HR Approving Faculty Salaries First Review Created on 5/6/ :39:00 AM

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1 Created on 5/6/ :39:00 AM

2 Table of Contents Finance/HR... 1 HR-Human Resources... 1 Approving Faculty Salaries (First Review)... 2 Running the HR_Approvals for Hires and Salary Changes Report for Faculty Reviewers... 3 Approving a Faculty Salary... 4 Page ii

3 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

4 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. Approving Faculty Salaries (First Review) 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 HRMS Specialist and 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 Approving Faculty Salaries (First Review). In the Integrated System, the UVa HRMS Faculty/Staff Reviewer is the first to approve a Faculty salary action. The process consists of two steps: 1. Running the HR_Approvals for Hires and Salary report. 2. Approving a Faculty salary action. Note: If you need to approve salary actions for a future date you need to date-track to that date (see topic). When you approve a faculty salary in HRMS, you are informing the Provost Office that the department has approved the salary, reviewed all fields for accuracy, and indicates that the department is ready for the final approver review. All Faculty salary actions then receive final approval by the Provost's office. At the completion of this section you will be able to approve Faculty salary actions. Page 2

5 Running the HR_Approvals for Hires and Salary Changes Report for Faculty Reviewers Discoverer is used to run reports in the Operational Data Store (ODS). The ODS is a nightly copy of the IS database. Custom reports are created in Discoverer and may be run by anyone with access to the ODS. The default responsibility is UVa ODS Specialist. If your responsibility is: ODS Specialist-Limited OR ODS Specialist-Restricted OR ODS Specialist-Limited PLUS You will have to log in by appending the role with a dash (-) and the suffix as seen in the bullets above. The specific HR report to run to view the salaries for approval is the HR_Approvals for Hires and Salary Changes. The report displays information entered as of 5 p.m. the previous day. HRMS Specialist and Faculty/Staff Reviewers who enter a new salary on the deadline date, must communicate with the appropriate approver to ensure the employee receives payment. Procedure In this exercise you will run the HR_Approvals for Hires and Salary Changes report. Step Action 1. Begin by logging into Discoverer and clicking the Browse button. 2. Scroll to the workbook. Click the vertical scrollbar. 3. Select the HR_Approvals for Hires and Salary Changes report. 4. To run the query, click the Yes button. 5. The Edit Parameter Values window displays. The Description area contains values for each employee type of salary action. 6. In this exercise, run the report for salaried faculty. Enter the desired information into the Enter an employee type field. Enter "'3'". 7. In the Pick an organization field, enter your org code followed by the wild card. Enter a valid value e.g. '31680%'. Page 3

6 Step Action 8. Click the OK button. 9. The example report shows the current salary actions for org code '31860'. Faculty salaried actions have an extra step: the HRMS Faculty/Staff Reviewer in each department reviews the actions before approval. Once the department has reviewed and approved the salary, the Reviewed column will display a Y' for each person. 10. Scroll to the Salary Change Date column. Click the horizontal scrollbar. 11. Here the latest future salary change date displays. Important Note: If a salary change date is beyond today's date, date-track to the latest future date before approving your salary actions. If you do not date-track to the future date you will not find your employee. 12. All approvals must be performed before the payroll deadline for the pay period effective date. The employee will NOT be paid if the salary is not reviewed and approved. The Payroll Calendar ( displays the deadline date for all pay periods in the Last Day Dept Enter OTL, LD, & Approve Hires column. In this example, the 25-Jun-2013 salary actions have to be reviewed and approved by 28-Jul Congratulations! You have completed the simulation on Running the Approval for Hires and Salary Changes Report. End of Procedure. Approving a Faculty Salary The UVA HRMS Faculty/Staff Reviewer will pre-approve all new faculty salary entries and enter a yes/no in the Additional Salary Admin Details field and then the Provost Office will final approve the faculty salary entry. Procedure In this exercise you will approve a faculty salary. Page 4

7 Step Action 1. Begin by navigating to the People form. Click the UVA HRMS Faculty/Staff Reviewer button. 2. Click the People Enter & Maintain link. 3. The People window displays, along with a Decision box. If the date displayed is the date you want to use for salary approvals, select No. To change to a future effective date, click the Yes button. 4. Enter the new effective date. Press [Delete]. 5. In this exercise, the "future" date is 25-Jun As long as the date-tracked date is on or after the effective date of the salary action, the record will display when queried. Enter the date in this format: dd-mmm-yyyy. Enter a valid value e.g. "25-jun-2013". 6. Click the OK button. 7. Verify that the new date displays on the title bar of the People form. 8. 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. "McNeal, H". 9. If a list displays, choose the correct employee. Click the Find button. 10. Navigate to the Salary Administration window. Click the Assignment button. Page 5

8 Step Action 11. Click the Salary button. 12. When you approve a faculty salary in HRMS, you are informing the Provost Office that the department has approved the salary, reviewed all fields for accuracy, and indicates that the department is ready for the final approver review. To approve the salary, click in the Add'l Salary Admin Details field. 13. Click the List of Values button. 14. Choose from the list of options. Click the Yes list item. 15. Click the OK button. 16. Click the List of Values button. 17. Arts and Sciences only: The Salary Conversion3 field identifies faculty whose annual pay is normally based on annual service less than 12 months; but who have been converted to a 12 month role for specific reasons. Examples are 9 month faculty converting to 12 months due to external funding, administrative assignments, assuming additional responsibilities, etc. Page 6

9 Step Action 18. Arts and Sciences only cont. The Salary Conversion rate determines the conversion factor so that the annual salary can be easily converted based to the 9 month norm to aid in calculations such as merit or promotion increases. These increases are calculated on the base salary. 12M 12/9 salary conversion - 9 month faculty salary converted to 12 months. Take the monthly amount and multiply by 12 to get the 12 month amount. Multiplying the 12 Month salary amount by a salary conversation rate of.75 brings the salary back to the 9 month rate. 12M 11/9 salary conversion - 9 month faculty salary converted to 11 months (take the monthly amount and multiply by 11 ) and paid over 12 months. Multiplying the 12 Month salary amount by the salary conversation rate.818 (rounded up to nearest $100) brings the salary back to the 9 month salary amount. 12 M Regular no conversion employee (or faculty) is on a 12 Month salary. 12 M other Employee s salary is converted from a 9 month salary to a 12 Month salary by adding a fixed dollar amount to the 9 month salary. Enter the fixed dollar amount in the salary conversion field. This is the amount subtracted from the 12 month salary to convert back to a 9 month salary. 12 M % - Employee s salary is converted from a 9 month salary to a 12 Month salary by adding a percentage amount (i.e. 12%) of salary to the 9 month salary. Enter the percentage amount in the salary conversion field. The 12 month salary is divided by 1 + the percentage amount increased (i.e. 1.12) to convert back to a 9 month salary. 19. In this exercise, the employee is not in Arts and Sciences. Click the Cancel button. 20. The Salary Conversion3 field is left blank. Click the OK button. 21. Click the Save button. 22. Click the Close button. Page 7

10 Step Action 23. Click the Close button. 24. Click the Close button. 25. Congratulations! You have completed the simulation on Approving a Faculty Salary. End of Procedure. Page 8