Hire Non-UVA Employee

Distribution

Chief Human Resource Officer

UVA HRMS Specialist

UVA HRMS Specialist 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.

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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 not found in the database, click on the [Clear] button, then the [New] button. Enter a new person following the steps in the Entering a New Person section below.

5. If the person is found in the database:

Compare the first name, last name, and social security number on the CV with that in the database to ensure that it is the correct person.
Note the Person Type in the Type field. Follow the guidelines in Hiring a Person Currently in the People Database.

Entering a New Person

IS HRMS
N> People Enter & Maintain
Decision

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

7. When the Find Person window opens click [New].

8 Complete only the following fields:

Last: Enter the employee's last name. (Required)
First: Enter the employee's first name. (Required)
Title: Leave blank.
Suffix: Enter a name suffix if appropriate (e.g., "Jr.").
Middle: Enter the employee's middle name or initial.
Gender: Select a gender from the drop down list. (Required)
Action: Click on the down arrow and select ‘Create Employment’, then select ‘Non UVA Employee’ from the list of values for the Person Type. (Required)
Social Security: Enter the social security number. Follow this format (123-45-6789). (Required)
Employee: Leave blank. System will assign an employee number.

Personal Tab

9. Enter details for the person as required in the Personal Information alternate region:

Birth Date: Enter the birth date of the person. To assign an employee to a payroll, you must enter a date of birth. The age field will populate automatically based on the birth date. (Required)
Town of Birth: Leave blank.
Status: Use the list of values to select the employee's marital status.
Region of Birth: Leave blank.
Nationality: Leave blank.
Country of Birth: Leave blank.
Registered Disabled: Leave blank.
Effective Dates From: This field will be automatically populated with the effective date you selected.
Latest Start Date: This field will be automatically populated with the effective date you selected.

Employment Tab

10. Click on the [Employment] tab.

11. Enter Employment information for the person a required in the [Employment] region as follows:

Ethnic Origin: This field will default and be unavailable for update.
I9 Status: Central HR will complete.
Ethnicity Disclosed: Leave blank.
I9 Expiration: Central HR will complete
VETS100: Leave blank.
New Hire: Do not change this field. Leave the default value of "Include in New Hire Report."
Exception Reason: Leave blank. Central HR will complete.
Child Support Obligation: Leave unchecked.
Opted for Medicare: Leave unchecked.
Vets 100A-Leave blank

Further Name Tab

12. Click on the Further Name tab.

13. Complete the following fields:

Honors: Leave blank.
Preferred Name: Enter nickname. Do not include last name. The preferred name will appear in parentheses in the UVA telephone directory and in the HR name search in the addition to the first and last names. (Optional)
Previous Last Name: Enter previous name if you want to track maiden or former name. (Optional)

14. Save your work.

Entering Address Information

If the address is a current foreign home 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

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

Refer to the Address (Foreign) steps under the Entering Other Information section of this document.

You may create as many address records as you need. Address records may contain Messenger Mail/Office Address, Directory Address, and Home Address.

15. Click on the [Address] button.

16. Complete the following fields:

Address: Enter up to three lines of street address information.

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

City: Enter the city. If there are multiple cities in the database, a pop up list will appear. Select the correct city and state and click the OK button. If the city is in Canada, you will need to change the country field to Canada before completing the city field.
State: The state will be automatically entered when you enter the city.
Zip Code: Enter the zip code. If the city has only one zip code, it will appear automatically in this field.
County: The county name will be automatically entered when you choose a city.
Country: The country defaults to the United States. If the address is in Canada, use the list of values to select Canada.
Primary: If this is the person's primary address, check the Primary checkbox. 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.
Type: Use the list of values to select the address type. (Required)
Date From: The current effective date defaults in this field. If you wish to change this date, use the list of values to enter the date from which this address is valid.
Date To: Leave blank.
Taxation Address: An area for the taxation address will appear at the bottom of the form once you save your address.

17. Save your work.

If you wish to create another address record, click the New Record icon on the toolbar and repeat the steps.

18. Close the Address window.

Address (Foreign)

19. Click on [Others...]

20. Select [Address] from the list of values and click on [OK].

21. If there is an address displayed, click on the [New Record] icon (green plus sign) on the toolbar to get a new record.

