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Effective: 12/14/11  Revision: 9 wss

  Distribution

  Related Procedures

  Ownership

Date Tracking

IS HRMS
N ® People Enter & Maintain
Decision

1.   If the current effective date is the date you wish to use, click the [No] button.  If not, click the [Yes] button, enter the date you wish to use in the Effective Date field, and click [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 the [Find] button.

• Compare the first name, last name, and social security number with that in the database to ensure that it is the correct person. 

Enter Final Process Date

4.   Click the [Others...] button.  Select End Employment from the list of values and click on [OK].

5.   Complete the following fields.

• Final Process:  If there is no date in this field, enter the day before the rehire date of the employee.  If there is a date in this field, leave the existing date and go to step 8. (This date cannot equal the actual date.)*
• Last Standard Process:  This field will automatically populate once you click on the [Terminate] button.

6.   Click the [Terminate] button.

7.   If you get this Caution message (or a similar caution message), click on [OK].

Some benefits elements are not ended at the Actual Termination Date and remain active in the system until the Final Process Date is entered.  Clicking OK ends those benefits elements.  New benefits elements will be created for the employee upon rehire.

8.   Close the Terminate window.

Change Person Type

9.   Click in the Action field on the Person form and use the list of values to select "Create Employment".

10. Select "Employee" from the list of values for the Person Types if adding a paid assignment.

• Select "Non-UVA Employee" if adding a non-paid assignment, and click [OK].

11. Click on the [Update] button.

The Hire date field will complete automatically with the date to which you are date-tracked.  This is the new hire date of the employee.  The State Hire Date, used to calculate the length of service is located in the Additional Personal Details flexfield and is completed by Human Resources Consulting Services.

12. Save your work.

13. Verify and change all other information in the employee's record and give the employee a new assignment by following the steps in the appropriate navigation document from the list below.

• Salaried Faculty:  Hire Salaried Faculty
• Students:  Hire Student Wage and Faculty Hourly Wage
• GRA/GTA, Faculty Wage:  Hire GRA/GTA or Faculty Wage (Goal Payment)
• Non-UVA Employee: Hire Non-UVA Employee
• Post Doctoral Fellow:  Hire Post Doctoral Fello

  Effective: 12/14/11

  Revision: 9 wss

  
  

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