HRMS Basics

Overview What is HRMS? HRMS Functions and Features Concepts and Terms Position/Incumbent/Funding Relationship Funding Documents Security and Routing Training Support

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.

HRMS Functions and Features 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

HRMS Functions and Features 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 Position A collection of attributes, responsibilities, and tasks T he position represents the organizational home of the incumbent/employee Position ID The unique 6-character alpha-numeric ID number (####AA) programmatically generated when a position is created.

Concepts and Terms Insufficient Funds There is not enough money in the designated account to cover the position salary and/or fringe benefit charges. Default Account An 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. Unfunded When 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 Employee Individual with an employment relationship with The University of Texas at Austin Incumbent Individual 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 & terms What is the difference between appointments and assignments? Appointments Transaction-based and affect payroll Based on account(s) Cannot cross fiscal years Assignments Fuller description of an incumbent’s relationship to the position they hold Can cross fiscal years

Position/Incumbent/Funding Relationship Salary Begin/end dates Hours per week Position ID Owning Unit Job code, Job title Position title Supervisor Purpose and functions Qualifications Hours per week Work schedule Recruiting requirement Account(s) Distribution Begin/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 ID Owning Unit Job code, Job title Position title Supervisor Purpose and functions Qualifications Hours per week Work schedule Recruiting requirement Account(s) Distribution Begin/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. Routing Routing 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:

Support Where can I get help? Online Help HRS Representative Frequently asked questions askUS - Report an issue with HRMS (UT EID required) on.wb