22. Enter the foreign address by completing the following fields.

Style: Use the list of values to select an address style. The style corresponds to address formats used in different countries. If the style is not in the list of values, contact the UVa Helpdesk @ 924-help to have it added to the list.
Address: Click in this field to open the address form. This form will look different for each style. Complete the address information.
Type: Use the list of values to select [Foreign Home] for the address type.
Primary: A foreign address cannot be a primary address for Person Types of Employee or an Ex-employee who has been paid in the current tax year and will receive a W-2.

University Audit Department requires that University Payroll be listed as the Primary Home Address for persons with a foreign home address who have been paid in the current tax year and will receive a W-2. Payroll will ensure the employee’s W-2 is sent to the foreign home address entered on this form.

University Audit Department requires that University Payroll be the primary address for foreign employees being paid. Payroll will ensure the employee's W2 is sent to the foreign address entered on this form.
Date From: The current effective date defaults in this field. If you wish to change this date, enter the date from which this address is valid.
Date To: If there is a known end date, complete it here. If unknown, leave this field blank.

Foreign addresses cannot be viewed on the Address form where you enter United States and Canada addresses.

23. Save your work.

24. Close the Address window.

US Ethnic Origin

25. Click on the [Others] button.

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

27. Click in the Type field on US Ethnic Origin.

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

29. The form will have ‘No’ in each field. Change the correct field to ‘Yes’ to enter the employee’s ethnic origin.

30. Click on [OK].

31. Save your work.

32. Close the US Ethnic Origin form.

Phone Information

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

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

35. Complete the following fields.

Type: Use the list of values to enter the type of phone number.
Phone Number: Enter the area code and phone number.

Follow this format: 434-555-1234

Dates From: The current effective date defaults in this field. If you wish to change this date, enter the date from which this phone number is valid.
Dates To: If there is an end date of when the phone number is valid, enter it here.

36. To enter additional phone numbers, select the next blank line and complete the fields as indicated above. Enter as many phone numbers and types as you need.

37. Save your work.

38. Close the Phone Numbers form.

Assignment Information

39. Click on the [Assignment] button.

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

41. Click on [Correction].

42. Click in Group field, complete the following fields in the People Group Flexfield form:

Job Type: Use the list of values to select the appropriate Job Type. (Required)
Compensation Type: Use the list of values to select "Non-Paid." (Required)
Employment Category (Salaried Only): Leave blank.
Parttime FTE Percent (Salaried Only): Leave blank.
Appointment Duration (Salaried Only): Leave blank.

43. Click [OK].

44. Complete the remaining fields:

Job: Use the list of values to enter the job. (Required)
Position: Leave blank.
Grade: Use the list of values to select the appropriate value.
Payroll: Leave blank.
Location: Automatically defaults to the correct location when the assignment is saved.
Assignment Number: Leave blank. HRMS will assign this number.
Assignment Category: Leave blank.

Supervisor Information

45. Click on the [Supervisor] tab.

46. Enter details for the person as required in the Supervisor region.

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

Statutory Information

47. Click on the [Statutory Information] tab.

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

49. 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 "No" for salaried faculty, non-paid faculty, professional research staff and exempt employee’s.(Required)
Time Eligibility Criteria- System generated code based on the number of active assignments in the employee’s record.
Leave the rest of the fields blank.

50. Click [OK].

Miscellaneous

51. Click on the right arrow to the right of the tabs and select Miscellaneous from the list.

52. If this is the primary appointment, place a check in the Primary checkbox.

Additional Assignment Details

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

54. Enter Additional Assignment Details information.

Assignment Change Reason: Use the list of values to enter "New Hire." (Required)
Formal Faculty Title: Enter the title recognized by the Board of Visitors.
Appointment Start Date: Enter the start date of the non-paid appointment.
Appointment End Date: Enter the end date of the non-paid appointment.
Number of Goal Pay Periods: Leave blank.
Number of Work Months: Leave blank.
Alternate Work Schedule: Leave blank.
Telecommuter: Leave blank.
Fica Status (HR Only): Leave blank.
Special State Designation (HR Only): Leave blank.
University Staff (HR Only): Leave blank.

55. Click on [OK].

56. Close the Additional Assignment Details window.

57. Save your work.

58. Close the Assignment form.

59. Close all forms and return to the Navigator.

Effective: 12/01/11

Revision: 18 wss

Oracle Tutor can be licensed to modify and add to this content, documenting all of your business process documentation in the Oracle Tutor format.