Viewing The People Database

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Chief Human Resource Officer

UVA HRMS Viewer Emp Relations

UVA HRMS Benefits Counselor

UVA HRMS Viewer

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 ® View People
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.

Viewing the People Form

5. View the following fields:

Last: Employee's last name. (Required)
First: Employee's first name. (Required)
Title: Not using.
Prefix: Not using.
Suffix: Name suffix (e.g., "Jr.").
Middle: Employee's middle name or initial.
Gender: Employee's gender. (Required)
Person Type: Person Type. Can be "Employee", "Ex-Employee", "UVA Retiree", etc. (Required)
Identification: Includes person type and employee number.
Social Security: (Required)

At the bottom of the screen, you will view the Effective Dates region.

Effective Dates From: Date from which this record was effective.
Effective Dates To: The date to which the record is effective.

Personal Information Alternate Region

6. View the Personal Information alternate region:

Birth Date: Birth date of the employee. Must be entered to assign an employee to a payroll. (Required)
Town of Birth: Not using.
Region of Birth: Not using.
Country of Birth: Not using.
Nationality: Not using.
Status: Employee's marital status.
Registered Disabled: Not using.

Employment Information

7. Click on the Employment tab.

8. View the following fields:

Ethnic Origin: Employee's ethnic origin. (Required)
I9 Status: The I-9 status. (Required)
Ethnicity Disclosed: Not using.
I-9 Expiration: I-9 expiration date.
Veteran Status: Employee's veteran status.
New Hire: Generates a flag to include the employee in the New Hire Report.
Exception Reason: If excluded from New Hire Report, reason selected here.
Child Support Obligation: Not using.
Opted for Medicare: Not using.

Further Name Information

9. Click on the Further Name tab.

10. View the following fields:

Honors: Not using.
Preferred Name: Nickname. The preferred name will appear in parenthesis in the UVA telephone directory and in the HR name search in addition to the first and last names. (Optional)
Previous Last Name: Previous name for maiden or former name. (Optional)

Additional Personal Details

11. Click the Additional Personal Details flexfield in the lower right corner of the screen.

12. Click on the [OK] button.

Address Information

There may be multiple addresses including addresses for Messenger Mail/Office Address, Directory Address, and Home Address. The Directory Address will be printed in the UVA phone directory. Use the down arrow on the keyboard to see all address records.

13. Click the [Address] button

14. View the following fields.

Address: There may be up to three lines of street address information.

Line 1: Messenger mail P.O. box number or the first line of the street address if the address is not at the University.
Line 2: Street address of the UVA office, or a second street address line if needed if the address is not at UVA.
Line 3: Building and room number of the UVA office, or a third street address line if needed if the address is not at UVA.

City: City.
State/Province: State or province.
Zip Code/Postal Code: Zip code or postal code.
County: The county name will be automatically entered when you choose a city in the United States..
Country: The country.
Type: Address type.
Primary: If this is the person's primary address, the Primary checkbox will be checked. A person must have one and only one primary address, which is the employee's home address. The primary address is where official HR mailings, such as the W-2 form and benefits information, will be sent.
Date From: Date from which the address is valid.
Date To: Date to which the address is valid.
Taxation Address Region: Fields used by Payroll.

15. Click in the Additional Address Details flexfield to the right of the Date To field.

16. Indicates whether or not the home phone and address may be published in the UVA phone directory.

17. Click on the [OK] button.

18. If you wish to view another address record, use the up or down arrows on the keyboard to locate the next address record.

19. Close the Address window.

Phone Information

20. Click on the [Others...] button.

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

22. View the following fields:

Type: Type of phone number.
Phone Number: Phone number.
Date From: Date from which the phone number is valid.
Date To: Date to which the phone number is valid.

23. Close the Phone Numbers form.

Book Event

24. Click on the [Others...] button. Select Bookings from the list of values and click the [OK] button.

25. View the following fields:

Type: Displays the type of event the person is scheduled to attend. Used for Employee Benefits Orientation and Medical Center Orientation.
Location: Location of event.
Date Start: Date of event.
Date End: Date of event.
Time Start: Start time of event.
Time End: End time of event.

