HRMS Basics

Overview

What is HRMS?

• The Human Resource Management System (HRMS) is a web-based application that integrates employment-related procedures such as recruitment, hiring, separation, and compensation.

• It identifies positions as unique entities within the workforce, each with a specific set of attributes.

• Manage A&P, Classified, Student, Faculty, Librarians, School Teacher and University Affiliate positions

• Manage funding sources, pay adjustments, and leave without pay (LWOP)

• Define a clear reporting structure

• Ability to view historical attributes of positions and incumbents

• Update certain position and incumbent attributes in real time

• Allow more access to data through position and document reporting tools

Concepts and Terms

PositionA collection of attributes, responsibilities,

and tasksThe position represents the organizational

home of the incumbent/employeePosition ID

The unique 6-character alpha-numeric ID number (####AA) programmatically generated when a position is created.

Concepts and TermsInsufficient Funds

There is not enough money in the designated account to cover the position salary and/or fringe benefit charges.

Default AccountAn account established by a dean/vp office that is used only when there is missing or partial funding distribution on a monthly position. The default account is used to ensure that employees receive accurate and timely payments and proper allocation of fringe benefit charges in the event that there is missing or partial funding on the position. Default accounts are not used for hourly positions.

UnfundedWhen there is missing or partial funding, the funding section identifies use of the default account by an UNFUNDED indicator on the funding line. A warning message will also be displayed.

Concepts and Terms

EmployeeIndividual with an employment relationship with The University of Texas at Austin

IncumbentIndividual currently assigned to a position

Concepts and Terms

What is the difference between incumbent and employee in HRMS?

Incumbent describes the relationship an individual has to a position, whereas employee describes the relationship between an individual and the university, including information on all positions the individual has held.

Concepts and Terms

Assignment Relationship between an incumbent and a position. Assignments connect incumbents to the positions they hold.

Appointment Authorization to pay an employee on a particular account for certain hours, days, basis, and rate.

Concepts & termsWhat is the difference between appointments and assignments?

AppointmentsTransaction-based and affect payrollBased on account(s)Cannot cross fiscal yearsAssignmentsFuller description of an incumbent’s

relationship to the position they hold Can cross fiscal years

Position/Incumbent/Funding Relationship

SalaryBegin/end datesHours per week

Position IDOwning Unit

Job code, Job titlePosition titleSupervisor

Purpose and functionsQualifications

Hours per weekWork schedule

Recruiting requirement

Account(s)DistributionBegin/End dates

When the assignment begins, the incumbent inherits the attributes of the position and is paid from the funding source(s).

Position/incumbent/funding relationship

Position IDOwning Unit

Job code, Job titlePosition titleSupervisor

Purpose and functionsQualifications

Hours per weekWork schedule

Recruiting requirement

Account(s)DistributionBegin/End dates

When the incumbent leaves, the position stays on the org chart (nonfaculty only), is vacant, and retains its attributes and funding source(s).

The position can then be filled by another incumbent.

Funding

Funding is associated with the position, not the incumbent.

Positions can be funded by more than one unit. The owning unit manages all funding on the position, but the document routes to each unit funding the position.

Leave Without Pay (LWOP) is associated with the incumbent, not the position.

Funding

End date of 8/31 (formerly used for appointments) is no longer necessary and should not be used unless the position, funding, or assignment is actually ending.

Account distribution percentage is not the same as appointment percent time.

Funding distribution for positions must total 100%. If 100% distribution is not provided, then HRMS will display an UNFUNDED line for the missing funding percentage.

Pooled positions require 100% funding by a single account.

HRMS Documents

Most actions in HRMS are driven by the creation of documents.

Documents are electronic forms used to create or update positions and assignments.

Each document has a unique document ID.

Documents route for approval. Routing controls the approvals required on electronic documents and is administered by the electronic office manager or delegates.

Security and Routing• Security

• Authorizations and document routing are set up in Electronic Office Management (EOM) by electronic office managers and delegates.

• The unit that owns the position must be in an authorization view for which the creator of the document is authorized.

• RoutingRouting controls the approvals required on electronic documents and is administered in EOM by electronic office managers and delegates.

Training

Where can I find out about training?

Training resources are available here: http://www.utexas.edu/business/erp/hrms/training.php

Support• Where can I get help?

• Online Helphttp://www.utexas.edu/business/erp/hrms/help/

• HRS Representativehttp://www.utexas.edu/hr/hrpro/lookup/

•Frequently asked questions askUS - https://austin-utexas.custhelp.com •Report an issue with HRMS (UT EID required)

https://utdirect.utexas.edu/security-443/UTEIDLogon.wb