Hire Non Doctoral Fellow

...

Distribution

Chief Human Resource Officer

UVA HRMS Specialist

UVA HRMS 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.

Hire Non Doctoral Fellow Employee

A nondoctoral fellow is a fellow/trainee who does not have an MD, PhD, or other, doctoral degree. This is in contrast to a postdoctoral fellow, who has an MD, PhD, or other, doctoral degree. Nondoctoral fellows can be anything from high school students to Masters degree-holders participating in a UVA training program.

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.
Prefix: 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)
Identification: 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. 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 current address is a 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 (Required).

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.

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 (Optional)

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.

Schools and Colleges Attended

Note-If you enter Schools and Colleges you MUST enter a Qualification record, also.

Required for School of Medicine.

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

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

33. Complete the following fields.

School or College: Use the list of values to select the name. Enter the most recent school or college first. Do not enter a school or college that does not appear in the list of values. If the school or college is not in the list of values email is-help-staff@virginia.edu with the name of the school, the location/country, and the url for the school cut and pasted in the email, after translating to the English version to have it added to the list.
Start Date: Enter the start date of attendance. If the specific month and day are not known, use September 1 with the years provided.
End Date: Enter the end date of attendance. If the specific month and day are not known, use May 30 with the years provided.
Full time: Leave blank.

34. To enter additional schools and colleges, click on the next blank line record and complete the fields as indicated above. Enter as many schools and colleges and types as you need.

It is important NOT to copy a School or College (shift F5) from one line to the next. If an employee went to the same educational institution for different degrees, you must always select it again from the List of Values.

35. Save your work.

36. Close the Schools and Colleges Attended form.

Qualifications

Note: If you enter a Qualification record you MUST enter a Schools and Colleges record, also.

Required for School of Medicine.

You will enter additional school and college information in the Qualifications form.

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

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

39. Complete the following fields on the Qualifications form.

Type: Use the list of values to select type of degree. Enter the most recent degree first. If the degree is not in the list of values, contact the UVa Helpdesk at 924-help to request to have it added to the list. Enter only degrees the employee has completed.
Start Date: Enter the start date of attendance. Enter the same start date that you entered on the Schools and Colleges form.
Title: Enter the major and minor areas of study. (Optional)
End Date: Enter the end date of attendance. Enter the same end date that you entered on the Schools and Colleges form.
Status: Use the list of values to enter the status of the degree or studies. (Required)
Awarded Date: Leave blank.
Grade: Leave blank.
Projected Completion Date: Leave blank.
Establishment: Use the list of values. This field will automatically populate with the school based upon the dates entered on this form and the Schools and Colleges Attended form.
Group Ranking: Leave blank.
Comments: Leave blank.
Awarding Body: Leave blank.
Further Information: Leave blank.

40. Complete the following field.

Specialty: Use the list of values to enter the specialty.

41. Click on the [OK] button.

42. Save your work.

43. To add another qualification record, use the down arrow on your keyboard to get a blank form. Follow the same steps.

44. Save your work.

45. Close the Additional Qualification Details window.

Special Info

46. Click on the [Special Info] button.

Emp-Post-Doctoral Fellow

47. Select "Emp-Post Doctoral Fellow" by clicking in the box on the left side.

48. Enter the Start Date for the most recent job in the Start Date field.

49. Click in the Detail field.

50. Complete the following fields.

Stipend: Enter the stipend amount.
HSF PTAO1: Enter the PTAO to which to charge the stipend. Enter each segment of the PTAO separated by periods. For example, 123456.101.XX12345.12345. Do not enter an expenditure type. (Required)
HSF PTAO1%: Enter the percent of the stipend to be charged to PTAO1. If the entire stipend amount is to be charged to PTAO1, enter 100. (Required)
HSF PTAO2: Enter a second PTAO if needed.
HSF PTAO2%: Enter the percent of the stipend to be charged to PTAO2.
HSF PTAO3: Enter a third PTAO if needed.
HSF PTAO3%: Enter the percent of the stipend to be charged to PTAO3.

51. Click the [OK]

52. Save your work.

53. Close the Special Information Window.

Assignment Information

54. Click on the [Assignment] button.

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

56. Click on [Correction].

57. Click in the Group field; complete the following fields in the People Group Flexfield form:

Job Type: Use the list of values to select “Fellow”. (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.

58. Click on the [OK] button.

59. Complete the remaining fields:

Job: Select “Non-Doctoral Fellow…” from the list of values. (Required)
Position: Leave blank.
Grade: Leave blank.
Payroll: Leave blank.
Location: Automatically defaults to the correct location when the assignment is saved. (Should say “HR-University of Va”)
Assignment Number: Leave blank. HRMS will assign this number.
Assignment Category: Leave blank.

Supervisor

60. Click on the [Supervisor] tab.

61. 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

62. Click on the [Statutory Information] tab.

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

64. 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 faculty, professional research staff, exempt and goal pay employees. (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.

65. Click on the [OK] button.

Additional Assignment Details

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

67. 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.
Alternate Work Schedule: Leave blank.
Number of Work Months: Leave blank.
Telecommuter: Leave blank.
Fica Status (HR Only): Leave blank.
Special State Designation (HR Only): Leave blank.
University Staff (HR Only): Leave blank.

67. Click on the [OK] button.

68. Close the Additional Assignment Details window.

69. Click on the [Correction] button to correct the existing information.

70. Save your work.

71. Close the Assignment form.

72. Close all forms and return to the Navigator.

Effective: 11/04/09