26. Close the Book Event form.

Contact

Contact information is used to record an employee's spouse or a faculty member's spouse or mentor.

27. Click on the [Others...] button.

28. Select Contact from the list of values and click on the [OK] button.

29. View the contact information

Last: Contact's last name.
First: Contact's first name.
Title: Not using.
Prefix: Not using.
Suffix: Name suffix (e.g., "Jr.").
Middle: Contact's middle name or initial.
Social Security: Social Security number.
Relationship: Relationship of contact to the employee or applicant.

30. To view additional contacts, use the up and down arrows on your keyboard to locate another contact record.

31. Close the Contact window.

Schools and Colleges Attended

32. Click on the [Others...] button.

33. Select Schools and Colleges Attended from the list of values and click on the [OK] button.

34. View the following fields.

School or College: Name of school or college attended. The most recent school or college should appear first.
Start Date: Start date of attendance.
End Date: End date of attendance.
Full time: Not using.

35. Close the Schools and Colleges Attended form.

Qualifications

The Qualifications form is used to record degrees, certificates, licenses, high school, and Graduate Equivalency Diploma information.

36. Click on the [Others...] button.

37. Select Qualifications from the list of values and click on the [OK] button.

38. View the following fields:

Type: Type of qualification.
Start Date: Start date of attendance.
Title: The major and minor areas of study.
End Date: End date of attendance.
Status: Status of the degree or studies.
Awarded Date: Not using.
Grade: Highest grade completed or number of credit hours.
Projected Completion Date: If studies are in progress, the projected completion date.
Establishment: The school or college attended.
Group Ranking: Not using.
Comments: Not using.
Awarding Body: Licensing board, if viewing a license.

39. Click in the Additional Qualification Details flexfield to the right of the Comments and Further Information fields.

40. View the Specialty field:

41. Click the OK button.

End Employment

View the End Employment form for Ex-Employees.

42. Click on the [Others...] button.

43. Select End Employment from the list of values and click on the OK button.

44. View the following fields:

Date Start: Date of hire of employee.
Leaving Reason: Reason for end of employment.
This Service: Number of years and months in most recent service period.
Total Service: Number of years and months in total service.
Notified: Not using.
Projected: Not using.
Actual: Date of last day of employment.
Final Process: The final process date field will be completed if employee has been rehired, or when all official documents and final processing of the employee has been completed after termination.

45. Close the Terminate window.

Endowed Chair Information

46. Click on the [Others...] button.

47. Select Extra Information from the list of values and click on the [OK] button.

48. Select Emp-Endowed Chairs.

49. Click in the first Details field at the bottom of the form.

50. View the following fields:

Name of Endowed Chair: Name of the endowed chair.
Chair Type: Eminent Scholar or Endowed Chair.
Title of Chairholder for BOV: Title used by the Board of Visitors.
Effective Date: Effective date of the chair appointment.
Expected End Date: End date of the chair appointment, if it is for a limited term.
End Date: If the chair appointment is terminated, the date it was terminated.

51. Click the OK button.

52. Close the Extra Person Information window.

Special Information Types (SIT)

53. Click the Special Info button.

App-Work History

54. Select "App-Work History".

55. View the following fields:

Start Date: Start date of employment at employer.
End Date: End date of employment at employer.

56. Click in the Detail field.

57. View work history information as indicated on the application.

Reference Check Requested: For applicants, indicates whether a reference check will be sent.
Name of Institution: Name of employer. (Required)
Job Title: Title of the job held. (Required)
Previous Name: Name used at the time of employment with this institution. (Optional)
Supervisor: Supervisor name. (Optional)
Address 1: Address of the institution. (Optional)
Address 2: Second address line. (Optional)
City: City. (Optional)
State: State. (Optional)
Zip: Zip code. (Optional)
Country: Country. (Optional)
Telephone: Telephone number. (Optional)

58. Click the [OK] button.

59. View the next work history by following the same steps.

Emp-Acknowledgment Agreement

60. Select "Emp-Acknowledgement Agreement".

61. Click in the Detail field.

62. View the following field:

Confidentiality Agreement Date Signed: The date the User Responsibility Acknowledgement and Agreement was signed. The signature is required for access to the Integrated System.

