Maintain - Add Secondary Assignment (Faculty Wage, Lump Sum)

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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.

You may add a lump sum payment to an existing assignment, which will pay the lump sum payment from the same PTAEO as the assignment. Follow instructions in the Adding a Lump Sum Payment to an Existing Assignment section of this document.

You may create a new assignment for the lump sum payment, which will allow you to specify a different PTAEO to which to charge the lump sum payment. Follow instructions in the Adding a Lump Sum Payment to a New Assignment section of this document.

Adding a Lump Sum Payment to an Existing Assignment

5. Click on the [Assignment] button.

6. Use the down arrow on your keyboard to locate the assignment to which you will add the lump sum payment.

7. Click on the [Entries] button.

8. Click on the first blank line. If there are no blank lines, click the New Record button (green plus sign) on the toolbar to get a blank line.

9. Complete the following field:

Element Name: Use the list of values to select the name of the element you wish to add. If you know the name of the element, search using the first few letters of the element name.

10. Click on the [Entry Values] button.

This is a sample of an Entry Values form. Each form contains fields related to the specific element selected and is different for each element.

11. Complete the entry values form for the element selected.

12. Enter the Amount in the Amount field.(Required)

13. Close the Entry Values and the Element Entry forms.

14. Save your work.

15. Close all forms and return to the Navigator.

Adding a Lump Sum Payment to a New Assignment

16. Click on the [Assignment] button.

17. Select the New Record button (green plus sign) on the toolbar to get a blank assignment form.

18. Use the list of values to enter the Organization number in the Organization field.

19. Complete the following fields in the People Group Flexfield form.

Job Type: Use the list of values to enter "Wage - Other" .
Compensation Type: Use the list of values to select "Wage".
Employment Category (Salaried Only): Leave blank.
Parttime FTE Percent (Salaried Only): Leave blank.
Appointment Duration (Salaried Only): Leave blank.

20. Click on the [OK] button.

21. Complete the remaining fields:

Job: Leave blank. The Job field will be populated automatically when you select a Position.
Position: Use the list of values to enter the position.

Select [Yes] in the Decision box.

Grade: Use the list of values to select "Faculty.1".
Payroll: Use the list of values to select "Bi-weekly"
Location: Automatically defaults to the correct location when the assignment is saved.
Assignment Number: Leave blank. IS will assign this number.
Assignment Category: Use the list of values to select "Parttime Regular".

Supervisor Information

22. Click on the Supervisor tab on the Assignment form.

23. 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

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

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

26. Complete the following fields:

Government Reporting Entity: Use the list of values to automatically populate the Government Reporting Entity field with "A1000 Rector/Board of Visitors.
Timecard Required: Use the list of values to select "No".

27. Click on the [OK] button.

Salary Information

28. Click on the Salary Information tab on the Assignment form.

29. In the Salary Basis field, use list of values to select "Unit Pay".

Additional Assignment Details

30. Click in the Additional Assignment Details flexfield in the bottom right corner.

31. Complete the following field:

Assignment Change Reason: Use the list of values to select "Add Additional Assignment". (Required)

32. Click on the [OK] button.

33. Save your work.

Element Entry

34. Click on the [Entries] button

35. Click on the first blank line. If there are no blank lines, click the New Record button (green plus sign) on the toolbar to get a blank line.

36. Complete the following fields.

Element Name: Use the list of values to select the name of the element you wish to add. If you know the name of the element, search using the first few letters of the element name. The element must be "Nonrecurring" for lump sum payments.

37. Click on the [Entry Values] button.

This is a sample of an Entry Values form. Each form contains fields related to the specific element selected and is different for each element.

38. Complete the entry values form for the element selected.

39. Enter the Amount in the Amount field.(Required)

40. Close the Entry Values and the Element Entry forms.

41. Save your work.

42. Close all forms and return to the Navigator.

43. Do not complete a Salary Administration Form for this process.

Effective: 11/04/09