HR Maintaining Employee Information Created on 5/6/ :35:00 AM

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1 Created on 5/6/ :35:00 AM

2 Table of Contents Finance/HR... 1 HR-Human Resources... 1 Maintaining Employee Information... 2 Changing Employee Hours... 3 Change a Non-Exempt Employee's Hours... 4 Change an Exempt Employee's Hours Change Employee Months (12 or 9) Converting an Employee from 9 Months to 12 Months Placing a 12 Month Employee Converting to 9 Month on LWOP Converting an Employee from 12 Months to 9 Months Maintaining Time Information Updating a Non-Exempt Employee to Earn Overtime Leave Updating the Shift Differential Policy Updating the Time Information for 4 (10 Hour) Days Org only: Updating the UVa Working Conditions Rotation Plan Updating a Non-Exempt Employee to Earn Compensatory Leave Maintaining Inactive Payroll Returning an Inactive Payroll Assignment to Bi-weekly Manually Placing an Employee on Inactive Payroll Maintaining Employee Addresses Changing an Address (United States/Canada) Updating Addresses for a Terminated Foreign Employee Maintaining Employee Records Changing an Employee's Last Name Changing an Employee's Phone Number Correcting an Incorrect Birth Date Correcting a Social Security Number Updating the Supervisor on an Employee's Assignment Changing the Primary Assignment Changing a Salary Updating Faculty Appointment End Dates Using the Insert Button Terminating an Assignment Maintaining Emergency Event Status Maintaining Military Information Maintaining the Stimulus Status Entering an Additional Unpaid Assignment Renewing or Extending an Appointment Entering an Additional Paid Assignment Updating a Goal Payment Maintaining Administrative Appointments Adding a New Administrative Appointment Renewing an Administrative Appointment Ending an Administrative Appointment Maintaining Committee Information Adding New Committee Information Changing Committee Information Ending a Committee Appointment Maintaining HSF Information Updating HSF Contract Information Updating HSF SOC Information Changing Assignments Changing an Assignment with the Same Payroll Changing an Assignment with a Different Payroll Entering a Reassignment for a Classified or University Staff Employee Maintaining Tenure Information Updating the Tenure Status to Tenure Track Updating the Tenure Status to Tenured Without a Promotion Page ii

3 Updating the Tenure Status to Tenured with Promotion Placing a Tenure Track Employee on Stop Clock Returning a Tenure Track Employee from Stop Clock Maintaining Endowed Chair Information Adding a New Endowed Chair Appointment Renewing an Endowed Chair Appointment Ending an Endowed Chair Appointment Terminating Employees Updating the Assignment Status for a Non 12 Month Termination Running the PSP: Liquidate Encumbrances for Employee Termination Process Terminating an Employee Maintaining Employees on Leave Maintaining an Employee on Leave with Pay Maintaining an Employee on Leave without Pay Maintaining an Employee on Leave with Partial Pay Extending a Leave With or Without Pay Returning from Leave or Suspension Adding Assignments for UVa Retirees Adding a Professor Emeritus Assignment at Retirement Adding a Wage Assignment to a UVa Retiree Page iii

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5 Finance/HR HR-Human Resources The Integrated System's Human Resources modules, collectively referred to as the Human Resources Management System (HRMS), allow you to view and process HR data based on your responsibility, which include the following: HRMS Viewers - view employee information HRMS Specialists - enter new faculty and students, update employee information, and run departmental HRMS reports HRMS Faculty/Staff Reviewers - review faculty and staff hires and salary changes HRMS Records Specialist - enter new faculty and students, update employee information, run departmental HRMS reports, review faculty and staff hires and salary changes, and enter special one-time payments. HRMS Student & Faculty Wage Approvers - approve student and faculty wage hires and salary changes At the completion of this module, depending on your responsibility and the needs of your department, you will be able to: View departmental HR information Approve salary actions Use date-tracking Hire salaried faculty employees Hire University executive staff Hire student and professional research staff wage employees Hire non-uva employees Hire postdoctoral fellow employees Hire non doctoral fellow employees Hire GRA/GTA, and faculty wage (Goal Payment) employees Rehire ex-employees Maintain employee information Maintain assignment information Use views and reports The following actions require special handling by central Human Resources. The Integrated System HRMS Support Request form to request support is located in the Human Resources Toolkit ( page and the HR/Finance User Group Community. Reverse Termination Incorrect hire date Emergency Entry (system unavailable due to payroll processing) Need degree type or school added to List of Values Purge or delete a record (person, assignment, salary, etc.) Change a person type Employee missing an IS user account in Employee Self-Service (but employee is in HRMS) Page 1

