DHRS FAQs - Human Resources FAQs, University of Miami

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DHRS Frequently Asked Questions

DHRS Access & Training	New Hire/Rehire
Additive Pay	Retro Pay
Casual Workers	Salary Change
Inquire/Browse DHRS	Termination/Layoff
Job Code/Status Change	Update Biographical Information
Leave of Absence/Return from Leave of Absence	Update Supervisor
Moves	Miscellaneous

Questions

DHRS Access & Training

How do I get a User ID and Password to sign on to DHRS Web?

Does Human Resources (Gables Campus) provide DHRS training?

Who do I contact for DHRS training in the inquiry screens, document submission, and the approval process?

Additive Pay

Should Composite Fringe Benefits (CFB) be charged to the department when it submits an additive pay, such as cell phone payment or overload?

If a supplement or any other non-base assignment is submitted into DHRS via DHRS Web, will the Budget Roll, when it takes place, roll the base assignment also?

Bonus

How do I process a bonus?

Overload

How do I process an overload for an Administrative Professional, Faculty, or Research employee?

Can I process an overload for a non-exempt (hourly-paid) employee?

How do I know what FTE to use when processing a teaching overload?

Casual Workers

What is the description of a Casual Worker?

For what period of time can an HW Casual Worker be employed?

For what period of time can a TT Casual Worker be employed?

How are HW Casual Workers terminated?

How are TT Casual Workers terminated?

How are RH Casual Workers terminated?

Inquire/Browse DHRS

How can I view all the employees paid by my account number ("green screens")?

How can I look up an employee's salary?

How do I view documents pending approval for my department?

How do I view documents pending approval for a specific employee?

How can you determine whether a document was approved on the web or on the "green screens?"

What is the corresponding screen for BRSPAY ("green screens") in DHRS Web?

Job Code/Status Change

How can I change one of my employees to part-time status?

What document needs to be submitted in DHRS Web to change an exempt full-time regular employee to exempt part-time regular status?

Can the document to change an exempt full-time regular employee to exempt part-time regular status be submitted in DHRS Web in advance? Example: Can the document be submitted in July even though the change is effective on September 1^st?

How is the new salary calculated for an exempt full-time regular employee that changed to exempt part-time regular status?

What happens to the sick and vacation time of an exempt full-time regular employee that changed to exempt part-time regular status? How much should the employee accrue?

What happens to the retirement benefits of an exempt full-time regular employee that changed to exempt part-time regular status?

What happens to the benefits of an exempt full-time regular employee that changed to exempt part-time regular status?

Leave of Absence/Return from Leave of Absence

How do I process a leave of absence/return from a leave of absence?

Can Leaves of Absence be processed retroactively in DHRS?

I have an employee on a paid medical leave with a return date falling on a scheduled holiday. How do I process the return document in DHRS?

I just found out that an employee in one of my departments was on a leave of absence for 2 months and nothing was submitted to HR/Faculty Affairs on DHRS. Should I do something about this now?

Moves

Can a move (transfer or promotion) be effective in the middle of a biweekly pay period for a non-exempt (hourly-paid) employee?

How do I transfer an employee into my department?

How do I process a promotion for an employee in my department?

Which faculty job titles are eligible for PR status (regular employee FTE of 50% - 99%) and which are eligible for PA status (regular employee FTE of 50% - 99%)?

New Hire/Rehire

How do I process a new hire document for a permanent employee?

When processing a New Hire document, is a foreign address allowable for the emergency contact?

What Start/End Event Codes must be used when hiring a previous student/casual worker/temporary employee to a regular position?

Which faculty job titles are eligible for PR status (regular employee FTE of 50% - 99%) and which are eligible for PA status (regular employee FTE of 50% - 99%)?

I have a temporary employee that I just hired into a regular position. How do I do this in DHRS?

Retro Pay

Is retro pay for monthly-paid employees (Faculty, Research, Administrators) calculated by DHRS?

How and when do you calculate retro pay for a non-exempt (hourly-paid) employee?

Salary Change

When a temporary salary change is due to a shift differential, should we use the salary change or the shift differential event code combination?

How can I pay a 10 by 12 Exempt (A01) employee for work performed outside his/her regular work schedule?

Termination/Layoff

How do I process a layoff?

What is the earliest that I can process a termination or layoff for a regular, non-exempt employee?

