Important Notes for HRMS Specialists

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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:

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. The middle name is important as well.

Social Security Number:

It is allowable to use the 9-digit student id of a new employee who does not have their social security number yet, but has applied for one. If they do not have a 9-digit student id, contact Human Resources Consulting Services who will assign a temporary number. It is not allowable to use the 9-digit 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.

Adding Schools

If your search does not find the school the employee attended, send an email to is-help-staff@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.

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.

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

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

University Payroll

914 Emmet Street

Charlottesville, Va 22904-4127

Once the W-2 gets returned to payroll, they will forward the W-2 to the foreign home address.

Change in Hours

A modify position in Jobs@UVa has to be submitted to have the position changed to the new amount of hours if the position is currently set up for less hours than the employee is going to be working

Retro Assignment Changes

Do not make a retro change in the Group field if a payroll has been processed on the retro effective date. Change everything else with the retro effective date then datetrack to the current date to make the appropriate group change. Enter retro information under the paperclip attachment and email Human Resources Consulting Services and Payroll.

Retro Salary Change

It is acceptable to do a retro salary change as long as the effective date is after the previous salary transaction date. Please email Human Resources Consulting Services and Payroll to request the over or underpayment.

Change of Position and Payroll

Employees who change their position and their payroll type, need to submit a new direct deposit form if they have not changed their bank account information in the last year.

Adding Additional Assignment Outside of Pay Period Effective Date

If a secondary assignment is added on a date that is outside of the pay period dates, the direct deposit information will not copy to the newly added assignment. Please contact payroll if this happens. (i.e. if pay period dates=10/10/2007-10/23/2007 but you have until 10/28/2007 to enter a hire, if entered on 10/24-2007-10/28-2007 need to contact payroll)

Terminating Secondary Assignment

Datetrack to the day after the employee’s last day of work.

Terminate Employee

Datetrack to actual last day of work.

Before terminating a salaried or goal pay employee must run the PSP: Liquidate Encumbrances for Employee Termination process.

Check to make sure employee is not transferring to another UVA Department.

Always use a paperclip attachment to further explain the reason they are terminating.

Make sure employee who is terminating just works in your organization or only has an active assignment in your organization before using this procedure.

The Provost Office requires a copy of the resignation letter for Faculty Salaried and Human Resources Consulting Services requires a copy of the resignation letter for Classified Salaried and University Staff

Add an Assignment to a Retiree

Verify that Human Resources has changed the person type to UVA Retiree before adding the Professor Emeritus or wage assignment.

Effective: 06/17/2009