6 Error: Date must not be before any future changes to the person specified Uncommon error message After completing this course, online help ( e.pdf) is available within the Integrated System and the printed guide can be found in the toolkit ( for each module. To navigate to a training topic: 1. Double-click on "HR-Human Resources". 2. Double-click on the section(s). 3. Click on the topic. 4. Click "Try It" to interact with the simulation. Click "Print It" to print out a job aid. Maintaining Employee Information Please note: Departmental business processes are beyond the scope of this training. Please consult your departmental HR for information regarding policies and practices in your area. General policies for faculty and students are located on the Provost's website ( Policies for staff employees are on the central Human Resources website ( Note that the UVA HRMS Specialist, UVA HRMS Records Specialist and UVA Faculty Staff/Reviewer responsibilities are removed while Human Resources runs payroll. Check the Payroll System Availability ( calendar for the dates/times the responsibility will be disabled. The HR Toolkit ( contains a link to a guide in pdf format for Maintaining Employee Information. You may change employee information to correct mistakes or to update the database with the most current information. Click here ( tion.pdf) to access a PDF training guide of the introductory information for this section. Note: several of the more lengthy tasks within this section make use of jump-in points. The steps must be completed in order but you can jump to any by clicking the Try It down arrow and then choosing the link: Using Date-Tracking: Update Versus Correction When changing date-tracked information on an employee's record, you will be asked whether to update or correct the record. This choice will only appear on date-tracked forms. Selecting "Update" makes the change in the database and keeps a history of the change including what values were changed and what the previous values were. Use "Update" when you are entering current information to replace outdated information. Page 2

7 Selecting "Correction" makes the change but will replace the previous value and keep no history of the change. Use "Correction" when the previous information was entered incorrectly. If making a change to information entered earlier in the same day, the system will automatically use "Correction" rather than "Update". If you need to make a change using Update, date-track to a later date to make the change. SITs (Special Information Types): Dates From and Dates To When updating information on SITs, consider whether you want to correct a mistake or enter current information. If you are correcting a mistake, you should make changes to an existing SIT record. If you are entering new information, end-date the existing SIT record and create a new record containing the new information. Changing the Primary Assignment When a salaried employee's primary assignment changes, you will update the existing primary assignment record to reflect the change, if the payroll for the old job is the same as the new job. Never end-date an existing salaried primary assignment and create a new primary assignment record, unless the payrolls are different (e.g., staff assignment changing to faculty). If a secondary assignment becomes the primary assignment, update the secondary assignment as primary as a correction and then terminate the secondary assignment. The primary assignment is connected to the employees benefit information, including leave balances. If the primary assignment is ended, the benefit balances will be lost. At the completion of this section, you will be able to: Maintain employee information Maintain assignment information Terminate employees Changing Employee Hours This section examines all the required fields for changing the hours for a salaried employee. You must be prepared to complete all of the required fields and windows without waiting to enter part of the change on a different day. The HRMS module interfaces with other software such as Jobs@UVa, Lead@UVa, Operational Data Store, Student Information System, etc., and sends information to the other systems in a nightly batch. Not completing the record will cause some of the other processes to fail and your partial record may be deleted. Use the below guideline to change the People Group fields: Best Practices for Changing a Salaried Employee's Hours The position hours have to be greater than or equal to the employee hours to increase the hours for an employee. If the position hours are less than employee hours, a request must be created in Jobs@UVa to increase the position hours before the increase is entered in the Integrated System Page 3

8 To reduce the employee hours, the position hours will be more than the employee hours, so no action will be required in Always tell the employee their new amount of leave and salary before entering the information in the Integrated System At the completion of this section, you will be able to: Change the hours for an exempt employee Change the hours for a non-exempt employee Change a Non-Exempt Employee's Hours The simulation shows how to decrease employee hours. The same fields must be changed if the employee increases their hours. Procedure In this exercise you will reduce an employee's work hours. 1. Begin by logging into your HRMS Specialist responsibility and navigating to People Enter & Maintain. Click the Open button. 2. The effective date defaults to today's date. To change to the effective date of the change in hours, click the Yes button. 3. Remove the current effective date. Press [Delete]. 4. Enter a valid value e.g. "30-jan-2012". 5. Click the OK button. Page 4

9 6. Verify that the effective date displays at the top of the People window. 7. Search for the name of the person by entering the [last name, first initial] in the Full Name field. Enter a valid value e.g. "Bass01, A". 8. Click the Find button. If more than one name displays, choose from the resulting list. 9. Click the Assignment button. 10. In this exercise you want to change fulltime to parttime. Click in the Group field. 11. Click in the Employment Category (Salaried Only) field. 12. Click the List of Values button. 13. Choose from the list of options. Click the Parttime list item. 14. Click the OK button. 15. When the employment category is 'Parttime" you must select a value for Parttime FTE Percent. Click the List of Values button. Page 5

10 16. Choose from the list of options: Greater than or=50%: use this option when the employee hours are between 20 and Greater than or=80%: use this option when the employee hours are between 32 and Less than 50%: use this value when the employee hours are less than 20 hours per week. 17. In this exercise you are changing the hours from 40 hours per week to 30. The correct option, 'Greater than or =50%', is preselected. Click the OK button. 18. Click the OK button. 19. Choose Update or Correction: In this example, the last saved change date on this assignment is 14-Sep If you choose 'Correction' the reduction in hours is processed with this effective date. The employee will receive an overpayment letter from payroll, asking them to repay the overpayment since 14-Sep If you choose 'Update' the change is recorded as a new change, and no retroactive action will be taken when the effective date 30-Jan-2012 is in the current payroll. Note: If this is an increase in hours and you chose 'Correction', the Payroll office would calculate the underpayment for the employee and add the missing pay to their next paycheck. 20. In this exercise click the Update button. 21. Click in the Assignment Category field. 22. Click the List of Values button. Page 6

