View HRMS Records

...

View HRMS Records

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.

Date Tracking

UVA HRMS Timekeeper
N ® View People

You can view records for any date, using the Date Track feature. If you change the date, you will view the records as they existed on that date.

If you wish to use a date other than the current date, click [Yes] in the decision dialog box. If you are in the record, click on the [Alter Effective Date] icon (above) on the toolbar. The Alter Effective Date window opens.

1. Complete the effective date field by performing one of the following actions:

Enter a date in the Effective Date field.
If the current Effective Date is not today's date and you want to reset it to today's date, click the Reset button.

2. Click on the [OK] button.

As long as your effective date remains different from today’s date, it is displayed in the title bar of every window.

Find the Employee

1. Date track to the desired Effective Date.

2. Enter part or all of the person's last name in the Full Name field, using the wildcard character (%) as desired, to restrict your search.

You can also search by employee number.

3. Click on the [Find] button.

View the Assignment Information

The People screen presents certain personal information about the employee.

4. Click on the Assignment button to view the assignment information.

If the Assignment shown in the window is not the assignment that belongs to your Organization, click your cursor in any field in the upper eight fields of the form, and use the down arrow on your keyboard to view the next assignment.

Assignment information is displayed in the upper section of the screen.

The Supervisor tab provides the name of the supervisor (manager). If no supervisor is named, a timecard cannot be approved.

The Standard Conditions tab provides the hours assigned to the Assignment (job).

The Statutory Information tab shows whether a timecard is required.

“Yes” indicates that a timecard is required in order for the employee to be paid. The employee is non-exempt and must report time worked and leave taken.
“No” indicates that a timecard is not required in order for the employee to be paid. The employee is exempt. The employee reports leave taken only.

5. To view date track history, click the Date Track History icon

6. Click the Full History button to view additional information.

You can now view the history of changes to the HRMS record. In the example above, the employee was full time at 40 hours per week through 21-June-2009. Effective 22-Jun-2009, the employee changed to 32 hours per week. Effective 08-July-2009, the employee changed hours to 40 hours per week. Click the X in the upper right corner of the screen to close each window.

7. Click the Time Information button to view the Additional Assignment Information:

The combination of the information in the fields determines the pay and leave eligibility allocated to the position, as well as premium eligibility such as shift pay (when applicable).

Autogen Hours YN
Disregard – You will see Yes or No, but it makes no difference, as we are not using this field.

Rotation Plan: Determines the number of hours pre-populated on the timecard. A Flex schedule rotation plan can be selected for those who work four ten hour days – either Monday or Friday off. The timecard will pre-populate according to the schedule.

Earning Policy – Determines premium eligibility, straight time/overtime pay or leave compensation, as well as holiday hours.
If the Earning Policy does not include OT Leave in the Earning Policy name, the compensation is PAY

Shift Policy – must be assigned for those positions in Organizations authorized for shift premium. The HRMS Specialist must assign the shift policy in order for the employee to receive shift premium.

8. If you notice changes that must be made, contact your HRMS Specialist.

Effective: February 14, 2011

Revision: 2 njk

Oracle Tutor can be licensed to modify and add to this content, documenting all of your business process documentation in the Oracle Tutor format.