Graduate students may be hired into Graduate/Teaching/Research Assistantships or into undergraduate positions. Guidelines are different for each type of position.
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All FMLA leaves (other than intermittent) must be entered into Job Data.
- Supervisors should communicate with the proxy before submitting a delegation request.
Termination refers to ending an employee appointment with the University in HRMS. Termination steps must be completed for the following changes: resignations, layoff, nonrenewal of a contract, end of an appointment, end of a summer appointment, death, and retirement. The following steps must be completed to terminate an employee.
Schedules are identified and assigned in HRMS to employees with set schedules. Accurate schedules are critical as they are used in the calculation of absence requests and timesheets.
Once the employee relationship is established in HRMS, by completing the Manage Hires page, complete the Job Data page and its multiple tabs in Workforce Administration.
Units routinely monitor and identify issues with employee timesheets that may require the unit to accurately adjust an employee's timesheet.
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Comp Time and Overtime applies to eligible employees under circumstances as described in Employee Contracts and in the OHR resource: OHR Policy and Guidelines on Pay Practices.
Sabbaticals are leaves that may be requested by eligible faculty. The following HRMS areas are involved with entering sabbaticals: Appointment Entry, Additional Pay, and Payroll (Absence Management).
The existence of an employee's past summer appointment in part determines how the Job Data must be entered, as described below. The scenarios specific to Graduate Assistants include details on completing a "Comp Rate" on the Job Data > Compensation tab. Summer appointments which are not Graduate Assistants are paid using Additional Pay.
Appointment entry reminders and tips in preparation for fall.
System defined rules are set up in HRMS to check for the validity of reported time on timesheets. If a timesheet entry does not pass system inspection an exception will occur.
All exceptions must be resolved prior to payroll close or the employee may not get paid.
Overview and procedures for entering academic appointments that are temp or casual.
Entering new external hire appointment data that comes from Recruiting Solutions in the Human Resources Management System (HRMS) involves five steps.
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Schedules are identified and assigned in HRMS for employees with set schedules (e.g., Monday– Friday, 8 hours a day = 40 hours each week).
Use this Resource Collection page to locate the many components of the process for managing Summer Research and Teaching Appointments in HRMS.
Results within this collection
Steps to enter an employee layoff or nonrenewal.
The unit time administrator should use Reporting Center queries to monitor and validate payable time.
Payroll reminders and tips in preparation for fall.
Additional Pay is automatically prorated depending on the Job Data Action. There are cases for which Additional Pay must be manually prorated.