11 23. Choose from the list of options. Click the Parttime-Regular list item. Note: The temporary options are used for Temporary Services employees only. 24. Click the OK button. 25. Click the Standard Conditions tab. 26. Enter the new value in the Working Hours field. Enter a valid value e.g. "30". 27. Leave the Hourly/Salaried field blank. 28. Click in the [Additional Assignment Details] field. 29. Click the Assignment Change Reason List of Values button. 30. Choose from the list of options. Click the DecHrs-Fulltime to Parttime list item. 31. Click the OK button. 32. Click the OK button. 33. Click the Save button. 34. The system warns that the employee may not be eligible for some of the benefits they had as a full-time employee. Click the OK button. Page 7

12 35. Now reduce the salary in proportion to the reduction in hours. Click the Salary button. 36. The previous salary proposal information displays. To enter a new salary click the New button. 37. Enter the effective date in the Change Date field. Enter a valid value e.g. "30-jan-2012". 38. Press [Tab]. 39. Choose the appropriate field for the salary update: Change Value field: enter the amount you want to add to the employee's current salary. To reduce the salary, include the minus sign in front of the value. New Value field: enter the new salary in this field. Change % field: enter a percentage to add or subtract from the existing salary. To reduce the salary, include a minus sign in front of the value. 40. In this exercise reduce the salary by percentage. Click in the Change % field divided by 40 equals 0.75, which means you are reducing the salary by 25 percent. Enter a valid value e.g. "-25". 42. Press [Tab]. 43. Enter a reason for the change of salary. Click the Reason List of Values button. 44. Choose from the list of options. Click the Change in Hours list item. 45. Click the OK button. Page 8

13 46. Click the Save button. 47. The change in salary for a staff employee is approved by the Human Resources Office. Click the Close button. 48. Because this employee is non-exempt there is information controlling the hours populated on their timecard in Employee Self-Service. When reducing the hours you must change this information. Click the Time Information button. 49. You are still date-tracked to your effective date. Click the No button. 50. The Assignment Time Information window displays. Change the information in the following fields: Rotation Plan: this value populates the employee's timecard with the correct amount of hours. Earning Policy: this value controls how the employee earns additional time or pay. 51. Click in the Rotation Plan field. 52. Click the List of Values button. 53. Select the new number of hours. Click the 30 hour week list item. 54. Click the OK button. Page 9

14 55. Click the Update button. 56. Click the Earning Policy List of Values button. 57. Choose from the list of options. Click the 30 hour week list item. 58. Click the OK button. 59. Click the Save button. 60. Click the Close button. 61. Click the Close button. 62. Click the Close button. 63. Congratulations! You have completed the simulation on Changing a Non-Exempt Employee's Hours. End of Procedure. Change an Exempt Employee's Hours The simulations show how to decrease employee hours. The same fields must be changed if the employee increases their hours. Procedure In this exercise you will reduce an employee's work hours. Page 10

15 1. Begin by logging into your HRMS Specialist responsibility and navigating to People Enter & Maintain. Click the Open button. 2. The effective date defaults to today's date. To change to the effective date of the change in hours, click the Yes button. 3. Remove the current effective date. Press [Delete]. 4. Enter a valid value e.g. "25-jan-2012". 5. Click the OK button. 6. Verify that the effective date displays at the top of the People window. 7. Search for the name of the person by entering the [last name, first initial] in the Full Name field. Enter a valid value e.g. "Camp01, A". 8. Click the Find button. 9. If more than one name displays, choose from the resulting list. Click the Assignment button. 10. In this exercise you want to change fulltime to parttime. Click in the Group field. 11. Click in the Employment Category (Salaried Only) field. 12. Click the List of Values button. Page 11

16 13. Click the Parttime list item. 14. Choose from the list of options. We have chosen Parttime for you. Click the OK button. 15. When the employment category is 'Parttime" you must select a value for Parttime FTE Percent. Click the List of Values button. 16. Choose from the list of options: Greater than or=50%: use this option when the employee hours are between 20 and Greater than or=80%: use this option when the employee hours are between 32 and Less than 50%: use this value when the employee hours are less than 20 hours per week. 17. In this exercise you are changing the hours from 40 hours per week to 30. The correct option, 'Greater than or =50%', is preselected. Click the OK button. 18. Click the OK button. 19. Choose Update or Correction: In this example, the last saved change date on this assignment is 28-MAR If you choose 'Correction' the reduction in hours is processed with this effective date. The employee will receive an overpayment letter from payroll, asking them to repay the overpayment since 28-MAR If you choose 'Update' the change is recorded as a new change, and no retroactive action will be taken since the effective date 30-Jan-2012 is in the current payroll. Note: If this is an increase in hours and you chose 'Correction', the Payroll office would calculate the underpayment for the employee and add the missing pay to their next paycheck. Page 12

