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HR Key Flexfields

Distribution

Chief Human Resource Officer

UVA HRMS Specialist

Ownership

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

Overview

The following key flexfields are described in this document:

• People Group
• Job
• Position
• Grade

People Group Definition

People Group is used by the Labor Distribution and Human Resources modules.   

Following is the configuration of the People Group flexfield:

• Job Type– high level classification indicating whether an employee assignment is faculty, classified, student, etc. 
• Compensation Type – indicates whether an employee assignment is salaried, wage or non-paid
• Employment Category – indicates whether the assignment is Fulltime or Part-time
• Parttime FTE Percent - indicates the degree of FTE% for the assignment (used only for part-time)
• Appointment Duration – indicates the broad category of appointment duration

The People Group flexfield will only accept valid combinations of values.  The only valid combinations are defined on the following table.

Hiring Employees

Job Definition

The field names and definitions of the Job key flexfield are as follows:

• Title – defines the state role titlefor classified employees and the job title for faculty.
• Career Group/Rank – defines the state career group for the classified role title, or the specific academic rank for faculty employees.
• Occupational Family – contains the state-defined occupational familyfor the state role code if classified; it will be blank for faculty.
• Role Code – contains the state-defined role code associated to the state-defined role title; it will be blank for faculty. 

A key feature of the role code is that it will be explicitly defined for each classified job, as defined by the state.  However, the faculty role code will be derived when it is required for reporting purposes.  

Job Name Examples

Following are some representative examples of job names.

The fields are concatenated and separated by a period to create a job name, which appears on the employee’s assignment.  Using several jobs from the table above as an example, here is how the jobs will appear:

• Visiting Assistant Professor.Assistant Professor..
• Professor.Professor..                
• Trades Technician III.Building Trades.Trades and Operations.79033

Additional Job Characteristics

Each job will have other defining characteristics, some required by legislative regulations and some defined to meet UVA’s specific requirements.  These additional data items are defined when initially creating a job, and are visible in the job description screen but not visible when assigning a job/position to an employee.

The additional data items, which will be defined for each job, are contained in the further job information field and the job descriptive flexfield, as follows:

• FLSA Code – Exempt or Non-Exempt
• EEO-6 Code – Values currently used at UVA
• EEO-6 Sub-Code – Values currently used at UVA
• Fifteen hundred hour indicator – Reflects whether a job is subject to 1500-hour monitoring

Position Definition

The field names and definitions for the Position key flexfield are as follows:

• Organization– contains the five-digit code representing a department.  It is included in the position key flexfield to allow the correct assignment to be selected when creating a labor schedule or moving a position to a new organization.  This will be required for all positions.
• Work Title– contains the work title for the position.   This will be required for all positions.
• Appointment Type – defines the specific type of faculty appointment, and will be blank for all other non-faculty positions.  This will be required only for faculty positions, and is needed to ensure unique position names. 
• Position Number – identifies a unique position number for state reporting of salaried employees and FTE budget tracking.  There is a one-for-one relationship between employee and position for salaried employees. 

Each of the segments of the position flexfield has a defined list of values to ensure selection of valid organization, work title and appointment type values.

Position Name Examples

Following are some specific examples of position names: