Hire UVA Temp Employee

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Distribution

Chief Human Resource Officer

UVA HRMS Staffing Specialist

UVA HRMS Staffing Manager

UVA HRMS Records Specialist

UVA HRMS Records Manager

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 applicant'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 applicant 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.

Change Applicant to Employee

5. Click on the Alter Effective Date icon on the toolbar and date track to the date of hire.

You may not hire someone on the same day that you accepted the application, so the date of hire must be at least one day after that day.

Complete Social Security Number

6. Complete the following fields in the top section of the People form:

Social Security: If blank, enter the social security number.
Birth Date: If blank, enter the birth date (located in the Personal Information alternate region.)

7. Use the list of values to change the Action field to "Hire Applicant", and then select "Employee".

8. Click the [Update] button

9. Check the Primary Flag checkbox and click [OK].

10. Save your work.

Address

11. Click the [Address] button.

12. Verify address information is correct with the employee and that the primary address is not a foreign home address.

If the address is a foreign address (outside the United States and Canada) you will complete this form by adding a Home Address record that is Primary containing the address for University Payroll in the format below:

PO BOX 400127
University Payroll
914 Emmet Street
Charlottesville, VA 22904-4127

Verify that [Home] is selected for the address type.

The Address form under the Others... button is used for the foreign address. University Payroll will ensure that the employee's W-2 is sent to the foreign home address

Phone Information

13. Click the [Others] button.

14. Select Phones from the list of values and click the [OK] button.

15. Verify with the employee that the phone information is correct.

16. Save your work.

17. Close the Phone Numbers form.

Enter Assignment Information

18. Click on the [Assignment] button.

19. Complete the following fields:

Payroll: Use the list of values to select "Bi-weekly".
Assignment Category: Use the list of values to select "Fulltime-Temporary" or "Parttime-Temporary".

Salary Information

20. Click on the Salary Information tab.

21. Use the list of values to enter “hourly rate” in the Salary Basis field. (Required for all paid assignments.)

Supervisor

22. Click on the Supervisor tab.

23. Enter details for the person as required in the Supervisor region as follows:

Name: Use the list of values to select the supervisor name. (Required)
Number: This will complete based upon the selected supervisor.

Standard Conditions

24. Click on the Standard Conditions tab.

25. Verify that the information in the Standard Conditions region is correct. Change the following information if necessary:

Working Hours: Verify that the number of work hours is correct. If incorrect, enter the correct number. Usually enter the number of hours per week.
Frequency: Verify that the frequency is correct. If incorrect, use the list of values to enter the period of time in which the hours are worked in the Frequency field. Usually, enter Week as the frequency.
Hourly/Salaried: Leave blank.
Working at Home: Leave unchecked.

Statutory Information

26. Click on the Statutory Information tab.

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

28. Complete the following fields:

Government Reporting Entity: Use the list of values to automatically populate this field with "A1000 Rector/Board of Visitors". (Required)
Timecard Required: Use the list of values to select "Yes" for hourly rate assignments. (Required)

29. Click the [OK] button.

Additional Assignment Details

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

32. Enter Additional Assignment Details information as follows:

Assignment Change Reason: Use the list of values to enter the Assignment Change Reason. (Required)
Formal Faculty Title: Leave blank.
Appointment Start Date: Leave blank.
Appointment End Date: Leave blank.
Number of Goal Pay Periods: Leave blank.
Number of Work Months: Leave blank.
Telecommuter: Use the list of values to indicate whether the employee will be telecommuting. (Optional)

33. Click the [OK] button.

34. Save your work.

Salary Administration

35. Click the [Salary] button.

36. Complete the following fields in the Salary Proposal region:

Salary Proposal Change Date: Enter the date to which you are date tracked.
New Value: Enter the salary amount.
If the salary is outside the minimum and maximum salaries for the grade, you will receive a caution message. Click on the [OK] button if you see this message, and re-enter a salary within the proper range.
Reason: Use the list of values to enter the salary proposal reason. (Required)

37. Save your work.

The proposed salary is subject to the salary approval process. It will be forwarded through the approval process.

38. Close the Salary Administration form.

IS Time Management

Complete this section for all UVA Temp employees. Do not complete this section for goal pay or unit pay assignments.

39. Click on the [Time Information] button.

40. If you are date tracked, click the [No] button; if not, click the [Yes] button.

41. Complete the following fields:

Autogen Hours YN: Use the list of values to select "Yes".
Rotation Plan: Use the list of values to select "Wage".
Earnings Policy: Use the list of values to select "Wage Earning Policy".
Shift Differential Policy: Leave blank.
Hour Deduction Policy: Leave blank.

42. Click on the [OK] button.

43. Save your work.

44. Close all forms and return to the Navigator.

Effective: 05/26/05

Revision: 5 04/27/06 pm

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