63. Click on the [OK] button.

Emp-Administrative Appt

If the employee has an administrative appointment, the Emp-Administrative Appt form will be completed.

64. Select Emp-Administrative Appt.

65. View the following fields:

Start Date: Start date of the administrative appointment.
End Date: End date of the administrative appointment.

66. Click in the Detail field.

67. View the following fields:

Admin Appt Type: Administrative appointment type.
Admin Appt Title: Administrative appointment title.
Expected End Date: Expected end date of the administrative appointment.

68. Click on the [OK] button.

Emp-Committee

If the employee is a member of a Department, School, or University committee, the Emp-Committee special information form will be completed.

69. Select Emp-Committee.

You may need to scroll down to see the continuation of the list.

70. View the following fields:

Start Date: Start date of the committee assignment.
End Date: End date of the committee assignment.

71. Click in the Detail field.

72. View the following fields:

Committee Name: Name of the committee.
Type of Committee: Type of committee.
Committee Chair (Y/N): Indicates whether the faculty member is the committee chair.
Expected End Date: If applicable, the expected end date of the administrative appointment.

73. Click on the [OK] button.

Emp-Directory Name

This form will be completed only if the name to appear in the phone book is different from the name entered on the People form. For example, "Bob Jones" instead of "Robert Jones."

If a nickname is to appear in the directory in addition to the full name, the nickname is entered in the Preferred Name field in the Further Name Information alternate region. For example, "Robert Jones (Bob)".

74. Select Emp-Directory Name.

75. Click in the Detail field.

76. View the following fields.

First Name: First name to appear in the phone book.
Middle Name: Middle name or initial to appear in the phone book.
Last Name: Last name to appear in the phone book.
Suffix: Suffix to appear in the phone book.

77. Click on the [OK] button.

Emp-EOP Reference

For faculty, an EOP Reference Number or an EOP Exemption End Date is required.

78. Select Emp-EOP Reference.

79. Click in the Detail field.

80. View the following fields:

EOP Reference Number: EOP Reference Number provided by the EOP office.
EOP Exemption End Date: End date of exemption approved by EOP office.
EOP Exemption Reason: Exemption reason if an EOP Exemption End Date is entered.

One or the other of the EOP Reference Number or an EOP Exemption End Date fields will be completed.

81. Click on the [OK] button.

Emp-HSF Information (School of Medicine only)

82. Select Emp-HSF Information.

83. View the following fields:

Start Date: The date the department wants to begin charging the HSF supplement to a PTAO.
End Date: The date the department wants to end charging the HSF supplement to a PTAO.

The start and end dates should correspond to the Schedule of Compensation start and end dates.

84. Click in the Detail field.

85. View the following fields.

HSF: Supplement: Amount paid directly by HSF. The value can be zero. (Required)
Total Compensation: Total amount of compensation including both amounts paid by HSF and by UVA. (Required)
HSF PTAO1: PTAO to which to charge the HSF supplement. Each segment of the PTAO separated by periods. For example, 123456.101.YY12345.12345. Expenditure type is not entered. (Required)
HSF PTAO1%: The percent of the HSF supplement to be charged to PTAO1. If the entire supplement is to be charged to PTAO1, the percent is 100. (Required)
HSF PTAO2: Second PTAO if needed.
HSF PTAO2%: Percent of the HSF supplement to be charged to PTAO2.
HSF PTAO3: Third PTAO if needed.
HSF PTAO3%: Percent of the HSF supplement to be charged to PTAO3.
Contract Name: Faculty member's type of HSF contract. (Required)
Contract Begin Date: Start date of the contract. (Required)
Contract End Date: Contract end date, if specified in the contract, or the end date of the Schedule of Compensation. (Required)
Contract Termination Date: This field will be completed with the date the faculty member actually ceases to be an HSF faculty member.