17 20. In this exercise click the Update button. 21. Click in the Assignment Category field. 22. Click the List of Values button. 23. Choose from the list of options. Click the Parttime-Regular list item. 24. Click the OK button. 25. Click the Standard Conditions tab. 26. Enter the new value in the Working Hours field. Enter a valid value e.g. "30". 27. Leave the Hourly/Salaried field blank. 28. Click in the [Additional Assignment Details] field. 29. Click the Assignment Change Reason List of Values button. 30. Choose from the list of options. Click the DecHrs-Fulltime to Parttime list item. 31. Click the OK button. 32. Click the OK button. 33. Click the Save button. Page 13

18 34. The system warns you the employee may not be eligible for some of the benefits they had as a full-time employee. Click the OK button. 35. Now reduce the salary in proportion to the reduction in hours. Click the Salary button. 36. The previous salary proposal information displays. To enter a new salary, click the New button. 37. Enter the effective date in the Change Date field. Enter a valid value e.g. "25-jan-2012". 38. Press [Tab]. 39. Choose the appropriate field for the salary update: Change Value field: enter the amount you want to add to the employee's current salary. To reduce the salary, include the minus sign in front of the value. New Value field: enter the new salary in this field. Change % field: enter a percentage to add or subtract from the existing salary. To reduce the salary, include a minus sign in front of the value. 40. In this exercise reduce the salary by percentage. Click in the Change % field divided by 40 equals 0.75, which means you are reducing the salary by 25 percent. Enter a valid value e.g. "-25". 42. Press [Tab]. 43. Enter a reason for the change of salary. Click the Reason List of Values button. Page 14

19 44. Choose from the list of options. Click the Change in Hours list item. 45. Click the OK button. 46. Save and exit the record. Click the Save button. 47. The change in salary for a Faculty or PRS employee is approved by the Provost Office. Click the Close button. 48. Click the Close button. 49. Click the Close button. 50. Congratulations! You have completed the simulation on Changing an Exempt Employee's Hours. End of Procedure. Change Employee Months (12 or 9) A 9 month faculty employee may need their months changed to 12 months or a 12 month faculty may need to change to 9 months. One reason is if they take on one or more additional administrative appointments and then later on the additional administrative appointment expires. This section describes the applicable fields to update for this type of change. Converting an Employee from 9 Months to 12 Months Procedure In this exercise you will change an employee from 9 months to 12 months. Page 15

20 1. Begin by logging into your HRMS Specialist responsibility and navigating to People Enter & Maintain. Click the Open button. 2. The effective date defaults to today's date. To change the date to the effective date of the change in months, click the Yes button. 3. Remove the current effective date. Press [Delete]. 4. Enter a valid value e.g. "25-jun-2014". 5. Click the OK button. 6. Verify that the effective date displays at the top of the People window. 7. Search for the name of the person by entering the [last name, first initial] in the Full Name field. Enter a valid value e.g. "Halloran, R". 8. Press [Tab]. 9. Click the Find button. If more than one name displays, choose from the resulting list. 10. Click the Assignment button. 11. In this exercise you want to change the employee from 9 months to 12 months. Click in the Salary Basis field. 12. Click the Salary Basis List of Values button. Page 16

21 13. Choose from the list of options. In this exercise 'Annual Salary' is selected. Click the OK button. 14. In this exercise click the Update button. 15. Click in the [Additional Assignment Details] field. 16. Click the Assignment Change Reason List of Values button. 17. Choose from the list of options. Click the Change in Work Months list item. 18. Click the OK button. 19. Click in the Number of Work Months field. 20. You must delete the value in the Number of Work Months field for a 12 month employee. Press [Delete]. 21. Click the OK button. 22. Click the Save button. 23. The system warns that the employee's elements may change for some of the benefits they had as a 9-month employee. Click the OK button. Page 17

22 24. Now change the salary in proportion to the new employee months. Click the Salary button. 25. The previous salary proposal information displays. To enter a new salary click the New button. 26. Enter the effective date in the Change Date field. Enter a valid value e.g. "25-jun-2014". 27. Press [Tab]. 28. Press [Tab]. 29. Choose the appropriate field for the salary update: Change Value field: enter the amount you want to add to the employee's current salary. To reduce the salary, include the minus sign in front of the value. New Value field: enter the new salary in this field. Change % field: enter a percentage to add or subtract from the existing salary. To reduce the salary, include a minus sign in front of the value. 30. In this exercise enter the new salary into the New Value field. Enter a valid value e.g. " ". 31. Press [Tab]. 32. Press [Tab]. 33. Enter a reason for the change of salary. Click the Reason List of Values button. 34. Choose from the list of options. Click the Change Employee Months list item. 35. Click the OK button. 36. Click the Save button. Page 18

23 37. Congratulations! You have completed the simulation on Changing Employee Months from 9 Months to 12 Months. End of Procedure. Placing a 12 Month Employee Converting to 9 Month on LWOP Procedure Converting a 12 month employee to 9 months is a two-step process. In this exercise you will enter a Leave Without Pay for the period 25-Jun-2014 until 24-Aug-2014 for the 12 month employee who is moving to 9 month effective 25-Aug Begin by logging into your HRMS Specialist responsibility and navigating to People Enter & Maintain. Click the Open button. 2. The effective date defaults to today's date. To change the date to the effective date of the Leave Without Pay, click the Yes button. 3. Remove the current effective date. Press [Delete]. 4. Enter a valid value e.g. "25-Jun-2014". 5. Click the OK button. 6. Verify that the effective date displays at the top of the People window. 7. Search for the name of the person by entering the [last name, first initial] in the Full Name field. Enter a valid value e.g. "Reagan, M". 8. Press [Tab]. 9. Click the Find button. If more than one name displays, choose from the resulting list. Page 19

