Important Notes for HRMS Specialists

Distribution

Chief Human Resource Officer

UVA HRMS Specialist

UVA HRMS Faculty/Staff Reviewer

UVA HRMS Viewer

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary and that it reflects actual practice.

Important Notes

All Records:

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

Do not start a record unless you have the information to complete all of the required fields.

Name

The name has to be entered the same way it is displayed on the employee’s social security card. If the employee does not have a middle name, at a paperclip attachment to document the employee does not have a middle name.

Social Security Number:

Contact Christine Langford, 434-924-4393, or crf6b@virginia.edu, if you have an employee who needs a temporary social security number. (employee is here from a foreign country) Do not use the student id that starts with ‘000’ as the social security number. It is not allowable to use the id number associated with an employee’s id card created by the id office.

Position Number:

A unique position number is required for Faculty Salaried employees. It is allowable to use an existing position that is vacant as long as the new person has the same rank and job as the previous employee. Students need a position number established as well but multiple students can be in the same position. New , Professional Research Staff and Administrative and Professional Faculty positions must be created in Jobs@UVa and sent to Human Resources Consulting Services for approval. A Position Action Form must be submitted to change or request a new Teaching and Research faculty position.

New positions and changes to existing positions require the Position Action Form or changed via Jobs@UVa depending on the job type.

New Hires

A New Hire should not be started until the I-9, Tax Forms, Direct Deposit Forms, Selective Service Form for males born after 31-Dec-1959, are completed and sitting in Human Resources. All required fields must be completed once a record is started

Addresses

The first record has to be the information for the employee’s home address. The second address must reflect the messenger mail information. The Provost office sends the confirmation of hiring approval from the Board of Visitors to the messenger mail address listed on a faculty employee’s record. A directory address must be added if an address needs to be reflected in the faculty/staff directory for a salaried employee. If you do not enter a student’s messenger mail office address, they system will automatically establish one the next day using the address attached to the organization number.

Adding Schools

If your search does not find the school the employee attended, send an email to 4help@virginia.edu and include the school name, location, as well as the schools URL cut and pasted in the email after translating to the English version.

Adding Qualifications

A separate record needs to be added for each individual degree the employee has been awarded with the start and end date appropriate for that degree type. If you need a degree added to the list of values, contact the UVa Helpdesk who will create an escalation ticket to Human Resources 2.

Work History

The work history for a Faculty record should have at least the last 3 positions and cover the last 10 years of employment. The end date of a record should not be blank. There should be no break in the dates of the work history. School of Medicine needs to show all previous internships, fellowships and resident positions as well.

Entering a Retro Faculty Hire

All hires should be entered in HRMS in a timely fashion but if have to enter in a retro pay period (date outside current pay period) for Faculty, enter with the retro date but need to email Human Resources Consulting Services, Payroll and Benefits

Salary Actions

Do not use ‘General Salary Adjustment-Faculty’ when entering a new salary for a faculty employee. Always enter a justification under the paperclip attachment when a new salary is entered for a faculty employee.

Tenure Form

Not required for Professional Research Faculty who are Research Assistants, Research Associates, Research Scientists, Senior Scientists and Principal Scientists.

A change in tenure status for the status that starts with ‘Tenure ineligible….; has to be approved by the Provost office before entering in HRMS.

Special Information-Emp-Military Service

Departments are to enter and update the military information for all of their salaried employees. This includes Classified Staff, Faculty, and University Staff.

Payroll Deadline Calendar: Refer to

http://www.hrs.virginia.edu/compensation/payroll/calendar/calendar2009.html

Adding Additional Student Assignment Condition

If an employee has a primary goal pay and other active wage assignments, the employee will receive the following when trying to enter a timecard for the Wage assignment:

Hrs

- Error occurred while validating Earning Policy.

This is because OTL timecard preferences are driven by the primary assignment, and of course a goal pay assignment does not have Earning Policy information.

If the employee receives this error, the HRMS Specialist should make the Goal pay assignment non-primary.

Entering a Retro Student or Faculty Hourly Wage

If hiring an hourly wage employee retro, fax all retro timesheets to payroll and send an email to Human Resources Consulting Services and payroll.

Rehire Ex-employee

(Patty needs to revise the below statement)

If you are rehiring an ex-employee and the final process date is blank, try to enter your rehire one payroll prior to the start date. If you cannot enter your rehire one payroll ahead of time, look at the payroll the employee was prior to their last termination. The final process date will only accept the last day of the current prior payroll from the employee's last terminated record. If the entry is in a retro period prior to the current payroll, you will need to use the current payroll effective date and Email Human Resources Payroll, Benefits and Administrative Services with the actual rehire date and request the retro payment.

Foreign Address Change

To update a foreign address once an employee has left, put the foreign home address in as a secondary address if the employee does not have a final process date on their end employment form. Next update the home address to:

PO BOX 400127