HCM ACTION / REASON Resource Guide DRAFT Last Updated: 04/10/2018

Transcription

1 Applies To HR Group Oracle Action Status Oracle Reason EXPLANATION. Use This When Central HR Use Only. The individual has an updated processed through Central HR. Updates could include such things as Updates Active - Payroll Central HR Update or corrections to items previously processed. This action reason should only be used by the Central Office. Update Faculty Appointment To reflect whether an individual has an "independent" faculty appointment, a "dependent" faculty appointment, or NO faculty appointment. See Active - Payroll Type Category document for definitions. Changing the position from what is currently on the assignment to a new position. This change could be because the employee needs to be in a Active - Payroll Position within Work Unit position that requires more or less hours than is listed for the current position. Or, they employee is moving into a new job that would require a different position. This change would be used for changes for faculty, staff, or students. Active - Payroll Update Primary Indicator Update the assignment primary indicator flag to "yes" or "no". This action reason applies to all assignment categories. used for a current or future dated changes to the People Group and should not be used with a retro effective date at this time. This reason is only Active - Payroll People Group used by the Union population to populate their meal break time CHANGE a FACULTY ASSIGNMENT STATUS Active - Payroll Start Faculty Phased Retirement DEFINITION IN PROGRESS A tenured faculty member relinquishes tenure and enters the University phased retirement program. UPDATE POSITION? Active - Payroll Start Faculty Early Retirement DEFINITION IN PROGRESS. UPDATE POSITION? Active - Payroll Emeritus Status DEFINITION IN PROGRESS. END an ASSIGNMENT WHEN ANOTHER ASSIGNMENT CONTINUES or IMMEDIATELY STARTS End End Ending an assignment of a faculty member, staff member, post doc, graduate assistant, student worker, or temp, when another work assignment continues or immediately commences. End Work Study Expended The student's Federal Work Study Award has been fully expended, but another student work assignment continues. End Ends the assignment of an individual who was not technically an employee but who needed to be known to the HR System -- such as an Conclude Non-Employee independent contractor, visitor, volunteer, visiting trainee/intern, "1042" foreign scholar, or a non-employed student -- that needed system access Affiliation and/or compliance tracking, but another assignment continues or immediately commences 1

2 Applies To HR Group Oracle Action Status Oracle Reason EXPLANATION. Use This When CHANGES to POSITION ATTRIBUTES RECLASSIFY or Re-TITLE a Position A staff position (and its incumbent if filled) being reclassified to a different Pay Range with a higher market reference rate. NOTE: If accompanied Position Update Position n/a Reclass to Higher Range by a salary change for the incumbent, do this Position Update action first, then also do a Salary/Pay Increase - Reclass action on the. A staff position (and its incumbent if filled) being reclassified to a different Pay Range with a lower market reference rate. NOTE: If accompanied Position Update Position n/a Reclass to Lower Range by a salary change for the incumbent, do this Position Update action first, then also do a Salary/Pay Decrease - Reclass on the. Position Update Position n/a Position Name Permanently change the "working title" (the name) of a position. Position Update Position n/a Position Pay Grade Central HR Use Only. Permanently changing the pay range to which a position is assigned. Position Update Position n/a Retitle Faculty Position Changing a faculty position to a different title/rank name (e.g., Assistant Professor to Associate Professor) DOES automatically feed to assignment. POSITION Attributes Changing the budgeted or authorized hours (and associated FTE), e.g., from 20 to 40 per week. Position Update Position n/a Position Standard Hours NOTE: Does not automatically change the working hours on. Changing the permanent attribute of a position between full time and part time Position Update Position n/a Full Time / Part Time Status NOTE: A position is considered full time if its standard hours is 30 hours per week or more (.75 FTE FTE). A position is considered part time if its standard hours are or less per week (.7499 FTE or less) DOES automatically feed to assignment Position Update Position n/a Regular /Temporary Status Position Update Position n/a Between Term & Regular Status Changing the permanent attribute of a position between regular and temporary status. A "regular" position is an ongoing position with no currently defined or anticipated ending date. A "temporary" position is one that that is normally limited to 6 months or less in duration. NOTE: For a "term" staff assignment (more than 6 months up to 2 years), set up a regular position and check "yes" in the Term field. DOES automatically feed to assignment. Changing a position between (to or from) "Term" status and "Regular" status. Select "yes" or "no" in the Term indicator field in Position; if "Yes" is selected, the position is designated as "Term." NOTE: Term positions are intended to exist for a limited period of time (generally between 6 months and 2 years); appropriate in situations where there is time-limited funding or a time-limited business