Hire Classified Employee - Records Division

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Distribution

Chief Human Resource Officer

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 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.

Payroll and Employment Category

5. Click on the [Assignment] button.

6. Complete the following fields on the top section of the Assignment form:

Payroll: Use the list of values to enter the frequency of pay. For new hire classified salaried employees, select "Semi-Monthly".
Assignment Category: Use the list of values to select an employment category.

Supervisor

7. Click on the Supervisor tab.

8. 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.

Probation & Notice Period

9. Click on the Probation & Notice Period tab.

10. Complete the following fields.

Length: Enter the number of months of the probation. For classified salaried employees, this will always be "12".
Units: Use the list of values to enter "Months".
End Date: This field is automatically calculated by the system.

Standard Conditions

11. Click on the Standard Conditions tab.

12. Verify that the information in the Standard Conditions region is correct. Change information if necessary.

Working Hours: Verify that the number of work hours is correct. If the hours are increasing for a classified salaried position, contact Position Control. If not 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.

13. Save your work.

Statutory Information

14. Click on the Statutory Information tab.

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

16. 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". (Required)

17. Click on the [OK] button.

Salary Information

18. Click on the Salary Information tab.

19. In the Salary Basis field, use list of values to enter the salary basis. This field is required for all paid assignments.

20. Save your work.

Additional Assignment Details

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

22. Enter Additional Assignment Details information as follows:

Assignment Change Reason: Use the list of values to enter "New Hire". (Required)
Formal Faculty Title: Leave blank.
Appointment Start Date: If applicable, enter the start date of the appointment.
Appointment End Date: If applicable, enter the end date of the appointment.
Number of Goal Pay Periods: Leave blank.
Number of Work Months: For non-12-month assignments, use the list of values to select a number of work months per year for the assignment.
Telecommuter: Use the list of values to indicate whether the employee will be telecommuting. (Optional)

23. Click on the [OK] button.

Salary Administration

24. Click on the [Salary] button.

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

Salary Proposal Change Date: Enter the hire date.
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. Select [OK]. Enter a salary within the proper range.
Reason: Use the list of values to enter "New Hire." (Required)

26. Save your work.

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

27. Close the Salary Administration form.

Budget Values

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

29. Select Budget Values from the list of values and click on the [OK] button.

30. Click on the [No] button if asked to change the effective date.

31. Complete the following fields:

Value: Enter the portion of full time equivalent. For example, enter "1" or ".75".
Unit: Use the list of values to enter "Full Time Equivalent".
Effective Dates 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 budget value is valid.
Effective Dates To: Leave blank.

32. Save your work.

IS Time Management

Complete this section for all classified salaried, classified wage, UVA Temp, research assistant, faculty wage, and student wage employees. Do not complete this section for salaried faculty and research associates.

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

34. If you are datetracked, click on the [No] button; if not, click on the [Yes] button.

35. Complete the following fields:

Autogen: Use the list of values to select "Yes".
Rotation Plan: Use the list of values to select the appropriate rotation plan.
Earning Policy: Use the list of values to select the appropriate earning policy.
Shift Differential Policy: Leave blank.
Hour Deduction Policy: Leave blank.

36. Click on the [OK] button.

37. Save your work.

38. Close the Assignment form.

39. Close all forms and return to the Navigator.

Effective: 09/23/04

Revision: 1 03/30/04

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