Can a regular employee have an assignment ending prior to the fiscal year end, May 31?

How much time should exempt (monthly) and non-exempt (hourly) employees give when resigning?

Update Biographical Information

How do you update an employee's name prefix or suffix (Dr, Ms, Miss, PhD, Junior, III)?

How do employees change their name in the Human Resources System?

I just got divorced, how can I change my name and marital status?

I recently married, how can I change my name and marital status?

I recently became a US citizen, how can I change my citizenship status in the Human Resources System?

Who does the University of Miami consider to be a domestic partner for Benefits/Emergency Contact code?

Update Supervisor

How do I update the supervisor for an employee in my department?

Is there a way to do a global supervisor change?

How can I update my supervisor?

Miscellaneous

How can I adjust my printer settings to print in landscape?

How can I find additional help in DHRS Web?

How can I find the new compensation architecture in DHRS Web?

Where can I get the latest DHRS updates?

Why do I get error messages such as "the ID number is incorrect" or "Person is Not an Employee"?

Why did I get a little red x and stick man and my keyboard is locked?

Can default accounts be used on a document?

How long will it take to update a name in the Global Address List?

Can a position number be used for more than one employee?

How can a Calendar ID be updated in DHRS?

Which faculty job titles are eligible for PR status (regular employee FTE of 50% - 99%) and which are eligible for PA status (regular employee FTE of 50% - 99%)?

I just approved a document in DHRS, but I don't see it in "Assignment Browse;" why does this happen?

What is the Employee Salary Breakdown?

What does the Earnings Based Salary field show?

What is the Fiscal Year Salary?

When adding a person using ADD PERSON in DHRS Web, what effective date should be used?

Who creates new locator codes in DHRS?

Questions and Answers

How do I get a User ID and Password to sign on to DHRS Web?

If you already have a PIDMS User ID and you have access to DHRS on the "green screens," you can use the same User ID and Password to sign on to DHRS Web on UMAPPS (https://umapps1.miami.edu/). If you do not already have access to DHRS, you will need to complete the DHRS Access Form¹. Employees that need input access will also have to submit a DHRS Approval Loop Form². Both forms are found on the HR Forms website.

¹ Instructions to complete the DHRS Access Form in ARIBA (UMeNet)

² Instructions to complete the DHRS Approval Loop Form in ARIBA (UMeNet)

Does Human Resources (Gables Campus) provide DHRS training?

Yes. The following files illustrate how DHRS training is administered for Coral Gables/RSMAS employees.

DHRS Training Flow Chart

DHRS Training Steps

Who do I contact for DHRS training in the inquiry screens, document submission, and the approval process?

DHRS Training is handled on a one-on-one basis. The Human Resources offices on the Coral Gables and Medical campuses provide DHRS training. Please contact the appropriate Central Office for more information.

Should Composite Fringe Benefits (CFB) be charged to the department when it submits an additive pay, such as cell phone payment or overload?

Yes, the CFB will be included in these types of payment. For more information, please refer to the Expense Object Codes Explanations web site, since object codes will determine if the assignment will or will not have CFB.

If a supplement or any other non-base assignment is submitted into DHRS via DHRS Web, will the Budget Roll, when it takes place, roll the base assignment also?

If the following earning codes are in DHRS when the roll occurs, the roll from B-Prep will still continue:

Document Type	Earning Codes
Additive Pay	791 792 793 794 795 796 903 910 911
Bonus Pay	450 451 452 453 462 463
Deferred Pay	902
Overload Pay	400 401 402
Summer Pay	788 789 790 798 799

How do I process a bonus?

To guide you in processing a Bonus using DHRS Web, please see the DHRS Manual - Bonus Process.

How do I process an overload for an Administrative Professional, Faculty, or Research employee?

To guide you in processing an Overload using DHRS Web, please see the DHRS Manual - Overload Process.

Can I process an overload for a non-exempt (hourly-paid) employee?

No, non-exempt (hourly-paid) employees cannot be paid an overload in DHRS. Therefore, if there is an "overload" or temporary instructor type pay situation, it must be handled via Kronos.

"Overload," normally referred to as a "float" assignment for non-exempt employees cannot be processed in DHRS. If an account other than the employee's base assignment account will be used to pay for the extra hours worked as a result of the float, the information must be noted in Kronos. The department assigning the "overload" or "float" assignment will pay the overtime incurred.