need. A "Regular" position is considered to be ongoing, with recurring funding and no defined or anticipated ending date. Select "yes" or "no" in the Term indicator field in Position; if "Yes" is selected, the position is designated as "Term." A position being changed from Term to Regular should be re-posted and recruited-for; existing incumbents may apply but may or may not be the most qualified candidate. DOES NOT automatically feed to assignment Position Update Position n/a Attach New Position Description Add the latest position description as a document attachment; becomes part of the record of the position history. Position Update Position n/a Position's Work Unit Changing the Work Unit to which a position is permanently assigned. Use when the position is being permanently moved to a new Work Unit. NOTE: The "sending" Work Unit must initiate the move to the "receiving" Work Unit. DOES automatically feed to assignment. Position Update Position n/a Reports-To Relationship Permanently changing the supervisory position to which this position reports (as identified by the supervisor's Position number). DOES NOT automatically feed to assignment Position Update Position n/a Position Start/End Times Adjust the position's standard start or end time of day NOTE: (e.g., for the start/end of a standard shift? IMPACTS on T&L and Absence Mgmt) DOES NOT automatically feed to assignment. Position Update Position n/a Position Physical Location IN PROGRESS. the building, floor, room number where the position is housed [NOTE: Need rules on how units should assign these!] (also change assignment location...) DOES NOT automatically feed to assignmen Position Update Position n/a JCAT Central HR Use Only. DOES / DOES NOT automatically feed to assignment? Position Update Position n/a Inactivate position Deactivates a position that is no longer in use. s the position's Status to Inactive, but does not abolish the position's historical information. NOTE: Use this Action/Reason, for example, in cases where an employee has been RIF'd. Position Update Position Active - Payroll Work Unit Changing the work unit to which a position is permanently assigned. Use when the position is being permanently moved to a new work unit. NOTE: Action is initiated by the relinquishing work unit and workflows to the receiving unit and then to Central HR for approval. DOES automatically feed to assignment. 2

3 Applies To HR Group Oracle Action Status Oracle Reason EXPLANATION. Use This When LEAVE ACTIONS PLACE an INDIVIDUAL ON PAID LEAVE A faculty member who has been approved for Scholarly Leave (aka sabbatical) and will receive half pay & full benefits for the period of leave Scholarly Leave - Partial Pay authorized by the Dean and Provost. An employee who has been approved for Scholarly Leave (aka sabbatical) with full pay and full benefits for the period of leave authorized by the Scholarly Leave - Full Pay Dean and Provost. A tenured or tenure-track (T/TT) faculty member who is eligible for full pay for one semester in accordance with thefaculty Manual, Part VI: Parental Paid Leave - Faculty T- Faculty (regardless of whether the faculty member is also eligible for job-protected leave under FMLA). NOTE: Select this leave status TT even if the individual is also/concurrently eligible for FMLA leave due to childbirth or adoption. Parental Paid Leave - Faculty NTT A non-tenure-track faculty (NTT) member who is eligible for paid time for parental leave under provisions of their School or College policies. NOTE: Select this leave status even if the individual is also/concurrently eligible for FMLA leave due to childbirth or adoption -- if FMLA eligibility exceeds paid leave time, convert to unpaid FMLA Leave status Tennessee Maternity (TMLA) Leave A staff member who qualifies, through University HR Leave Administration, for TMLA leave due to pregnancy, childbirth, placement for foster care or adoption, or nursing an infant -- and who is in paid status while utilizing 2 weeks of paid parental and/or PTO, and/or grandfathered sick time. NOTE: An employee with a TMLA-qualifying absence of less than 2 weeks does not need to be placed on formal TMLA leave status; such absences are tracked only through Time & Labor (non-exempt employees) or Absence Management (exempt employees). NOTE: To move into an unpaid status, enter an assignment change, with Tennessee Maternity (TMLA) Leave reason, update the Status to. Family & Medical (FMLA) Leave, Continuous For an employee who qualifies, through University HR Leave Administration, for FMLA leave based on the federal Family & Medical Leave Act -- and who is in paid status while utilizing 2 weeks of paid parental and/or PTO and/or grandfathered sick time. NOTE: An employee with an FMLA-qualifying absence of less than 2 weeks does not need to be placed on formal FMLA leave status; such absences are tracked only through Time & Labor (non-exempt employees) or Absence Management (exempt employees). NOTE: To move into an unpaid status, enter an assignment change, with Family & Medical (FMLA) Leave, Continuous reason, update the Status to. An employee who is not eligible for Family & Medical Leave (FMLA) or Tennessee Maternity Leave (TMLA) but who is granted a leave for medical Personal Leave/Medical reasons (other than parental leave), while using PTO or grandfathered sick time An employee who is granted a leave for personal reasons not covered by another leave category, while using PTO. Such