24 10. Click the Assignment button. 11. In this exercise you want to change the status from 'Active Assignment' to 'Leave Without Pay'. A 12 month appointment ends on 24-Jun-20xx and a 9 Month appointment begins on 25-Aug-20xx. Click in the Status field. 12. Click the Status List of Values button. 13. Click the Leave Without Pay list item. 14. Click the OK button. 15. In this exercise, click the Update button. 16. Click in the [Additional Assignment Details] field. 17. Click the Assignment Change Reason List of Values button. 18. Click the vertical scrollbar. 19. Choose from the list of options. Click the Leave or Suspension Without Pay list item. 20. Click the OK button. 21. Click the OK button. Page 20

25 22. Click the Save button. 23. Next you must enter the leave type. Click the Others... button. 24. Click the Secondary Status list item. 25. Click the OK button. 26. Click the User Status List of Values button. 27. Choose from the list of options. Click the Unconditional list item. 28. Click the OK button. 29. Click in the End Date field. 30. Enter a valid value e.g. "24-aug-2014". 31. Press [Tab]. 32. Click the Reason List of Values button. 33. Choose from the list of options. Click the Agency Convenience list item. 34. Click the OK button. 35. Enter a comment applicable to the leave into the Comment field. Enter a valid value e.g. "Ms Reagan will be returning to 9 mo in the fall". Page 21

26 36. Click the OK button. 37. Click the Save button. 38. Click the Close button. 39. Click the Close button. 40. Now you will return the employee from leave effective 25-Aug Click the Alter Effective Date... button. 41. Remove the effective date. Press [Delete]. 42. Enter a valid value e.g. "25-aug-2014". 43. Click the OK button. 44. Click the Assignment button. 45. You will return the Status back to 'Active Assignment'. Click in the Status field. 46. Click the Status List of Values button. 47. 'Active Assignment' is selected. Click the OK button. 48. In this exercise, click the Update button. Page 22

27 49. Click in the [Additional Assignment Details] field. 50. Click the Assignment Change Reason List of Values button. 51. Click the vertical scrollbar. 52. Click the Return from Leave/Suspension list item. 53. Click the OK button. 54. Click the OK button. 55. Click the Save button. 56. Click the Close button. 57. The next topic will demonstrate moving the employee from 12 months to 9 months. Click the Close button. 58. Congratulations! You have completed the simulation on Placing a 12 Month Employee Converting to 9 Month on LWOP. End of Procedure. Converting an Employee from 12 Months to 9 Months Procedure In this exercise you will change an employee from 12 months to 9 months. Page 23

28 1. Begin by logging into your HRMS Specialist responsibility and navigating to People Enter & Maintain. Click the Open button. 2. The effective date defaults to today's date. To change the date to the effective date of the change in months, click the Yes button. 3. Remove the current effective date. Press [Delete]. 4. Enter a valid value e.g. "25-Aug-2014". 5. Click the OK button. 6. Verify that the effective date displays at the top of the People window. 7. Search for the name of the person by entering the [last name, first initial] in the Full Name field. Enter a valid value e.g. "Reagan, M". 8. Press [Tab]. 9. Click the Find button. If more than one name displays, choose from the resulting list. 10. Click the Assignment button. 11. In this exercise you want to change the employee from 12 months to 9 months. Click in the Salary Basis List of Values field. 12. Click the Salary Basis List of Values button. Page 24

29 13. Choose from the list of options. Click the Non 12 Month Annual Salary list item. 14. Click the OK button. 15. Click the Correction button. 16. The system warning displays. You may ignore this warning since you will enter a new salary. Click the OK button. 17. Click in the [Additional Assignment Details] field. 18. Click the Assignment Change Reason List of Values button. 19. Choose from the list of options. Click the Change in Work Months list item. 20. Click the OK button. 21. Click in the Number of Work Months field. 22. You must enter a value for employees who are 9, 10 or 11 months. Click the Number of Work Months List of Values button. 23. Choose from the list of options. Click the 9 months list item. Page 25

30 24. Click the OK button. 25. Click the OK button. 26. Click the Save button. 27. The system warns that the employee's elements may change for some of the benefits they had as a 12-month employee. Click the OK button. 28. Now change the salary in proportion to the new employee months. Click the Salary button. 29. The previous salary proposal information displays. To enter a new salary click the New button. 30. Enter the effective date in the Change Date field. Enter a valid value e.g. "25-aug-2014". 31. Press [Tab]. 32. Press [Tab]. 33. Choose the appropriate field for the salary update: Change Value field: enter the amount you want to add to the employee's current salary. To reduce the salary, include the minus sign in front of the value. New Value field: enter the new salary in this field. Change % field: enter a percentage to add or subtract from the existing salary. To reduce the salary, include a minus sign in front of the value. 34. In this exercise enter the new salary in the New Value field. Enter a valid value e.g. " ". 35. Press [Tab]. Page 26