The work week begins on Friday and ends on Thursday. Hours exceeding 40 in the work week must be paid at the overtime rate. Hours worked during regular days off must be recorded as overtime hours for regular, full-time employees.

The following example illustrates how an "overload" can be processed in Kronos:

Hourly-paid employee teaching a class or performing duties for another department or as an "overload" type situation:

If the instructor/"overload" duties will be paid using the current pay rate time and one half:

Employee clocks in with a 60 when working as an instructor (this will pay automatically at time and one half).
Account number of the department paying for instructor duties will have to be entered in Kronos by the person that approves the timecard.

Employee clocks in with a 5 (float) and enters the department number.
The person that approves the timecard will have to move the "float" amounts to an OT work rule.

If the instructor/"overload" duties will be paid using a pre-arranged amount (for example, $200 per class):

Calculate the employee's time and one half rate based on current pay rate.
Divide $200 (or pay per week for hours worked as instructor) by the time and one half pay rate.
Input hours using pay code 350 and comment "Special Project."

How do I know what FTE to use when processing a teaching overload?

View the Overload Credits Table.

What is the description of a Casual Worker?

There are several kinds of Casual Workers:

TT: can work full or part time in any department for a maximum of 12 months. Assignments do not roll over at the end of the fiscal year.
HW: can work seasonally or less than 200 hours per year (generally, no more than 7.5 hours per pay period). Assignments roll over to the next fiscal year.
RH: a working retiree that can work indefinitely (not limited to 12 months, but cannot work more than 999 hours per year). Assignments do not roll over to the next fiscal year.

For what period of time can an HW Casual Worker be employed?

HW Casual Workers can have an indefinite work assignment in DHRS. However, they must be seasonal workers (called to work during registration periods or for proctoring only) or work no more than 7.5 hours per pay period.

For what period of time can a TT Casual Worker be employed?

TT Casual Workers can work for up to 12 months. This includes in the same or different departments.
TT Casual Workers have to wait another 12 months before being rehired as a Casual Worker.
If the department still needs the TT Casual Worker after the 12 months, the employee must be placed in the Temporary Pool.

How are HW Casual Workers terminated?

HW Casual Workers are terminated automatically by DHRS as part of a batch if there has not been pay in the previous fiscal year when a rollover occurs, even if there is an active assignment.

How are TT Casual Workers terminated?

TT Casual Workers are terminated automatically in DHRS if they have not had an active assignment in the last 30 days (system does not look at last pay date). They are terminated from a batch program.

How are RH Casual Workers terminated?

RH Casual Workers are currently batch terminated after 13 months of inactivity (they have had no active assignment; system does not look at last pay date).

How can I view all the employees paid by my account number ("green screens")?

In the Inquiry Menu (find it in the DHRS Main Menu) select BRSEMPAC (Browse Employees by Account). In the Account field, input your account number and press Enter. You may also limit the employees displayed by inputting the Sub-Object only for specific employee types (for example, to see all Gables-Marine campuses Admin/Professionals, the object code is 1201).

How can I look up an employee's salary?

To view an employee's salary using DHRS Web, access the online system by going to: https://umapps1.miami.edu/

Once you access the system:

Click on the Employee Tab - Inquire/Update Data - Assignment Browse
Enter the employee's UM ID and click on Retrieve
All employee's assignments will display. To see the current pay information, look for the most current base pay assignment in the Period Amount column. The Period Amount column will display the monthly or hourly amount depending on the type of employee.

How do I view documents pending approval for my department?

To view documents pending approval for your department, please see Browse Documents by Department.

For more detailed information, view this presentation.

How do I view documents pending approval for a specific employee?

To view documents pending approval for a specific employee, please see Browse Documents by Employee.

For more detailed information, view this presentation.

How can you determine whether a document was approved on the web or on the "green screens?"

On the Document Approvals screen, under Status, it'll show "Approved (Web)" if the document was approved using DHRS Web.

What is the corresponding screen for BRSPAY ("green screens") in DHRS Web?

The corresponding screen for BRSPAY in DHRS Web is the Assignment Browse Screen, which is found under the Employee and Inquire tabs.

How can I change one of my employees to part-time status?

To change a regular employee from full-time to part-time status, the department must submit a Job Code Status Change Document in DHRS Web.

