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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.
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: Use the list of values to enter the
employee's ethnic origin. (Required)
-
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.
Phone
Information
25. Click on the [Others...] button.
26. Select [Phones] from the list of values and
click on [OK].

27. 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.
28. 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.
29. Save your work.
30. Close the Phone Numbers form.
Assignment
Information
31. Click on the [Assignment] button.

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

33. Click on [Correction].

34. 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.
35. Click [OK].
36. Complete the remaining fields:
-
Job:
Select the appropriate Job from the list of values. (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
37. Click on the [Supervisor] tab.

38. 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
39. Click on the [Statutory Information] tab.

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

41. 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.
42. Click [OK].
Miscellaneous
43. Click on the right arrow to the right of the
tabs and select Miscellaneous from the list.

44. If this is the primary appointment, place a
check in the Primary checkbox.
Additional
Assignment Details
45. Click the Additional Assignment Details
flexfield in the bottom right corner.

46. 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.
47. Click on [OK].
48. Close the Additional Assignment Details window.
49. Save your work.
50. Close the Assignment form.
51. Close all forms and return to the Navigator.
Effective: 11/04/09
Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Oracle® Tutor Copyright © 1997, 2009, Oracle. All rights reserved.