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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.

HR Key Flexfields

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 title for 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 family for 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:

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

• 40600.Professor of Internal Medicine.Teaching and Research.F1234
• 20020.Assistant Professor.Administrative.FA123
• 20020.ISP Functional HR Team Member..C1567

Additional Position Characteristics

Each position will also 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 the position, and are visible in the position 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 position standard conditions fields and in the position descriptive flexfield, as follows:

• Standard Occupational Classification Code – will contain the SOC code values reported to the state.
• Class Code – will contain the class code values reported to the state.
• Drug Testing Required – indicates whether a position falls under the UVA drug testing policy; all employees assigned to a position with drug testing required will be required to undergo drug testing according to policy.
• Telecommuting Approved – indicates whether a position is approved for telecommuting; an employee assigned to a position so approved may or may not be a telecommuting employee.
• Change Reason – if any non-key value is changed for a position, this field will contain a brief description of the reason for the change.
• Type of License Required – if licensure is required for a position, this field contains the type of license.  Currently only one value is defined:  Health Care License.

Job and Position Relationship

As mentioned in the Overview section of this document, a specific job can be attached to many positions, but a position can be linked to one and only one job.  This section illustrates the relationship between jobs and positions using the examples previously provided under the Job Definition and Position Definition sections.

Example 1

• Job:  Title.Career Group/Rank.Occupational Family.Role Code 

• Professor.Professor..

• Positions:  Organization.Work Title.Appointment Type. Position Number

• 40445.Professor of Neurosurgery.Teaching and Research.F1357
• 40445.Professor of Internal Medicine.Teaching and Research.F1267

Example 2

• Job:  Title.Career Group/Rank.Occupational Family.Role Code

• Trades Technician III.Building Trades.Trades and Operations.79033

• Positions:  Organization.Work Title.Appointment Type. Position Number

• 20175.Mason..C1299
• 20210.Painter..L4911
• 20190.Sheet Metal Worker..C2388

Example 3

• Job:  Title.Career Group/Rank.Occupational Family.Role Code

• Human Resource Practitioner II.Human Resources.Administrative Services.19092

• Positions:  Organization.Work Title.Appointment Type. Position Number

• 20020.ISP Functional HR Team Member..C1567
• 20030.Administrative & Program Specialist III..C9920

Grade Definition

The fields in Grade key flexfield and the field definitions are as follows:

• Employee Type - defines the high-level employee category.  Valid values are:

• Faculty
• Classified
• Research Assistant
• Research Associate
• Research Scientist
• Senior Scientist
• Principal Scientist
• Student Worker-Provost
• Student Worker-UHR
• Unit

• Pay Band - defines the broad compensation bands valid for the employee type.  Valid values are 1 through 9, with 1 through 9 valid for classified and the value of 1 the only valid value for the employee types other than classified.
• Class Code - allows different pay elements to be linked to employees at the class code level.  Valid grades will be defined at the job and will also be defined on the employee assignment to allow salary validation against the grade range.

  Effective: 07/01/02

  Revision: 1

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