Be aware that the new/updated Job Description must be forwarded to Human Resources prior to the submission of the document and the Kronos screen must be updated properly to show the correct Tag/Template information. In addition, please know that no Ariba document is required and the position must not be updated in DHRS.

For step-by-step guidance, refer to the following resources:

If further assistance is needed, contact the appropriate Human Resources Office

What document needs to be submitted in DHRS Web to change an exempt full-time regular employee to exempt part-time regular status?

For this change to take effect, a Job Code/Status Change document must be submitted in DHRS Web by accessing the Document Submission menu.

Helpful links for the submission of the document:

Job Code/Status Change Checklist

Job Code/Status Change Instructions

Can the document to change an exempt full-time regular employee to exempt part-time regular status be submitted in DHRS Web in advance? Example: Can the document be submitted in July even though the change is effective on September 1^st?

Yes, the Job Code/Status Change document can be submitted in advance. For example, it can be submitted in July, but the submitter must input September 1^st as the effective and start date of the document.

How is the new salary calculated for an exempt full-time regular employee whose status changed to exempt part-time regular?

Calculate how many hours the employee will work a month and divide those hours by 163.75 to obtain the percent. Multiply the % by the full-time regular (FR) monthly amount to get the part-time regular (PR) monthly amount:

Hours Employee Works Per Month ÷ 163.75 = %
% × Full Time Regular (FR) Monthly Amount ($) = Part Time Regular (PR) Monthly Amount ($)

Example:

Employee status will change from exempt full-time regular to exempt part-time regular 50%

163.75 ÷ 50% = 81.87 hours per month

Employee's monthly salary as an exempt full-time regular employee was $3000

New pay rate as an exempt part-time regular 50% employee will be $1500 per month ($3000 × 50% = $1500)

What happens to the sick and vacation time of an exempt full-time regular employee that changed to exempt part-time regular status? How much should the employee accrue?

The employee will accrue the same, but the days will be worth less. The total balance will also be worth the part-time rate once the status change is effective.

Example:

The employee had 10 vacation days at the full-time regular (FR) FTE. Now, the employee would have 10 vacation days at the part-time regular (PR) FTE. If the employee is separated as a part-time regular, the 10 vacation days will be worth the following: Annual Salary ÷ 260 × 10 days

What happens to the retirement benefits of an exempt full-time regular employee that changed to exempt part-time regular status?

The employee must contact the Benefits Administration Office at (305) 284-3004.

What happens to the benefits of an exempt full-time regular employee that changed to exempt part-time regular status?

For sick, vacation, floaters, and holidays, the employee will receive whatever his/her daily rate is as a part-time regular FTE. For all other benefits, the employee must contact the Benefits Administration Office at (305) 284-3004 since they will all change.

How do I process a leave of absence/return from a leave of absence?

To guide you in processing a Leave of Absence or a Return from a Leave of Absence using DHRS Web, please see the DHRS Manual - Leave of Absence Process and the DHRS Manual - Return from Leave of Absence Process.

Can Leaves of Absence be processed retroactively in DHRS?

Yes. A leave of absence must always be processed in DHRS if the leave time exceeded 14 calendar days. If you need to process the leave of absence after the fact (the employee has already returned), Human Resources can guide you in how to do this in DHRS. Always ensure that the employee has provided you with the required documentation.

I have an employee on a paid medical leave with a return date falling on a scheduled holiday. How do I process the return document in DHRS?

Return the employee on the next business day following the holiday. The holiday should be fully paid if the employee is on a paid leave of absence. If the employee is on an unpaid leave, the holiday is not paid and must be removed from Kronos if it was added by the system.

For employees on Short Term Disability, the holiday pay will be 33.33% of the regularly paid holiday hours. These must be adjusted in Kronos or the employee will be overpaid. If the employee is overpaid, a revised time sheet should be submitted to Payroll for adjustment to the hours and pay in a subsequent pay period.

For revised time sheet forms, visit the payroll web site.

I just found out that an employee in one of my departments was on a leave of absence for 2 months and nothing was submitted to HR/Faculty Affairs In DHRS. Should I do something about this now?

Absolutely. A leave of absence must always be processed in DHRS if the leave time exceeds 14 calendar days. If you need to process the leave of absence after the fact (the employee has already returned), Human Resources can guide you in how to do this in DHRS. Always ensure that the employee has provided you with the required documentation.

