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

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.

Contract Type: Use the list of values to enter the faculty member's type of HSF contract. (Required)
Contract Comments: Enter any comments relative to the Contract. (if applicable)
NCA Exemption Request Date: Enter the NCA Exemption Request Date. (if applicable)
NCA Exemption Status: Enter the NCA Exemption Status. (if applicable)
NCA Exemption: Enter the NCA Exemption Comments. (If applicable)

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:

HSF Supplement: Enter the amount of the faculty member’s salary paid directly by HSF. The value can be zero. (Required)
Total Compensation: Total amount of salary including the amount paid by HSF and by the amount paid by UVA.(Required)
HSF PTAO1: Enter the PTAO to which the HSF supplement will be charged to. Each segment of the PTAO should be separated by periods. For example, 123456.101.XX12345.12345. 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.

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 15^th 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.

Contract Type: Use the list of values to enter the faculty member's type of HSF contract. (Required)
Contract Comments: Enter any comments relative to the Contract. (if applicable)
NCA Exemption Request Date: Enter the NCA Exemption Request Date. (if applicable)
NCA Exemption Status: Enter the NCA Exemption Status. (if applicable)
NCA Exemption: Enter the NCA Exemption Comments. (if applicable)

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:

A new SOC is processed that has a change in the distribution of salary between UVa and HSF or a change in the charging instructions (PTAO or percentage distribution).
The faculty member is no longer working for HSF.

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:

HSF Supplement: Enter the amount of the faculty member’s salary paid directly by HSF. The value can be zero. (Required)
Total Compensation: Total amount of salary including the amount paid by HSF and the amount paid by UVA. (Required)
HSF PTAO1: Enter the PTAO that the HSF supplement will be charged to. Each segment of the PTAO should be 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.

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

The Exhibit A Schedule of Compensation and Benefits, or otherwise referred as the SOC references the frequency of the compensation, it if it variable (hours work and salary amount fluctuates, pending on schedule or if it fixed (hours work and salary amount does not fluctuate). Payment of fringe benefits is determined when it is fixed compensation as with variable compensation, faculty members are not eligible for HSF fringe benefits.

HSF Contract Screen in Oracle

Denotes which HSF current contract the respective faculty member has with HSF. Type of contract may change throughout the course of the faculty member’s appointment with HSF and UVa.
Hours worked and duties and responsibilities determine the contract type for each faculty member.

SOC Screen in Oracle

Denotes the split of salary or amount paid to the faculty member between HSF and UVa.

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

Effective: 04/05/11

Revision: 4 wss

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