31 36. Enter a reason for the change in salary. Click in the Reason field. 37. Click the Reason List of Values button. 38. Choose from the list of options. Click the Change Employee Months listbox item. 39. Click the OK button. 40. Click the Save button. 41. This is the final step in converting a 12 month employee to 9 months. Click the Close button. 42. Click the Close button. 43. Congratulations! You have completed the simulation on Converting an Employee from 12 Months to 9 Months. End of Procedure. Maintaining Time Information This section examines all the options for changing an employee's timecard in Employee Self-Service and manage the way the employee earns additional pay or leave. You must be prepared to complete all of the required fields and windows without waiting to enter part of the change on a different day. The HRMS module interfaces with other software such as Jobs@UVa, Lead@UVa, Operational Data Store, Student Information System, etc., and sends information to the other systems in a nightly batch. Not completing the record will cause some of the other processes to fail and your partial record may be deleted. Notes: The default for the system is to pay overtime time and a half The department decides which type of compensation the employee will receive The UVa Working Conditions Rotation Plan is for org only At the completion of this section, you will be able to: Page 27

32 Update a non-exempt employee to earn overtime leave Update the Shift Differential Policy Update Time Information for 4 (10 Hour) days Update the UVa Working Conditions Rotation Plan Update a non-exempt employee to earn compensatory leave Updating a Non-Exempt Employee to Earn Overtime Leave The default compensation for hours worked over 40 in a week is time and a half pay. You can update time information to earning time and a half overtime leave. Procedure In this exercise you will change the Earning Policy type in the Time Information section. The effective date has to be a current or future pay period. 1. Begin by logging into your HRMS Specialist responsibility and navigating to People Enter & Maintain. Click the Open button. 2. The effective date defaults to today's date. To change the effective date, click the Yes button. 3. Press [Delete]. 4. Enter the date when the employee will start earning overtime leave instead of pay in the Effective Date field. The date has to be a current or future pay period. Enter a valid value e.g. "03-dec-2012". 5. Click the OK button. 6. Verify the effective date displays at the top of the People window. 7. Search for the name of the person by entering the [last name, first initial] in the Full Name field. Enter a valid value e.g. "Findley, P". Page 28

33 8. Press [Tab]. If more than one name displays, choose the correct name from the list. 9. Click the Find button. 10. Click the Assignment button. 11. Click the Time Information button. 12. You have already entered the effective date. Click the No button. 13. Click in the Earning Policy field. 14. Click the List of Values button. 15. Choose from the list of options. You can use the Find feature or scroll to the correct list item. Click the vertical scrollbar. 16. In this example, click the 40 hour week OT Leave list item. Note: If your employee is parttime, use the list item that is closest to your employee hours (e.g., if your employee works 26 hours per week, use the 28 hour week OT leave list item). 17. Click the OK button. 18. Click the Update button. 19. Click the Save button. Page 29

34 20. Click the Close button. 21. Click the Close button. 22. Click the Close button. 23. Congratulations! You have completed the simulation on Updating a Non-Exempt Employee to Earn Overtime Leave. End of Procedure. Updating the Shift Differential Policy Shift Differential is a method of compensating employees who are required to perform scheduled work outside the normal 8:00 a.m. to 5:00 p.m. work schedule. As with overtime and on-call pay policies, positions that are eligible for shift differential pay are established by the organization. The three shift differential categories are: Day shift 6:00 am to 2:30 pm, with carryover to 5:00 pm Evening shift 2:30 pm to 11:00 pm, with carryover to 1:30 am Night shift 11:00 pm to 6 am, with carryover to 9 am Procedure In this exercise you will change the Rotation Plan and Shift Differential information in the Time Information section. The effective date has to be a current or future date. 1. Begin by logging into your HRMS Specialist responsibility and navigating to People Enter & Maintain. Click the Open button. 2. The effective date defaults to today's date. To change the effective date, click the Yes button. 3. Press [Delete]. Page 30

35 4. Enter the date when employee qualified for shift differential pay in the Effective Date field. The date must be a current or future effective date. Enter a valid value e.g. "03-dec-2012". 5. Click the OK button. 6. Verify that the effective date displays at the top of the People window. 7. Search for the name of your employee by entering the [last name, first initial] in the Full Name field. Enter a valid value e.g. "Adams, C". 8. Click the Find button. 9. If more than one name results, choose the correct name from the list. Click the Adams, Carl Evans list item. 10. Click the OK button. 11. Click the Assignment button. 12. Click the Time Information button. 13. You have already corrected the effective date. Click the No button. 14. Click in the Rotation Plan field. 15. Click the List of Values button. Page 31

36 16. Choose from the list of options. You can use the Find feature or scroll to the correct list item. Click the vertical scrollbar. 17. In this example click the UVa Weekend Shift Rotation Plan list item. 18. Click the OK button. 19. Click the Update button. 20. Click in the Shift Differential Policy field. 21. Click the List of Values button. 22. Enter the wild card (%) in the Find field. Enter a valid value e.g. "%". 23. Click the Find button. 24. UVa Shift Policy is the only entry. Click the OK button. 25. Click the Save button. 26. Click the Close button. 27. Click the Close button. 28. Click the Close button. 29. Congratulations! You have completed the simulation on Updating the Shift Differential Policy. End of Procedure. Page 32

