Maintain - Time Information

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Distribution

Chief Human Resource Officer

UVA HRMS Records Specialist

UVA HRMS Records Manager

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.

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.

5. Click on the [Assignment] button.

6. Use the arrow keys on the keyboard to locate the assignment you wish to change.

7. Click on the [Time Information] button.

8. Click on the [No] button.

9. Complete the following fields.

Autogen Hours YN: Use the list of values to select “Yes”. (Required)
Rotation Plan: Use the list of values to select the appropriate rotation. (Required)
Earning Policy: Use the list of values to select the appropriate earning policy. (Required)
Shift Differential Policy: Leave blank.
Hour Deduction Policy: Leave blank.

10. Click on the [Update] button.

11. Save your work.

12. Close all windows and return to the Navigator.

Updating a Non-Exempt Employee to Earn Overtime Leave

The default for premium hours in OTL is for the employee to receive pay. If the department and employee agree to compensate with leave instead of pay, the HRMS Specialist must change the Time Information in the HRMS Assignment Record prior to the pay period. The Earning Policy should be changed to ## hours (i.e. 40 hour week) OT Leave.

13. 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

14. 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.

15. Click on the [Find] button.

16. 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.

17. Click on the [Assignment] button.

18. Click on the [Time Information] button.

19. Click on the [No] button.

20. Review the Time Information. The default for premium hours in OTL is for the employee to receive pay if they work over their 40 hour schedule. Make the following changes before the payroll starts if you want the employee to earn Overtime Leave.

Autogen Hours YN: Use the list of values to select “Yes”. (Required)
Rotation Plan: Use the list of values to select the appropriate rotation plan. (Required)
Earning Policy: Use the list of values to select the appropriate number of hours ‘OT Leave’ earning policy .(i.e 40 hour week OT leave). If the employee works less than 40 hours, use the Earning Policy with the hours close to your employee’s hours rounding up. (i.e. 30 hour week employee select the ‘32 hour week OT Leave’) (Required)
- Shift Differential Policy: Leave blank.
- Hour Deduction Policy: Leave blank

21. Click on the [Update] button.

22. Save your work.

23. Close all windows and return to the Navigator.

Shift Differential Policy

Shift Differential Policy information must be added/updated before the pay period begins. An employee cannot be paid for shift work unless the Time Information has been entered prior to the pay period.

24. 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

25. 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.

26. Click on the [Find] button.

27. 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.

28. Click on the [Assignment] button.

29. Click on the [Time Information] button.

30. Click on the [No] button.

31. Review the Time Information. If the current information is not correct, change the following fields..

Autogen Hours YN: Use the list of values to select “Yes”. (Required)
Rotation Plan: Use the list of values to select the appropriate rotation plan. (Required)
- Select ‘UVA Weekend Shift Rotation Plan’ if the employee works 40 hours a week
Select ‘UVA Weekend Shift Rotation Plan-0’ if the employee works on a wage basis.
Select ‘UVA Weekend Shift Rotation Plan-20’ if the employee works 20 hours a week but no more than 24 hours.
Select ‘UVA Weekend Shift Rotation Plan-24’ if the employee works 24 hours a week but no more than 28 hours.
Select ‘UVA Weekend Shift Rotation Plan-28’ if the employee works 28 hours a week but no more than 32 hours.
Select ‘UVA Weekend Shift Rotation Plan-32’ if the employee works 32 hours a week but no more than 36 hours.
Select ‘UVA Weekend Shift Rotation Plan-36’ if the employee works 36 hours a week but not 40 hours.
Earning Policy: Use the list of values to select the appropriate earning policy. .(i.e. 40 hour week or wage earning policy if the employee is paid on a wage basis) (Required)
- Shift Differential Policy: Use the list of values to select ‘UVA Shift Policy’. Required
- Hour Deduction Policy: Leave blank

32. Click on the [Update] button.

33. Save your work.

34. Close all windows and return to the Navigator.

4 (10 Hour) Days

35. 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

36. 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.

37. Click on the [Find] button.

38. 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.

39. Click on the [Assignment] button.

40. Click on the [Time Information] button.

41. Click on the [No] button.

42. Review the Time Information. If the current information is not correct, change the following fields..

Autogen Hours YN: Use the list of values to select “Yes”. (Required)
Rotation Plan: Use the list of values to select the appropriate rotation plan. (Required)
-Select ‘40 hour week, 10 hr day, Friday off’ if the employee works 10 hour days with Friday off.
-Select ‘40 hour week, 10 hr day, Monday off’ if the employee works 10 hour days with Monday off.
Earning Policy: Use the list of values to select the appropriate earning policy. (Required)
- Shift Differential Policy: Leave blank.
- Hour Deduction Policy: Leave blank

43. Click on the [Update] button.

44. Save your work.

45. Close all windows and return to the Navigator.

UVA Working Conditions Rotation Plan (Org 20310 only)

46. 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

47. 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.

48. Click on the [Find] button.

49. 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.

50. Click on the [Assignment] button.

51. Use the arrow keys on the keyboard to locate the assignment you wish to change.

52. Click on the [Time Information] button.

53. Click on the [No] button.

54. Complete the following fields.

Autogen Hours YN: Use the list of values to select “Yes”. (Required)
Rotation Plan: Use the list of values to select ‘UVA Working Conditions Rotation Plan’. (Required)
Earning Policy: Use the list of values to select the appropriate earning policy. (Required)
Shift Differential Policy: Leave blank.
Hour Deduction Policy: Leave blank.

55. Click on the [Update] button.

56. Save your work.

57. Close all windows and return to the Navigator.

Effective: 09/14/09