Northen Virginia Community College. Human Resource Management System

Transcription

1 Northen Virginia Community College Human Resource Management System Faculty and Exempt Employee Toolkit (Administrative, Professional and Teaching Faculty and Classified Exempt Employees) Northern Virginia Community College Faculty and Exempt Toolkit Human Resources April 20, 2012

2 Table of Contents View/Change Your Personal Data Directly in HRMS... 3 Edit Personal Data... 3 Change your Address... 4 Change your Phone Numbers... 4 Modify your Emergency Contacts Key Times When Employee Must Change Personal Information... 5 Request Leave for Absence from Work - Self Service Leave... 6 Toolkit Hints:... 8 **************** All faculty and staff are expected to be familiar with and to adhere to the Northern Virginia Community College Mission, values, and, Code of ethics in the execution of their daily duties and responsibilities and in providing services to our students, colleagues and coworkers, and the general public. IMPORTANT NOTICE: In PeopleSoft HRMS you must use the program navigation buttons; the browser back and forward buttons should not be used! HRMS Faculty and Classified Exempt Employee Toolkit NOVA Human Resources Page 2

3 View/Change Your Personal Data Directly in HRMS 1. Click the Self Service link. 2. Click the Personal Information link. 3. Clicking on the Personal Information Summary link, shown on this page, will take you to the personal information page. From that page you can view personal information and click in a specific area and make changes. Alternatively, you can click on one of the other applicable hyperlinks shown on this page and go directly to that area to view or edit. For example - If you wish to view or edit your phone number, you can click on the Phone Numbers hyperlink shown on this page and go directly to the phone number area. 4. Click the Personal Information Summary link. Clicking on this link will take you to the personal information page. From that page you can view personal information and make changes where appropriate. NOTE: Employees are not able to make changes to their primary (legal) name or their education level. For Name Change and Education Level change requests, contact Employee Services. 5. Edit Personal Data. As you will notice each personal data grouping has a "Change" button. Clicking on the Yellow Change button will take you to that specific area where you can make edits. 6. Note: If there is no Change button in a particular section, that information cannot be updated here. Please contact Human Resources if you have questions. Click the Change name button. to change your preferred name. Note: You can only change your preferred name, not your primary name (legal name). To change your primary name, you will need to contact Employee Services and present the appropriate documentation. As you can see here, there is no Edit option next to Primary name. 7. Click the Edit button to the right of the Preferred Name row to add an appropriate nickname or to shorten William to Bill or Catherine to Cathy. 8. After entering your preferred name click the Save button. HRMS Faculty and Classified Exempt Employee Toolkit NOVA Human Resources Page 3

4 9. Click the Return to Personal Information link to make other changes to your Personal Information. 10. Change your Address Click the Change home/mailing addresses button. 11. Note: The Home address is the official address of record in the HRMS system and will automatically appear as your Mailing address as well. Both can be changed by the employee in the HRMS. Please Note: HRMS will only recognize addresses entered in USPS format, but using upper and lower case letters (e.g. 100 Main St). The USPS Look Up a Zip Code site will allow you to search for this format at Additionally, only use Address 1 field, NOT Address 2 and/or Address 3. Include the +4 Zip Code. Your residence/jurisdiction can be found using the search (click magnifying glass) lookup next to the Residence/Juris field in PeopleSoft. To change your Home or Mailing address click the Edit button. 12. Enter the new address information into the Address 1, City, State, Postal, Residence/Juris fields. 13. You can edit the "On this date" field to reflect the date when the change will take place or leave it at the current date, which defaults automatically. Note: You can only enter a current or future date, not a date in the past. 14. Click the Save button. 15. Click the OK button. 16. Click the Return to Personal Information link. This will take you back to the Personal information page. 17. Change your Phone Numbers 18. Click the Change Phone Numbers link. 19. Type in the new telephone number in the Telephone field. 20. To add a New Phone Number. Click the Add a Phone Number button. 21. Click the Phone Type list and select the type of phone number you will be adding. For example: mobile or state cell phone. HRMS Faculty and Classified Exempt Employee Toolkit NOVA Human Resources Page 4