86. Click on the [OK] button.

Emp-I9 and Visa (HR Only)

87. Select Emp-I9 and Visa.

88. Click in the Detail field.

89. View the following fields:

Country of Citizenship: The country of citizenship.
Citizenship Code: The citizenship code.
Date Entered US: Date the employee entered the US if not a United States Citizen (Native).

90. Click on the [OK] button.

91. Close the Special Information window.

Assignment Information

92. Click on the [Assignment] button.

93. View the following field:

Organization: The assignment Organization number.

94. Click in the Group field.

95. View the following fields in the People Group Flexfield form:

Job Type: Job type.
Compensation Type: Salaried, wage, or non-paid.
Employment Category (Salaried Only): Fulltime or parttime.
Parttime FTE Percent (Salaried Only): If salaried and parttime, percent of full time worked.
Appointment Duration (Salaried Only): Appointment duration.

96. Click on the [OK] button.

97. View the remaining fields on the Assignment form.

Job: The job is comprised of the Role Title, Career Group/Rank, Occupational Family, and Role code.
Position: The position is comprised of the Organization, Work title, Appointment Type (used for faculty positions only), and Position Number
Grade: The Grade is comprised of the Employment Type, and Pay Band.
Payroll: Frequency of pay.
Location: Location of the assignment.
Assignment Number: System assigned number.
Assignment Category: Used for EEO reporting.

Salary Information

98. Click on the Salary Information tab.

99. View the Salary Basis. This field is required for all paid assignments.

Supervisor Information

100. Click on the Supervisor tab.

101. View the Supervisor region.

Name: Supervisor name. (Required)
Number: Supervisor's employee number.

Probation Period

102. Click the Probation and Notice Period tab.

103. View the following fields:

Length: Number of months of the probation. For classified salaried employees, this will always be "12".
Unit: Months.
End Date: End date of probation.

Standard Conditions

104. Click on the Standard Conditions tab.

105. View the following fields:

Working Hours: Number of work hours is correct. Usually enter the number of hours per week.
Frequency: Frequency of the hours worked. Usually, Week.

Statutory Information

106. Click on the Statutory Information tab.

107. Click in the long field. The GREs and other data form will open.

108. View the following fields:

Government Reporting Entity: Government reporting entity is always "A1000 Rector/Board of Visitors". (Required)
Timecard Required: "No" for salaried faculty and all professional research staff except research assistants. "Yes" for all other paid employees. Will be blank for lump sum and goal payment assignments. (Required)

109. Click on the [OK] button.

Miscellaneous Information

110. Click on the Miscellaneous tab.

Click on the arrows to the right of the tabs, and select Miscellaneous from the list.

111. If this is the primary appointment, there will be a check in the Primary checkbox.

Additional Assignment Details

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

113. View the following fields:

Assignment Change Reason: Reason last change was made to the assignment. (Required)
Formal Faculty Title: Title recognized by the Board of Visitors.
Appointment Start Date: If the appointment is for a limited term, the start date of the appointment.
Appointment End Date: If known, the end date of the appointment.
Number of Goal Pay Periods: If the assignment is a goal pay assignment, the number of pay periods over which the goal pay amount will be paid.
Number of Work Months: Number of work months per year for the assignment. (Required)
Telecommuter: Indicates whether the employee will be telecommuting. (Optional)

114. Click on the [OK] button.

Salary Administration Form

115. Click on the [Salary] button.

116. View the following fields in the Salary Proposal region:

Previous Proposal Date: Date last salary was proposed.
Last Value: Amount of last salary proposal.
Change Date: The date the salary should be effective.
Currency: U.S. Dollars.
Change Value: If a salary change proposal was entered a change amount may be entered.
New Value: Total salary amount including the change value or change percent.
Change Percent: If a salary change proposal was entered, a change percent may be entered.
Annual Salary: Displays the annual salary including any proposed changes.
Reason: Reason for salary change.
Grade Salary Limits Region: Displays the grade, minimum and maximum salary amount, and the comparatio, which compares the employee's salary to the mid-point of the range for the grade.
Salary Information Region: Displays the salary and pay basis and the number of the bases per year.
Proposal Components Region: If used, displays multiple components of a salary change proposal including the reasons and amounts for the components.

