Define a Master Group by Org

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Distribution

Chief Human Resource Officer

HRMS Timekeeper^*

Related Procedures

Time, Leave, and Payroll Processing

Time Management

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Define a Master Group by Organization (Recommended)

Define a Group

UVA HRMS Timekeeper
N ® Timekeeper Groups

Open OTL Timekeeper to define Timekeeper Groups. If you add Timekeeper Groups to your Top Ten List, you will save time when you need to Define a Group.
We recommend that you set up a Master Group for all employees in your Organization. Periodically, you can delete the Master Group and re-define it to capture new employees. Do not use the Group to enter time for an employee.
You may wish to set up a separate Group for non-exempt employees, since non-exempt employees require close monitoring so that they will receive a pay check.

Follow the steps below to set up a Master Group.

1. Name the Master Group using the suggested naming convention.

Begin the Group name with your computing ID and include your Organization number. (You may wish to further identify the Group by adding ALL to indicate that this is your master Group. (DO NOT include the wildcard % sign in the Group name.)

2. Populate Person field region: Select [Organization] (Instructions next.)

Organization allows you to pre-populate the Group with the names of all of the employees for an entire Organization.
Enter the Home Organization number in the blank field in the middle of the top region of the form, and tab.
Select [Go]

All employees in the Organization are displayed.
(The employee list includes employees who are Non-UVA employees as well as faculty and ex-employees, terminated and wage employees. This is ok. You have accomplished the goal of including all SSTL employees in your Group as of 5 pm the prior day.

3. (Use the yellow diskette icon) to SAVE your work.

Groups must be manually updated, as employees are hired.

Suggestion: Use the master Group and when you want to refresh it with the most current employee list, delete the Group, and create it again so that new employees will be included.

Do NOT use the Group for data entry.

Define a Group by Assignment Set (Optional)

You can define a Group for specific employees or for no employees, and add them at will.

Assignment Set allows you to add specific employees to the Group.
If you select Assignment Set, you can [Save] without adding any employees to your Group OR you can select employees by name (or employee number) at this time. In the example above, a Group has been saved with no employees added.

If you select Assignment Set and add specific employees to the Group at the same time, click in the Person region of the form. Enter the last name of the employee (tab) and find the employee in the List of values.

A short-cut for adding an employee is to click in the Number field and type the employee number (without the “dash” – extension), and tab.

[Save]
Effective: February 14, 2011

Revision: 2 njk

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