5 Enter the desired information into the Telephone field. Click the Save button. 24. Click the OK button. 25. When needed, you can also delete a phone number. Click the Delete button. 26. Click the Yes - Delete button. 27. Click the Save button. 28. Click the OK button. 29. Modify Emergency Contacts Here you can modify Emergency Contacts and Addresses using the Personal Information menu. To ensure that changes (Edit) to your emergency contacts are saved and submitted, scroll all the way down the screen/page and click on the SAVE button. End of Procedure. Key Times When an Employee Must Change Personal Information Change in Marital Status: marriage, divorce, separation, etc. Change in Residence. Change in telephone number or additional phone number. Change of emergency contact person; or personal information for emergency contact person has changed. Change to business/personal address. Employees are responsible for ensuring their personal information is current and up to date in HRMS. If you have technical difficulties, contact Employee Services. HRMS Faculty and Classified Exempt Employee Toolkit NOVA Human Resources Page 5

6 Request Leave for Absence from Work - Self Service Leave 1. Click the Self Service link. 2. Click the Time Reporting link. 3. Click the Report Time link. 4. Click the Absence Request link. 5. Enter the leave start date into the Start Date field. You can either manually enter this date or click on the calendar icon in the start date field and select a date from the calendar. 6. Select the appropriate Filter by Type (classified, appropriate faculty type). Click the drop down arrow in the Absence Name field. For example: If you are a professional faculty member who participates in the new annual leave program (hired after 1/1/2007) and would like to request a day of annual leave off from work to use a day of annual leave, select the Annual A & P New leave option. For 9-month teaching faculty, making a request to use a day of personal leave to be off from work select Personal 9-month Faculty as the leave option. 7. Note: The balance shown is as of the last processed date. The current balances do not reflect unprocessed requests within the same leave period. The balance reflects the last time absence management was processed. The processing of absence management will coincide with pay periods. Your balance should not be off by more than one semi-monthly payroll cycle. You can only use leave categories which display a balance above zero; if you select and use a leave category that does not show a balance, the HRMS system will place you in a leave without pay status, which may affect your paycheck. If you think your balance is incorrect, contact Employee Services. HRMS Faculty and Classified Exempt Employee Toolkit NOVA Human Resources Page 6

7 8. Click the dropdown arrow in the Partial Days field. Select None if you want to use an entire day of leave, or multiple consecutive whole days of leave. Select Start Day Only if you want to take only a few hours off from work (less than a whole day). Note: Do not ever use the options All Days, End Day Only, or Start and End Day. Also, do not ever combine a half day of leave with a whole day of leave and enter in HRMS under one date; this combination of leave requires a separate leave request for the whole day and a separate request for the half day. Also, if you are Teaching Faculty, according to VCCS policy , you must use leave in increments of half day (four [4] hours). 9. If you selected Start Day Only because you are taking leave for only a few hours (less than a whole day), then you will be required to enter the number of hours you are requesting off in the Start Day Hours field. Note: If you are using leave for whole days, then the Start Day Hours field will not pop up on the screen and you can skip step Enter the number of hours that you are requesting off from work into the Duration field. NOTE: If you take off an entire week of forty (40) hours, select None in the Partial Days field and enter 40 in the Duration field. 11. Click the Calculate End Date button. 12. The End Date is calculated automatically by PeopleSoft based on Duration. CHECK YOUR DATES: If you have entered leave on a date that is set in HRMS as a holiday, the system will not count your leave on that holiday. If you enter leave on a weekend or non-working day, HRMS will calculate the next working day. Be sure to double-check the End Date and ensure it is accurate. If not, you may need to change your Start Date or Duration. 13. Family Medical Leave Act (FMLA) Note: The FMLA field only appears with certain leave types. Enter Yes in the Is This FMLA Related field ONLY if FMLA has been approved by the Department of Human Resources, Employee Services, and you are entering leave to be used to pay yourself during your approved FML A leave. Otherwise, do not enter anything in this field. 14. Enter any appropriate information into the Requestor Comments field. Enter a valid value. For example: Requesting vacation day, going to LA, or daughter's graduation, etc. It is important to provide the appropriate reason by entering a comment. This way the Manager approving your request will have the necessary information to make a decision. HRMS Faculty and Classified Exempt Employee Toolkit NOVA Human Resources Page 7