37 Updating the Time Information for 4 (10 Hour) Days Training Guide 4 (10 hour) days is one of the alternate schedules a supervisor may approve for an employee. You must select the appropriate rotation plan option. Procedure In this exercise you will change the Rotation Plan value to one of the two 4 (10 hour) options for a non-exempt employee. The effective date has to be a current or future date. 1. Begin by logging into your HRMS Specialist responsibility and navigating to People Enter & Maintain. Click the Open button. 2. The effective date defaults to today's date. To change the effective date, click the Yes button. 3. Press [Delete]. 4. Enter the date when the four 10 hour days take effect in the Effective Date field. The date must be a current or future effective date. Enter a valid value e.g. "03-dec-2012". 5. Click the OK button. 6. Verify that the effective date displays at the top of the People window. 7. Search for the employee's name by entering the [last name, first initial] in the Full Name field. Enter a valid value e.g. "Marsh, T". 8. Press [Tab]. 9. Choose from the list of results. Click the Marsh, Tony J (T.J.) list item. 10. Click the OK button. Page 33

38 11. Click the Find button. 12. Click the Assignment button. 13. Click the Time Information button. 14. You have already adjusted the effective date. Click the No button. 15. Click in the Rotation Plan field. 16. Click the List of Values button. 17. Choose one of two options using the Find feature or by scrolling to the correct list item. Click the vertical scrollbar. 18. The options are: 40 hour week, 10 hr day, Friday off 40 hour week, 10 hour day, Monday off Note: If your employee has a different day off, choose one of the two options provided. Instruct the employee to move the hours from the actual day off onto the Monday or Friday they actually work. Click the 40 hour week, 10 hr day, Friday off list item. 19. Click the OK button. 20. Click the Update button. 21. Click the Save button. Page 34

39 22. Click the Close button. 23. Click the Close button. 24. Click the Close button. 25. Congratulations! You have completed the simulation on Updating the Time Information for 4 (10 Hour) Days. End of Procedure. Org only: Updating the UVa Working Conditions Rotation Plan The "UVa Working Conditions Rotation Plan" is a special leave plan used only by organization Procedure In this exercise you will access the Time Information window and select the UVA Working Condition Rotation plan. The effective date has to be a current or future pay period date. 1. Begin by logging into your HRMS Specialist responsibility and navigating to People Enter & Maintain. Click the Open button. 2. The effective date defaults to today's date. To change the effective date, click the Yes button. 3. Enter the new effective date. Press [Delete]. 4. The date has to be a current or future pay period effective date. Enter a valid value e.g. "03-Dec-2012". 5. Click the OK button. 6. Verify that the effective date displays at the top of the People window. Page 35

40 7. Search for the employee's name by entering the [last name, first initial] in the Full Name field. Enter a valid value e.g. "Bailey, G". 8. Click the Find button. 9. Choose from the list of results. Here use 'Gary C Bailey', which is preselected. Click the OK button. 10. Click the Assignment button. 11. Click the Time Information button. 12. You have already adjusted the effective date. Click the No button. 13. Click in the Rotation Plan field. 14. Click the List of Values button. 15. Use the Find feature or scroll to the correct list item. Click the vertical scrollbar. 16. Click the UVa Working Conditions Rotation Plan list item. 17. Click the OK button. 18. Click the Update button. Page 36

41 19. Click the Save button. 20. Click the Close button. 21. Click the Close button. 22. Click the Close button. 23. Congratulations! You have completed the simulation on Updating an Employee to UVa Working Conditions Rotation Plan (Org only). End of Procedure. Updating a Non-Exempt Employee to Earn Compensatory Leave You can change employees' earning policy to 40 hour week OT Leave, OT2 Pay. They will receive time and a half pay for hours worked over 40 in a workweek, or they earn compensatory time if working over the amount they are required to cover but total hours worked are less than 40 hours in a workweek. Procedure In this exercise you will change the earning policy to 40 hour week OT leave, OT2 pay for a nonexempt employee. The effective date has to be a current or future date. 1. Begin by logging into your HRMS Specialist responsibility and navigating to People Enter & Maintain. Click the Open button. 2. The effective date defaults to today's date. To change the effective date, click the Yes button. 3. Enter the new effective date. Press [Delete]. 4. The date has to be a current or future pay period effective date. Enter a valid value e.g. "03-dec-2012". Page 37

42 5. Click the OK button. 6. Verify that the effective date displays at the top of the People window. 7. Search for the employee's name by entering the [last name, first initial] in the Full Name field. Enter a valid value e.g. "Ambrosio, C". 8. Press [Tab]. If more than one result displays, select from the list. 9. Click the Find button. 10. Click the Assignment button. 11. Click the Time Information button. 12. You have already adjusted the effective date. Click the No button. 13. Click in the Earning Policy field. 14. Click the List of Values button. 15. Choose from the list of options. You can use the Find feature or scroll to the correct list item. Click the vertical scrollbar. 16. Click the 40 hour week OT Leave, OT2 Pay list item. 17. Click the OK button. Page 38