117. Close the Salary Administration form.

118. To view additional salary information use the up and down arrows on your keyboard to locate another salary record.

Element Entries

119. Click the [Entries] button on the Assignment form.

The Effective Date From field defaults to the date to which you are date-tracked. If this is not the date you wish to view, click the Date Track button on the toolbar. Enter the correct date in the Effective Date field and click the OK button. Then select Find All from the Query menu to be sure you are viewing the elements for the termination date.

120. View the following fields:

Element Name: The name of the element you wish to add.
Reason: The reason for adding the element or for the last change to the element.

The Additional and Processed checkboxes are completed by the Payroll process. If checked, they indicate whether additional entries may have been entered via the Batch Element Entry process and whether the element processed successfully in the payroll update.

121. Click in the Element Entries flexfield to the right of the Reason field.

122. View any Element Comments and click on the [OK] button.

123. Click the [Entry Values] button.

124. View the Entry Values form. 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. Examples of entry values include, but are not limited to: Coverage Amount, Coverage type, Amount, Coverage Start Date, and Coverage End Date.

125. Close the Entry values form.

126. To view element entries for another element, click on the element name and repeat the same steps.

Secondary Status

127. Click on the [Others...] button.

128. Select Secondary Status from the list of values and click on the [OK] button.

129. View the following fields:

User Status: Will contain "Conditional" if the job is not guaranteed to be available when the employee returns or "Unconditional" if the job is guaranteed to be available when the employee returns.
Start Date: The start date of the leave or suspension.
End Date: The expected end date (last day of leave or suspension) or the actual end date, if the employee has returned from leave or suspension.
Reason: The reason for the leave or suspension.

130. Click in the flexfield to the right of the Reason field.

131. View the Add'l Assignment Status Det's flexfield.

Comments: Free form comments about the leave.

132. Click on the [OK] button.

133. Close the Secondary Statuses form.

Tenure Track

134. Click the [Others...] button on the Assignment form.

135. Select Extra Information from the list of values and click on the [OK] button.

136. Select Emp-Tenure Track from the list.

137. Click in the Details field at the bottom of the form.

138. View the following fields:

Tenure Status: Tenure status of faculty member.
Track Type: (School of Medicine Only) Tenure track type.
Original Tenure Eligibility Date: Date the faculty member originally began on tenure track.
Stop Clock 1 Date: If faculty went off track, the date to stop counting time on tenure track.
Returned to Tenure Track: Date returned to tenure track after stopping the clock.
Stop Clock 2 Date: If faculty went off track a second time, the date to stop counting time on tenure track.
Returned to Tenure Track 2: Date returned to tenure track after stopping the clock.
Projected Tenure Elig End Date: Date by which the faculty member must achieve promotion and/or tenure.
Total Time on Tenure Track: Calculated to display the number of years the faculty member has to achieve promotion and/or tenure.
Date Tenured: Date the faculty member with a tenure status of "Tenured" obtained tenure.
Organization: Organization of tenure track.

139. Click on the [OK] button.

Oracle Time Management

140. Click the [Time Information] button on the Assignment form.

This form will be completed for all classified salaried, classified wage, UVA Temp, research assistant, faculty wage, and student wage employees. This form will not be completed this section for salaried faculty and research associates.

141. Click on the [No] button.

142. View the following fields:

Autogen Hours YN: Indicates whether time cards will be autogenerated.
Rotation Plan: Indicates work schedule for employee.
Earnings Policy: Indicates earnings policy for employee.
Shift Differential Policy: Not used.
Hour Deduction Policy: Not used.

143. Click on the [OK] button.

144. Close all forms and return to the Navigator.

Effective: 11/11/08

Revision: 9 ss/dhw5y

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