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HRMS FAQs
HRMS FAQs are located in askUS, where you can view information on a variety of topics and search by keyword. askUS also contains other information on university systems and policies, which you may find helpful.  Information on HRMS is updated and added to askUS on an ongoing basis.
NEW! FAQs
I am finishing a Recruiting Summary that I began before HRMS Phase 2 went live. When I try to complete it, I receive this warning message “This document will result in appointments paid from a default account.” What do I need to do?
This is happening because no funding was loaded for the position since there was not a current assignment for this position at the time of data conversion. This will affect Recruiting Summaries that were in-process at the time of data conversion and any initiated in the future for positions without funding. To resolve this you can either add funding via a Modify document and then route the Recruiting Summary forward after the Modify document is final approved, or add funding via a Modify document after the Recruiting Summary has been final approved.
Even though prior to Phase 2, Recruiting Summaries did contain account number information, these accounts were not stored on the position but were used to control the document’s routing.
How will I be able to make adjustments to appointments after HRMS Phase 2 goes live?
After HRMS Phase 2 goes live, users will be able to make appointment changes through assignment functionality in HRMS for 11/1/2009 onward. For periods prior to 11/1/2009 (retroactive changes), changes to appointments will need to be made in *DEFINE. With phase 2, if you need to make an appointment change or create an appointment that crosses 11/1/2009, you will need to make the change or create the new appointment in *DEFINE for the period up to 10/31/2009 and then make a change to the assignment or create the new assignment in HRMS for the period from 11/1/2009 onward.
After HRMS Phase 2 goes live, how will I handle a reclassification in HRMS if the effective date is prior to 11/1/2009?
Once HRMS Phase 2 goes live, users will need to work in both *DEFINE and HRMS to reclassify a position IF the reclassification is to take effect prior to 11/1/2009 (this is the date that appointment data will begin being managed through HRMS). For positions that need to be reclassified , with an effective date prior to 11/1/2009, users will need to process appointment changes IF the annual rate needs to be adjusted, using the employee’s previous job code in *DEFINE. Users will then need to complete a Reclassify document in HRMS with an effective date of 11/1/2009, and can include any information about the actual date of the reclassification taking effect prior to 11/1/2009 in the Reclassify document justification section or notes.
What is an affiliated worker?
Affiliated workers are individuals who do work for the university outside of traditional employment. They can be paid or unpaid and may have an affiliated worker position in addition to another position at the university. They may be individuals who need access to university services such as the ID center or parking privileges. Affiliated worker types and examples include:
- Visiting researchers/scholars/scientists (including those independently funded by a grant or government)
- Adjunct/clinical professionals (such as preceptors or social work liaisons)
- Independent contractors (professional facilitators, contract trainers, etc.)
- Employees of contractors (elevator repair, equipment installation)
- Casual employees (stagehands, ushers)
- Employees of UT-affiliated organizations (Ex-Students Association)
- Employees of governmental agencies (ROTC, state auditors, military recruiters)
- Employees with an additional departmental affiliation (when a department wants to officially affiliate an employee but not fund)
- Visiting student workers (students who assist researchers)
- Volunteers (museum docents and guides)
- Other (any other worker who needs access to university services, but does not fit into any of the existing types of Affiliated Worker)
When must an affiliated worker position be created in HRMS?
At this time, an affiliated worker position must be created in HRMS ONLY if the individual requires services and accesses that would have been granted through creation of a 0% appointment in *DEFINE, or through an Official Visitor Letter. An affiliated worker position and associated assignments can be created for purposes of tracking workers, if a department wishes to do so.
What is the difference between an appointment and an assignment?
Appointments are transaction-based and affect payroll, meaning if there is a payroll-related change to an employee, an appointment needs to be generated. Assignments give a fuller description of an incumbent’s relationship to his or her position, in addition to including information once found through appointments (prior to November 1, 2009).
What is the difference between an incumbent and an employee?
In HRMS, an incumbent describes the relationship an individual has to a position, whereas an employee describes the relationship between an individual and the university, including information on all positions that person has held.
What is a pooled position?
Pooling is the process of allowing a single position to have multiple incumbents and will be available for student and affiliated worker positions.
What are the benefits of pools?
Users will be able to easily manage and efficiently update a pooled position. For instance, if all incumbents in a pooled position are moved to a new location, that attribute could easily be updated on one page of HRMS rather than in multiple places for each incumbent within the pool.
In addition, if a new group of students is being entered into HRMS and they meet the criteria for a pooled position, only one position has to be created rather than one position for each of the employees.
How will pools be created at the time of data conversion for HRMS Phase 2?
At the time of data conversion, pooled positions for students will automatically be created when account number, job code, pay type, work days, and, for campuses other than UT Austin, assignment dates (e.g., semester, long session) match across EIDs. Users will be able to adjust these pools as they see fit and may want to make large pools smaller or organize them differently. No pools will automatically be set up for affiliated workers during data conversion; users will be able to create these pools after Phase 2 goes live.
How should I organize and set up pools?
To belong to a pool in HRMS, incumbents must share the same student or affiliated worker job code, pay type, work days, and must be paid from the same single account.
Options for organizing pools include:
- By shared supervisor.
- By work location.
- By job duties.
These options are only suggestions. Users will be able to organize pools in whatever way is most applicable to their work areas.
What is a Position of Special Trust?
A Position of Special Trust is any position that gives incumbents special privileges or elevated access to systems or Category-1 data.
In HRMS, at the time of position creation, Position of Special of Trust is an option, but not a requirement, that a user may designate as an attribute of that position. If a position is designated as one of special trust, incumbents should complete the Position of Special Trust form located here: https://www.utexas.edu/vp/it/policies/uts165/specialtrust/. (Please note: this form is for UT Austin).
Read more information on this policy from the office of the Vice President for Information Technology.
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