43 18. Click the Update button. 19. Click the Save button. 20. Click the Close button. 21. Click the Close button. 22. Click the Close button. 23. Congratulations! You have completed the simulation on Updating a Non-Exempt Employee to Earn Compensatory Leave. End of Procedure. Maintaining Inactive Payroll The Inactive Payroll was created in July, 2004 in response to an audit request that we terminate or otherwise inactivate a bi-weekly wage employee s assignment after they have not been paid in 12 bi-weekly pay periods. This helps prevent possible fraud, overpayment, payments on a wrong assignment, and reduces the number of assignments being processed in a payroll run. An automated process is run with each bi-weekly payroll that moves bi-weekly wage employees not paid in 12 bi-weekly pay periods to the Inactive Payroll. Employees remain on the Inactive Payroll for 6 months before another automated process terminates the assignment. In addition to the automated processes described above, there are scenarios whereby UVa HRMS Specialists or UVa Faculty/Staff Reviewers are allowed to manually update the assignment for a bi-weekly wage employee to Inactive Payroll. While Human Resources does not recommend this manual practice because of potential risks involved if not entered properly, it is allowed. The most common reason cited by users in doing these manual updates is to stop the employee from creating a timecard and remove the employee from their missing timecard Discoverer report while the employee is temporarily not working in their department perhaps due to semester breaks. The employee is returning to work in the assignment within the next 6 months so they do not want to terminate the assignment, just temporarily inactivate it. Returning an Inactive Payroll Assignment to Bi-weekly If you are returning an employee to the Bi-weekly Payroll from the Inactive Payroll, the effective date of the change MUST be the beginning of the bi-weekly pay period ( The Assignment Change Reason must be Return 180 Days. Page 39

44 Most important to remember, changes in payroll must not be made effective midpay period. You must always date-track to the first day of a bi-weekly pay period when returning or placing an employee on 'inactive payroll'. Procedure In this exercise you will return an employee to the Bi-weekly payroll. 1. Begin by logging into your HRMS Specialist responsibility and navigating to People Enter & Maintain. Click the Open button. 2. The effective date defaults to today's date. To change to the effective date of the return to Bi-weekly, click the Yes button. 3. Remove the current effective date. Press [Delete]. 4. Important Note: The effective date must be the first day of a bi-weekly pay period. Enter a valid value e.g. "25-aug-2014". 5. Click the OK button. 6. Verify that the effective date displays at the top of the People window. 7. Search for the name of the person by entering the [last name, first initial] in the Full Name field. Enter a valid value e.g. "Harris01, S". 8. Click the Find button. If more than one name displays, choose from the resulting list. 9. Click the Assignment button. Page 40

45 10. In this exercise you want to change the payroll from 'Inactive Payroll' to 'Bi-weekly' so the employee can be paid in the current pay period. Click in the Payroll field. 11. Click the Payroll List of Values button. 12. In this exercise you are changing the payroll from 'Inactive Payroll' to 'Bi-weekly'. The correct option, 'Bi-weekly', is preselected. Click the OK button. 13. Choose Update or Correction: In this example, the last saved change date on this assignment is 19-May If you choose 'Correction' the change of payroll is processed with this effective date. The employee did not work the entire time from 19-May-2014 until 24-Aug If you choose 'Update' the change is recorded as a new change with an effective date of 25-Aug-2014, your date-track date. 14. In this exercise click the Update button. 15. Click in the [Additional Assignment Details] field. 16. Click the Assignment Change Reason List of Values button. 17. Click in the Find field. 18. In this exercise you are searching for the Assignment Change Reason 'Return 180 days'. To find the Assignment Change Reason, enter a keyword in the Find field. Enter a valid value e.g. "Return". 19. Click the Find button. Page 41

46 20. 'Return 180 Days' is preselected. Click the OK button. 21. Note: If you are returning a goal payment employee to the 'Bi-weekly' payroll, you must enter the Number of Goal Pay Periods. 22. In this exercise, this employee is paid on an hourly rate. Click the OK button. 23. Click the Save button. 24. Note: In this exercise the Salary Basis is Hourly Rate. You do not have to enter a new salary unless you need to change the hourly rate. If your assignment Salary Basis is Goal Payment, you must enter a new Salary. If you do not enter a new salary for a Salary Basis of Goal Payment the payroll field will return to 'Inactive Payroll' after the current payroll processes. 25. Click the Close button. 26. Click the Close button. 27. Congratulations! You have completed the simulation on Returning an Inactive Payroll Assignment to Bi-weekly. End of Procedure. Manually Placing an Employee on Inactive Payroll Special Considerations for HRMS Specialists: If you need to MANUALLY switch an employee from the 'Bi-weekly Payroll' to the 'Inactive Payroll' before the automated process would do it, the effective date of the change MUST be the beginning of the bi-weekly pay period. The Assignment Change Reason must be Term 180 Day (HR Use Only). This is the reason used by the automated process and you must use this same reason even though it says HR Use Only. If you are returning an employee to the Bi-weekly Payroll from the Inactive Payroll, the effective date of the change MUST be the beginning of the bi-weekly pay period. The Assignment Change Reason must be Return 180 Days. Most important to remember, changes in payroll must not be made effective midpay period. You must always date-track to the first day of a bi-weekly pay period when returning or placing an employee on 'inactive payroll'. Page 42