Faculty/Staff Reviewer

UVA HRMS HSF Specialist

Related Procedures

Ownership

The Chief Human Resource Officer, working in concert with the Director of Human Resources for the School of Medicine, 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. 

Establish HSF Contract Information

HSF Contract Information is for SOM faculty on a clinical track who are dually employed with HSF. This screen specifically tracks contract type, contract comments, NCA exemption request date, NCA exemption status and NCA exemption comments. (NCA=non-compete agreement).

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

Add HSF Contract Information

5.   Click on the [Special Info] button.

6.   Select Emp-HSF Contract 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 effective of the contract. (Required)

8.   Click on the End Date field.  .  If entering information for a Standard IA or Standard II full-time contract, end dates are not entered. If entering information for a part-time or Standard III contract, end dates are needed. (If applicable)

9.   Click in the Detail field.

10. Complete the following fields.

Emp-HSF Soc Information

This screen indicates the information documented on the faculty member’s schedule of compensation.

11. Select Emp-HSF SOC 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.

12.  Click on the first blank Start Date field in the Details region.  Enter the SOC start date.  (Required)

13. An End Date is not entered for an original entry.

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

15. Complete the following fields:

16. Save your work.

17. Close the Special Information window.

18. Click on the [OK] button.

19. Save your work.

Terminate HSF Contract Information

20. Click on the [Special Info] button.

21. Select Emp-HSF Contract 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.

22. Click in the End Date field of the HSF item you wish to end. For Standard IA and Standard II contracts, enter the termination date. For part-time and Standard III contracts, an end date is already in the field. It should only be changed if the faculty’s HSF employment is ending before the contract end date.

23. Click on the [OK] button.

24. Save your work.

Update HSF Contract Information

25. Click on the [Special Info] button.

26. Select Emp-HSF Contract 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.

Any salary change requires a new Split Payroll form and Schedule of Compensation which are found on the HSF’s intranet. All salary changes need to be entered into Oracle and paperwork submitted to SOM HR no later than by the 15th of every month in order to meet HSF and UVa’s payroll deadlines.

27. Click on the first blank Start Date field in the Details region.  Enter the new date.

28. Click on the End Date field and enter an end date only for part-time and Standard III contracts..

29. Click in the Detail field.

30. Complete the following fields.

31. Click on the [OK] button.

32. Save your work.

Update HSF SOC Information

33. Select Emp-HSF SOC 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.

34.  Click on the first blank Start Date field in the Details region.  Enter the SOC start date. (Required)

35. Click on the End Date field.  Enter the HSF SOC Information end date.

An end date is entered when:

Please note that if a new SOC is processed and there are no changes to the distribution of salary between UVA and HSF and no changes in the charging instructions, there is no need to change this entry.

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

37. Complete the following fields:

38. Save your work.

39. Close the Special Information window.

40. Click on the [OK] button.

41. Save your work.

42. Close all forms and return to the Navigator.

Glossary of Terms

List of HSF Contract Types in Oracle

CCA              UVa Clinician Consulting Agreement (used when contracted with individual physician)

OUT              Outside Consulting (or Clinical Services Agreement, used when contracted with a practice)

PTL50                        Part-time < 50% (no non-compete language)

PTPC             Part-time > 50% (specialist, with non-compete language)

PTS               Part-time >50%           (primary care, with non-compete language)

PTWONC      Part-time >50%           (without non-compete language)

STAND          Standard II (used when physician does not have clinical privileges, but maintains HSF benefits)

STD               Full-time contains no non-compete language

STDIAPC       Full-time, primary care, contains non-compete language

STDIAS         Full-time, specialist, contains non-compete language

STDIII                        Clinical instructors (used for short-term, training positions)

STDII             Standard II (used when physician does not have clinical privileges, but maintains HSF benefits)

Exhibit A Schedule of Compensation and Benefits (SOC) and HSF Faculty Salary Split Payroll Form

HSF Contract Screen in Oracle

SOC Screen in Oracle

Helpful Tips when entering information into the HSF Contract and HSF SOC Information:

Effective: 04/05/11

Revision: 4 wss