leaves of 30 days or less may be approved by the dept. head with notification to Central HR. Leaves of longer than 30 days require written dean/vc approval Personal Leave/Non-Medical submitted to Central HR. No personal leave may be granted for longer than one year, although an extension of up to one additional year may be granted by the dean/vc. IN PROGRESS. An employee who has been called to active duty and is entitled to 30 days of paid leave under the Military Leave policy. Military Service {Researching pay requirements under USERRA and/or VEVRA & state of TN } An employee is placed on a paid leave status at the discretion of the Chancellor, Vice Chancellor, or Dean, and in consultation with Central HR, for Administrative Leave reasons such as an extended investigative-review period or an extended non-working RIF notice period For a regular tenured or tenure-track faculty member receiving pay for a period of medical incapacity of 6 months or less; runs concurrently with Faculty Medical Leave FMLA / TMLA eligibility Worker's Compensation - Partial IN PROGRESS. An employee receiving partial pay from workers' compensation and partial pay from the University (which may include Pay compensation from an authorized, reduced work schedule and/or use of supplemental leave as permitted under policy IN PROGRESS. An employee is placed on paid leave because of a workers' compensation claim to cover the 7-day waiting period before workers Worker's Compensation - compensation disability benefits would begin. A corresponding web leave transaction should accompany this entry to use the employee's accrued Waiting Period leave to remain in paid status for all or part of the workers' compensation 7-day waiting period. PLACE AN INDIVIDUAL on UNPAID LEAVE (NOTE: Employees on Unpaid Leave are responsible for paying the employee portion of benefit premiums through a direct-bill process.) Scholarly Leave - Unpaid A faculty member who has been approved for unpaid Scholarly Leave (aka sabbatical) as authorized by the Dean and Provost. Educational Leave, Extended Tennessee Maternity (TMLA) Leave Family & Medical Leave TMLA + Short Term Disability A regular employee who has been approved to take a period of time away from work without pay to engage in class(es) and/or educationa programs that enhance the individual's knowledge, skills and behaviors, and that will ultimately benefit the University. For employees, no educational leave may be granted for longer than one semester, although an extension of up to one additional semester may be granted by the dean/vc. NOTE: Status must be updated simultaneously. A staff member who qualifies, through University HR Leave Administration, for TMLA leave due to pregnancy, childbirth, placement for foster care or adoption, or nursing an infant -- and who is in unpaid status and is not receiving short-term disability. NOTE: If the individual is receiving short-term disability, use Action/Reason /TMLA+STD. NOTE: Status must be updated simultaneously. For an employee who qualifies, through University HR Leave Administration, for FMLA leave based on the federal Family & Medical Leave Act -- - and who is in unpaid status and is not receiving short-term disability. NOTE: If the individual is receiving short-term disability, use Action/Reason /FMLA+STD A staff member who qualifies, through University HR Leave Administration, for TMLA leave due to pregnancy, childbirth, placement for foster care or adoption, or nursing an infant -- and who is in unpaid status but who is receiving short-term disability benefits. NOTE: Short term disability is considered a "benefit" (issued by an insurer) and not "pay" issued by Vanderbilt. NOTE: Status must be updated simultaneously. 3

4 Applies To HR Group Oracle Action Status Oracle Reason EXPLANATION. Use This When FMLA + Short Term Disability Personal Leave/Medical A staff member who qualifies, through University HR Leave Administration, for FMLA leave due to the employee'sown qualifying medical condition - - and who is in unpaid status but who is receiving short-term disability benefits. NOTE: Short term disability is considered a "benefit" (issued by an insurer) and not "pay" issued by Vanderbilt. NOTE: Status must be updated simultaneously. An employee who is not eligible for Family & Medical Leave (FMLA) or Tennessee Maternity Leave (TMLA) but who is granted an unpaid leave for medical reasons (other than parental leave). NOTE: An individual who has been on leave status(es) for 6 months may qualify for long-term disability (LTD) benefits. Employment typically ends when the individual is approved for LTD; requests for special extension of such leave must be endorsed through University HR. NOTE: Status must be updated simultaneously. Personal Leave/Medical + Disability An employee who is not eligible for Family & Medical Leave (FMLA) or Tennessee Maternity Leave (TMLA) but who is granted an unpaid leave for medical reasons (other than parental leave) and who is receiving either short-term disability (STD) or long-term disability benefits (LTD). NOTE: An individual who has been on leave status(es) for 6 months may qualify for long-term disability (LTD) benefits. Employment typically ends when the individual is approved for LTD; requests for special extension of such leave must be endorsed through University HR. NOTE: Status must be updated simultaneously. Personal Leave/Non-Medical Military in GENERAL Leave for Partial Year Schedule (PYS) Disciplinary Suspension Worker's Compensation Worker's Compensation - Waiting Period Ineligible to Work RETURN an INDIVIDUAL from LEAVE Status to ACTIVE Status. MUST UPDATE ASSIGNMENT STATUS with this action. Active - Payroll Active - Payroll Return from Unpaid Leave Return from Paid Leave An employee who is granted an unpaid leave for personal reasons not covered by another leave category. Such leaves of 30 days or less may be approved by the dept. head with notification to Central HR. Leaves of longer than 30 days require written dean/vc approval submitted to Central HR. No personal leave may be granted for longer than one year, although an extension of up to one additional year may be granted by the dean/vc. NOTE: Status must be updated simultaneously. IN PROGRESS. May be multiple action/reasons Placing an employee whose appointment basis is 9 months and who is paid over 9 months onto seasonal leave. This action stops the regular pay during the summer or off-season. NOTE: Status must be updated simultaneously. An employee who has been suspended for disciplinary reasons without pay. This should only be entered with an endorsement from Huma Resources. NOTE: Employees who are exempt under the FLSA must be suspended for no less than one scheduled work-week.] NOTE: Status must be updated simultaneously. IN PROGRESS. For an employee who is being placed out of work and is receiving approved Worker's Compensation benefits in lieu of regular wages. IN PROGRESS. An employee is placed on unpaid leave because of a workers' compensation claim to cover all or part of the 7- day waiting period before workers' compensation disability benefits would begin. This code should be used when the employee either has (1) no accrued paid leave; (2) elects to not use their accrued leave; or (3) has exhausted their accrued leave before the workers' compensation 7-day waiting period is exhausted. The individual cannot continue working, due to being ineligible for employment for a brief anticipated time (for reasons such as pending professiona licensure, pending current driver's license required by the position, or pending a valid work visa status). NOTE: Consult with Central HR before processing this type of assignment change. NOTE: Status must be updated simultaneously. An employee who has been on leave without pay and is returning to work. NOTE: If the employee is moving immediately from an unpaid leave to paid leave status (uncommon), use the appropriate, Paid Leave reason. An employee who has been on paid leave of absence and is returning to work. [NOTE: If the employee is moving immediately from a paid leave to unpaid leave status, use the appropriate change, Unpaid leave. 4

5 Applies To HR Group Oracle Action Status Oracle Reason EXPLANATION. Use This When END OF EMPLOYMENT CANCEL WORK RELATIONSHIP Cancel Work Relationship SEPARATION FROM EMPLOYMENT, VOLUNTARY / RESIGNATION Resignation Voluntary Separation Resignation Resignation - Military n/a Central HR Use Only. (1) The employee was hired and accepted but did not report to work as expected or (2) A hire that has been entered in the HR System but is subsequently cancelled or retracted before employment commences or (3) A hire that has been entered in the HR System that is actually a duplicate of an individual already know to the system The employee voluntarily resigns from all assignments (resigns from employment) for any reason other than failure to report, or resignation in lieu of discharge for cause. NOTES: (a) Use Involuntary Sep, Unavailability if the person is not available to return to work after a medical or personal leave; (b) If the employee is resigning from only one assignment but will continue to hold other assignment(s), use Action/Reason: End /END The employee voluntarily resigns from employment in order to join the military; may have priority re-employment rights if they return within 5 years. NOTE: An employee may resign to join the military; a current employee who is a member of the military and who is deployed may also elect to go on military leave rather than resigning, per the VU Military Leave of Absence policy. Resignation Resignation SEPARATION FROM EMPLOYMENT, INVOLUNTARY Involuntary Termination Involuntary Termination Resignation in Lieu of Discharge for Misconduct Resignation in Lieu of Discharge for Performance After a decision has been made to terminate employment (in consultation with central HR), the employee resigns from all assignments (resigns from employment) in lieu of termination for cause for misconduct or gross neglect of duty; may result in ineligibility for rehire. After a decision has been made to terminate employment (in consultation with central HR), the employee resigns from all assignments (resigns from employment) in lieu of termination for unsatisfactory performance; may remain eligible for rehire Performance Employment is terminated for cause (in consultation with Central HR), due to unsatisfactory performance; may remain eligible for rehire Misconduct Employment is terminated for cause (in consultation with Central HR), due to employee misconduct; may result in ineligibility for rehire. This includes termination for violations of attendance requirements covered under the Attendance and Punctuality policy 5