Can a move (transfer or promotion) be effective in the middle of a biweekly pay period for a non-exempt (hourly-paid) employee?

To ensure proper pay all moves for hourly-paid employees should be made effective at the beginning of the biweekly pay period. This includes regular new hire employees that were in the Temporary Pool or a Casual Worker or Student Worker in the previous pay period (temp to perm).

How do I transfer an employee into my department?

To process a Different Department Promotion, Lateral, or Downward Move (move an employee from a different department into your department), use the following resources:

How do I process a promotion for an employee in my department?

To guide you in processing a Same Department Promotion, please use the following resources:

How do I process a new hire document for a permanent employee?

To guide you in processing a New Hire document using DHRS Web, please see the DHRS Manual - New Hire Process.

When processing a New Hire document, is a foreign address allowable for the emergency contact?

Yes. A foreign address is input the same way as a US address except that the "State" and "Zip Code" fields could be left blank. The "Country" field must be changed to the appropriate country given that the country US defaults. The "Phone Number" field must be completed and can have as many digits as necessary (hyphens or dashes are not necessary).

What Start/End Event Codes must be used when hiring a previous student/casual worker/temporary employee to a regular position?

The Start/End Event Code must be "A." If the person was a previous regular employee that left the University and has been rehired as a regular employee, the Start/End Event Code must be "B."

Is retro pay for monthly-paid employees (Faculty, Research, Administrators) calculated by DHRS?

DHRS will only calculate retro pay in the pay distribution assignment only if a new hire document contains a hire date in a previous pay period. For example, an employee is hired on 1-29-07, but the new hire document is entered after the January monthly payroll has passed. The pay distribution of the new hire assignment will show in the Account Distribution one row containing the dates 1/29/2007 to 1/31/2007 and the partial pay rate (this amount is the retro pay amount for January pay). There will be another row with dates 2/1/2007 to 5/31/2007 with the monthly amount to be paid each month until the end of the fiscal year. In this example, the retro pay amount would be on the first row of the account distribution.

How and when do you calculate retro pay for a non-exempt (hourly-paid) employee?

Hourly employees that were paid incorrectly due to a timecard issue (in Kronos or timesheet) must submit a revised timesheet to get the retro pay. The only time a retro pay dollar amount is calculated and paid via DHRS is if an employee was paid a wrong pay rate in a previous pay period. The retro pay amount is calculated by multiplying the correct hourly rate by the number of hours worked (1.5 if time and a half), and subtracting what was already paid for the same hours in that pay period. For more information, please see the Retro-Pay Worksheet (Non-Exempt).

When a temporary salary change is due to a shift differential, should we use the salary change or the shift differential event code combination?

The shift differential event code must be used in this case, even though the change is also consider a temporary salary change.

Example:

An employee is supposed to receive a temporary salary change due to an addition of a 10% shift differential. The departmental submitter will use the OT-PT event code combination instead of JT-JA.

Event Code - Definitions:

OT - add 10% shift differential

PT - end of 10% shift differential

JT - Temporary Salary Change

JA - Salary Change

How can I pay a 10 by 12 Exempt (A01) employee for work performed outside his/her regular work schedule?

In order to pay a 10 by 12 Exempt (A01) employee for work performed outside his/her regular work schedule:

Calculate the additional payment
Process a Temporary Salary Change document using DHRS Web to add the additional payment to the regular assignment effective the current pay period. Ensure that the salary change document also contains an assignment to return the employee to his regular salary effective the following month.

Example:

John Doe is an Exempt Employee (A01) to whom the department owes payment of $1000 for days worked outside his regular work schedule in a previous month. Mr. Doe has a monthly Salary of $4000.

To pay for the extra days worked, the department must submit a temporary salary change effective the current month (example: September 2009). The assignments in the document should be entered as follows:

Salary Change - Employee Information Section:

Effective Date: September 1, 2009
Remarks: Explain in detail the reason for the document. Example: Temporary Salary Change document to add payment for days worked outside employee’s regular schedule (10 by 12 employee)

Salary Change - Pay Distribution Section:

From September 1 to September 30, 2009 - Event Code JT (Temporary Salary Change) and Pay Rate Amount $5000 ($4000 regular monthly pay + $1000 owed for days worked outside regular work schedule)
From October 1, 2009 to May 31, 2010 (End of the Fiscal Year) – Event Code JA (Salary Change) and Pay Rate Amount $4000 (employee will go back to the regular monthly pay)

How do I process a layoff?

