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Read HRMS Tips.
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HRMS Tip: Reassigning Students
In *DEFINE I was able to split student reappointments to separate registered students from non-registered and continue processing. How can I do this in HRMS?
Currently splitting a Mass Assignment document into groups of registered and non-registered students is not available. However this is planned to become available in the future.
In the mean time, here are tips to work around this issue:
- When working with a Mass Assignment document, it is not necessary to assign the maximum number of incumbents at one time. A Mass Assignment document can contain a single incumbent as well as any number up to the maximum allowed on a one Mass Assignment, which is 35. If you have a mixed population of registered and non-registered students, you will receive an error message indicating which students have not registered. You can then delete those non-registered incumbents from the Mass Assignment and complete your original document.
- Remaining non-registered students can be processed via another Mass Assignment document after they have registered.
- Multiple Mass Assignment documents for the same pool can be in routing at the same time. Additionally one student can have more than one assignment within the same pool with different pay rates.
HRMS Support During Winter Break
With the university closing during winter break (December 22 to January 4), HRMS Support will monitor issues for emergency situations only, and only on days where skeleton crews are required (12/22, 12/23, 12/29, 12/30, and 12/31). If there is an emergency situation, e.g., site downtime due to server issues, please report it using the HRMS Support Web form. Please do not report an emergency situation via the HRMS Helpline phone number as messages left there will not be returned during winter break.
Full user support will resume when the university opens on January 4th.
HRMS Training
Visit the HRMS Training page to watch new Affiliated Worker videos and sign up for courses. There is still room available for the January 6th PN752 HRMS - Student Positions class!
Changes to Audits
In response to user issues, the HRMS team has changed two audits that will generate warnings for users, rather than errors.
Changes to Student Assignment Audit
The HRMS team has changed the non-academic student audit for Assignments as regards having to be both registered and paid.
Many users who work with students have begun reassignment processes in preparation for the spring semester. When trying to process these Assignment or Mass Assignment documents, users received errors in HRMS if a student had not yet both registered and paid, preventing users from processing assignment and mass assignment documents.
The HRMS team has loosened this audit to work similarly as in *DEFINE. If a student has not yet paid tuition but has registered, the user will receive a warning, instead of an error. By making this a warning instead of an error, the user will be allowed to complete the document. This warning will apply to non-academic student titles only. Academic student titles, including graduate student titles, will continue to receive errors if students have not paid and registered for the semester; this follows the same process as *DEFINE reappointments.
This audit change will affect any documents that were in created status before the change was made, meaning if you received an error on your document before, you should now only receive a warning.
Changes to Assignment Audit
The HRMS team has loosened an assignment audit. We are informing you of this change in case you have pending documents or work that may be affected.
When either modifying an incumbent or hiring an applicant from a Recruiting Summary, a warning message will display if the employee’s/applicant’s combined assignments are more than 40 hours per week (100%). Previously, this was hard audited, and the system gave the user an error message, rather than a warning, for combined assignments totaling more than 40 hours per week.
Read HRMS Tips.
Read archived announcements.
To receive announcements through e-mail, contact hrms-communications@austin.utexas.edu.
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