8 15. The Save for Later button can be used if you are not ready to submit leave to your manager for approval but want to store the request in your history. 16. If you are ready to submit your leave request to your manager, click the Submit button. 17. Click the OK button. This will generate an to your manager to approve, deny, or rework the leave. Toolkit Hints: Full-time Administrative and Professional Faculty, and 12-month Teaching Faculty can use the following Leave types, if they have accrued balances available! Virginia Sickness and Disability Program (VSDP) participants: o VSDP Family/Personal to be used in the event of sickness or death of a family member, or any other personal reason. o VSDP - Personal Sick to be used for employee sickness only! Traditional Sick Leave participants o Traditional Sick - Family to be used in the event of sickness or death of a family member. (Limited to 48 hours in one leave year, see DHRM Policy 4.55, Sick Leave) o Traditional Sick - Personal to be used for employee sickness only! Annual Leave for Executives, Administrative, Professional Faculty, and 12-month Teaching Faculty to be used for vacation or any other reason. o Annual A&P Faculty Old hired before January 1, 2007, and who remained in the traditional annual leave program. o Annual A&P Faculty New to be used for executives, senior administrators, and administrators and 12-month Teaching faculty hired after January 1, Full-time 9-month Teaching Faculty can use the following Leave types, if they have accrued balances available! Virginia Sickness and Disability Program (VSDP) participants: o VSDP Family/Personal to be used in the event of sickness or death of a family member, or any other personal reason. o VSDP - Personal Sick to be used for employee sickness only! Traditional Sick Leave participants: HRMS Faculty and Classified Exempt Employee Toolkit NOVA Human Resources Page 8

9 o Traditional Sick - Family to be used in the event of sickness or death of a family member. (Limited to 48 hours in one leave year, see DHRM Policy 4.55, Sick Leave) o Traditional Sick - Personal to be used for employee sickness only! Personal 9 month Faculty to be used for vacation or any other reason. Full-time Classified EXEMPT Employees can use the following Leave types, if they have accrued balances available! Virginia Sickness and Disability Program (VSDP) participants: o VSDP Family/Personal to be used in the event of sickness or death of a family member, or any other personal reason. o VSDP - Personal Sick to be used for employee sickness only! Traditional Sick Leave participants o Traditional Sick - Family to be used in the event of sickness or death of a family member. (Limited to 48 hours in one leave year, see DHRM Policy 4.55, Sick Leave) o Traditional Sick - Personal to be used for employee sickness only! Annual - Classified Staff to be used for vacation or any other reason. Some other types of Leave available to the EXEMPT Employee: Bonus Leave only if a balance is awarded by the Governor, VCCS, College President or Office of Human Resources. Compensatory Leave only if balance earned by employee for compensatory leave earned (President s approval required). Leave Without Pay to be used when the employee has no available leave balances or when the employee voluntarily chooses not to receive pay during an approved absence from work. Employee Recognition Leave only if a balance is awarded by the Governor, VCCS, College President, or the Office of Human Resources. School Assist/ Volunteer Service to be used for supervisor-approved absences as related to DHRM Policy 4.40, School Assistance and Volunteer Service Leave. HRMS Faculty and Classified Exempt Employee Toolkit NOVA Human Resources Page 9

10 Other types of Leaves continued: For the Department of Human Resources Office Use Only Educational Leave only if approved by Office of Human Resources for an educational leave of absence from the college (not to be used to take time off to attend individual outside courses or PDOs). Civil & Work Related Leave - to be used for supervisor-approved absences as related to DHRM Policy 4.05, Civil and Work-Related Leave. Emergency/Disaster Leave - to be used for supervisor-approved absences as related to DHRM Policy 4.17, Emergency Disaster Leave. Bone Marrow/Organ Don Leave- to be used for supervisor-approved absences as related to DHRM Policy 4.37, Leave to Donate Bone Marrow or Organs Military Leave to be used for approved U.S. military activities as related to DHRM Policy Disability Credits Used previously earned credits to be used as part of VSDP compensation. Policy established by DHRM Policy 4.57, Virginia Sickness and Disability Program. Leaving Sharing to be used upon approval from the Office of Human Resources and eligibility standards as provided by DHRM Policy 4.35, Leave Sharing. If you have questions, please contact Employee Services. HRMS Faculty and Classified Exempt Employee Toolkit NOVA Human Resources Page 10