To guide you in processing a Layoff document using DHRS Web, please see the DHRS Manual - Layoff Process.

What is the earliest that I can process a termination or layoff for a regular, non-exempt employee?

A termination or layoff for an hourly-paid employee should not be initiated until the day after (Tuesday) the final biweekly payroll has been processed for the pay period in which the employee last worked (even if it is just one day). If a termination or layoff is initiated before the appropriate date (even if the document is just put on hold or if it is submitted but not approved) the employee will not get paid for the vacation accrued in the final pay period.

Can a regular employee have an assignment ending prior to the fiscal year end, May 31?

It is an HR Policy that all regular employees must have a current assignment ending at the end of the fiscal year. If the regular account is a sponsored account and the funds will be exhausted prior to the end of the fiscal year, a default account can be used to cover for the period of time the new sponsored account number has not been received. When the new account number is assigned, an account change document must be processed via DHRS Web to avoid payment via a default account.

How much time should exempt (monthly paid) and non-exempt (hourly-paid) employees give when resigning

Exempt employees: 1month

Non-Exempt employees: 2 weeks

How do you update an employee's name prefix or suffix (Dr, Ms, Miss, PhD, Junior, III)?

Employee prefixes are updated in the Update Name Process (UPDNAME) on the DHRS Green Screens only. This function is only available to Central Office users. Some prefix changes may require documentation before an update can be done (such as for Dr.).

How do employees change their name in the Human Resources System?

DHRS requires that the employee's legal name is used. The name that appears on the Social Security Card is the only name that will be used in DHRS. If an employee wishes to change his/her name in DHRS, he/she must first provide Human Resources/Faculty Affairs with the Social Security Card with the new name on it. This applies to errors on the Social Security Card as well. This is for the protection of the employee. All new hire employees are required to provide Human Resources/Faculty Affairs with a Social Security Card for name and SSN number verification.

Documentation to submit to Central Office to process a name change:

Social Security Card (with new name)
Marriage Certificate, Divorce Decree, or other legal document indicating new name
PDF Form (indicate any changes that may have resulted from the name change; i.e., marital status, spouse, emergency contact, address and phone number, etc.)

The name change will be reflected on all University systems.

I just got divorced, how can I change my name and marital status?

You must present a completed PDF (Personal Data Form) and the original divorce decree to the appropriate central office. You also need to present a copy of the receipt from the Social Security Office or your original Social Security Card (displaying your updated name) in order to change your name.

I recently married, how can I change my name and marital status?

You must present a completed PDF (Personal Data Form) and the original marriage certificate to the appropriate central office. You also need to present a copy of the receipt from the Social Security Office or your original Social Security Card (displaying your updated name) in order to change your name.

I recently became a US citizen, how can I change my citizenship status in the Human Resources System?

You must present a completed PDF (Personal Data Form) and the original certificate of citizenship or US Passport to the appropriate central office.

Who does the University of Miami consider to be a domestic partner for Benefits/Emergency Contact code?

Only same sex partners. The code for emergency contact in DHRS biographical information should be DP.

How do I update the supervisor for an employee in my department?

Please see the DHRS Departmental Update Screen Instructions.

Is there a way to do a global supervisor change?

Yes. You can use the Reassign Supervisor Process to update all employees supervised by a specific supervisor. Please see the DHRS Reassign Supervisor Instructions.

How can I update my supervisor?

Employees can update their supervisor via MyUM. The request is forwarded automatically to the appropriate Human Resources office and an e-mail confirmation is sent to the employee, the previous supervisor, and the new supervisor once the record is updated. A copy of the confirmation e-mail is also placed in the employee's personal file.

How can I adjust my printer settings to print in landscape?

To print in landscape mode, you need to adjust your printer settings by clicking on File - Print - Preferences and selecting Landscape under Orientation. You could also click on File - Page Setup and choose Landscape.

How can I find additional help in DHRS Web?

You could find additional help in DHRS Web by clicking on the HELP icon found at the top of the screen.

How can I find the new compensation architecture in DHRS Web?

The new compensation information is found under System Tables - Inquire - Compensation Structure.

Where can I get the latest DHRS updates?

