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Effective: 12/20/11  Revision: 11 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 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. 

Adding an Assignment to a UVA Retiree

Prior to adding an assignment to a retiree, University Human Resources will change the Person Type to ‘UVA Retiree’.  You will not change the Person Type.

If the retiree is a Professor Emeritus or will hold a wage position, you will add an assignment to that person's record.  Follow the instructions below for each type of assignment.  (Do not enter the new assignment until Employee Records Management has changed the person type to 'UVA Retiree'.)

5.   Click on the [Assignment] button.

The Assignment that displays is the Assignment that is associated with the Retirement.

6.   Select the green plus sign or down arrow to get a new assignment form.

Professor Emeritus Assignment

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

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

• Job Type:  Use the list of values to enter a job type. Select ‘Faculty’ or ‘Faculty, HSF’ as appropriate.
• Compensation Type:  Select compensation type of ‘Non-paid’.
• Employment Category (Salaried Only):  Leave blank.
• Parttime FTE Percent (Salaried Only):  Leave blank.
• Appointment Duration (Salaried Only):  Leave blank.

9.   Click on the [OK] button.

10. Complete the remaining fields:

• Job:  Use the list of values to enter the job.   
• Position:  Leave blank.
• Grade:  Use the list of values to select the appropriate grade.
• Payroll: Leave blank.
• Location:  Will automatically update when the new assignment is saved.

Supervisor Information

11. Click on the [Supervisor] tab.

12. Enter the details for the person as required in the Supervisor region. (Optional for Professor Emeritus or Associate Professor Emeritus)

• Name: User the list of values to select the supervisor name.
• Number: This will complete based upon the selected supervisor.

13. Click in the flexfield in the bottom right corner.

14. Enter or change Additional Assignment Details information.

• Assignment Change Reason:  Use the list of values to enter a change reason. (Required)
• Formal Faculty Title: Enter the title recognized by the Board of Visitors. (Required)
• Appointment Start Date: Enter the start date of the appointment. (Required for Professor Emeritus or Associate Professor Emeritus assignment.)

15. Click on the [OK] button.

16. Save your work.

17. Click on the [OK] button.

18. Close the assignment form.

19. Open the assignment form.

20. Use the down arrow to find the new assignment.

Miscellaneous Tab

21. Click on the [Miscellaneous] tab.

22. Place a check in the Primary checkbox.

23. Click on [Correction].

24. Save your work.

25. Close all forms and return to the Navigator.

If you elevate a different assignment to the primary assignment location on non-retiree actions; end date the Messenger/Mail Office address using the day before the effective date of the change in the primary assignment.

UVA Retiree with Wage Assignment

If you are adding a wage assignment to a retiree, do not change the person type from "UVA Retiree".

Follow instructions for the type of assignment you wish to add in one of the following documents.

• Goal Payment Assignment:  Refer to Hire GRA/GTA, Faculty Wage (Goal Payment).  Follow instructions starting in the Assignment section, step 49.
• Faculty Wage Assignment:  Refer to Hire Student Wage and Faculty Hourly Wage.  Follow instructions starting in the Assignment section, step 61.
• Lump Sum Payment:  Refer to Maintain - Add Secondary Assignment (Faculty Wage, Lump Sum). 
• Classified Wage Assignments:  Entered by Division of Employee Records Management.
• Non Paid Assignment - Refer to Hire Non UVA Employee

• Follow instructions shown in the Assignment Section, Step 31.
• After adding your assignment, follow steps 18 through 25 in this section.

  Effective: 12/20/11

  Revision: 11 wss

  
  

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