6 Applies To HR Group Oracle Action Status Oracle Reason EXPLANATION. Use This When SEPARATION from EMPLOYMENT, due to END OF AGREEMENT / POSITION / FUNDING Termination During Orientation Termination End At-Will Administrator Appointment Termination End of Faculty Contract Termination End Student Appointment Termination End of Time-Limited Termination End of Time-Limited Funding Termination Reduction in Force Employment is terminated during the orientation period for reasons (other than misconduct or gross neglect of duty) -- such as satisfactory performance but poor fit with work unit or mismatch of expectations. NOTE: For performance or misconduct, use "Involuntary Term, Performance" or "Involuntary Term, Misconduct" even if during orientation period. End the 'at-will' appointment of an administrator (at the level of director or above) at the discretion of Chancellor or Vice Chancellor. NOTE: If another assignment continues (such as a Vice Provost returning to tenured faculty position) use Action/Reason: End /End End of the stated contract period of a non-tenured faculty member (whether for a short-course, a semester, a year, or multi-year) where subsequent reappointment not immediately forthcoming. Ends all assignments (ends employment) of an undergraduate student worker, graduate TA or RA, professional TA or RA, including student "service-free stipend" appointments. NOTE: If student holds multiple assignments and not all assignments are ending, use Action/Reason: End /End End of a staff, administrator, or post-doc assignment that was designated as "Term" or "Time-Limited" (rather than "Regular") at the outset of the assignment, because the work need was not anticipated at the outset to be ongoing. NOTES: (a) The end of a term or time-limited assignment is not considered a reduction in force (RIF), and is not subject to RIF benefits; (b) For temporary or term faculty positions, use Action/Reason: Involuntary Termination/End of Contract. End of a staff or post-doc position for which the position funding was time-limited in nature from the outset, such as the end of external sponsored program or grant funding. NOTE: The end of a position due to time-limited funding is not subject to RIF benefits. A "regular" position (one that did not initially have a defined or anticipated end date, such as a term position) held by an employee is eliminated as defined by the Reduction in Force policy. NOTES: (a) If the employee retires at that time, use Action/Reason: Retirement/Retirement with RIF; (b) if the position is ending due to the end of a time-limited appointment, use End /End of Time-Limited ; (c) If the position is ending due to the end of funding that was anticipated at the time of hire, use End /End of Time-Limited Funding Employment is terminated due to the employee's unavailability to return to work at the end of an authorized leave (for reasons such as the end of a Termination Unable to Return from Leave qualified FMLA, TMLA, military, or personal leave; or upon beginning Long Term Disability) Employment is terminated (with or without cause) of an individual with a fixed-term contract, such as an athletic coach or an executive officer, to Termination Termination during Contract whom contract termination benefits may be owed. Termination Tenure not Granted Employment of a tenure-track faculty member is terminated because tenure was not granted. The individual cannot continue working, due to being ineligible for employment (for reasons such as not having a valid federal I-9 clearance, not Termination Ineligible to Work having current professional licensure or driver's license required by the position, not being in a valid work visa status, or not receiving fingerprint background clearance during the contingent employment period Termination Work Study Expended The student's Federal Work Study Award has been fully expended, and no student work assignment continues (all pay ends). NOTE: If another student assignment continues, use Action/Reason: End /Work Study Expended Ends the assignment of an individual who was not technically an employee but who needed to be known to the HR System -- such as a Termination Action/Reason: End /Conclude Non-Employee Affiliation Conclude Non-Employee independent contractor, visitor, volunteer, visiting trainee/intern, "1042" foreign scholar, or a non-employed student -- that needed system access Affiliation and/or compliance tracking, and where no other assignment continues. NOTE: If another assignment continues or immediately follows, use RETIREMENT An employee retired for any reason other than (a) faculty phased retirement; (b) retirement simultaneous with a RIF or position discontinuation; or Retirement Retirement (c) retirement of a unionized employee Retirement Conclude Phased Retirement A tenured faculty member concludes the Vanderbilt University phased retirement program and fully retires Retirement Retirement, RIF-Related An employee who retires simultaneously with a position elimination due to reduction in force. Retirement of any employee covered by a collective bargaining agreement, for which there may be specified retirement benefits (such as payout of Retirement Retirement, Union grandfathered sick leave). NOTE: Payout of such accrued leave benefits at the time of retirement must be processed using the "Manage Compensation" function in Compensation, and zero-out accrual balance in Leave System DEATH OF EMPLOYEE Death Death The employee dies while in 'active employee' status, or while on approved leave of absence. NOTE: Notify University immediately, so they can assist the work unit and family members/beneficiaries 6