DHRS updates and function/screen enhancements are generally communicated to Gables and Marine school users via the HRDEPCON listserv. Contact Maria L. Vicente at (305) 284-3087 if you want to be added to the listserv.

Why do I get error messages such as "the ID number is incorrect" or "Person is Not an Employee"?

If you get the error message "ID NUMBER IS INVALID" (NOT NUMERIC or PERSON DOES NOT EXIST), you typed an incorrect C # or Social Security Number. Try again. If you are using a C #, the first character is always the letter C, do not use dashes or slashes. If you get the error message "PERSON IS NOT AN EMPLOYEE," proceed to do a "Name Search," input the first and last name in the correct field, and on the "Person Type" field select "All Types."

Why did I get a little red x and stick man and my keyboard is locked?

You locked the system either by typing too many invalid keys or by typing two keys at once. To remove the lock, press the "Scroll Lock" key on your keyboard.

Can default accounts be used on a document?

Yes, but only if it is for a future date. Departments must change the account from default once the time comes.

How long will it take to update a name in the Global Address List?

Once your name is updated in DHRS, it will take approximately five days to be updated in the Global Address List (e-mail). For more information, employees should contact E-Mail Issues/Cecil Rooms at (305) 284-3928.

Can a position number be used for more than one employee?

Pooled position numbers, such as those for casual workers, student employees, temporary faculty, etc., can be used for more than one employee as long as the employees are all in the same department number. Regular employee positions should only contain one employee, however, the system will allow an overlap for a short period of time for training purposes.

How can a Calendar ID be updated in DHRS?

Forward the confirmation from the employee's immediate supervisor to Human Resources. Then, submit a Salary Change/Correction document in DHRS to update the Calendar ID.

Which faculty job titles are eligible for PR status (regular employee FTE of 50% – 99%) and which are eligible for PA status (regular employee FTE of 50% – 99%)?

Members of the “associated” faculty, including lecturers, senior lecturers, and visiting faculty are eligible for benefits only at the 100% FTE level. Part-time regular employees are not entitled for benefits, except tuition remission, as listed below:

Associated Faculty who are part-time and who are salaried by the University are entitled, after one academic year of continuous employment, to fifty percent (50%) tuition remission for themselves at the University of Miami, except in the programs of the Miller School of Medicine and the School of Law. Benefits are limited to seven credit hours per semester and four credit hours per summer session.

Part-time Faculty in the categories of Clinical, Research, Librarian, and Professional in Practice Part-time defined:

A part-time appointment to the faculty as Clinical, Research, Librarian, or Professional in Practice shall specify the percentage of effort for the position but assumes that the persons’ full professional efforts occur in their University employment. Only positions of 50% effort or greater are entitled to benefits. This entitlement does not apply to Associated Faculty.

Faculty Job Titles Eligible for PR or PA Status

I just approved a document in DHRS, but I don't see it in "Assignment Browse;" why does this happen?

DHRS is a web-based application and as such it uses system cache to ensure that document traffic is at the optimum. To view recently submitted documents, you need to log off and login in again.

What is the Employee Salary Breakdown?

The Employee Salary Breakdown is a "projection" of the base pay salary and not the actual earned amount.

What does the Earnings Based Salary field show?

Earnings Based Salary shows the actual amounts earned in a current or prior fiscal or calendar year.

What is the Fiscal Year Salary?

The Fiscal Salary is a "projection" of the base pay salary for the fiscal year based on the number of pay periods the employee works.

When adding a person using ADD PERSON in DHRS Web, what effective date should be used?

Since a position can change over time (status, job code,etc.), the effective date on the add person should be the same as the effective date of the position the person will be hired into. In other words, the effective date on the add person will control which occurrence of the position is picked up and thus what status the hire/rehire is given.

I have a temporary employee that I just hired into a regular position. How do I do this in DHRS?

If the temporary employee was in the temporary pool, the Temporary Pool Office must process the separation (contact Corlis Robinson for more information).
If the temporary employee was a casual worker, a termination must be processed in DHRS by the department in which the casual worker works (refer to the Separation CBL for instructions).
If the temporary employee was a student, the Student Employment Office must process the termination (contact Student Employment for more information).

Who requests new locator codes in DHRS?

Contact the Post Office at (305) 284-5255 and ask to speak with Luis Delgado.