Human Resources Management System

HRMS Terminology and Concepts

HRMS Terminology

• Effective date indicates the date on which a transaction takes effect. It may be in the past (retroactive), present, or future relative to today’s date.
• Every HRMS job data transaction requires an Action/Reason combination.
  • Action defines the type of transaction (for example, Hire, Pay Rate Change, Termination).
  • Reason defines the purpose for taking the action (for example, Hire-with Recruitment, Pay Rate Change-Merit, Termination-Accepted Another Job).
  • Action/Reason combinations drive field defaults and system edits.
• A Job in HRMS is called an Appointment in PPS (Payroll System).
• A Job Code in HRMS is called a Title Code in PPS.
• An Earnings Code in HRMS is called a DOS Code in PPS.
• In HRMS, a Termination action is used to end a job or employment. In PPS a Separation action is used to end employment.

Concepts

• Job FTE (Full Time Equivalent) for “regular” pay cannot exceed 1.0.
• In HRMS, Distribution % is expressed as a percent (100 not 1.0000, 80 not .8000).
• Job FTE and total Distribution % must be equal (within a 1% tolerance). Divide Distribution % as appropriate for multiple distributions.
• Budgeted FTE is required if the Job Code is a budgeted position.

Correction in HRMS

• Correction is when a transaction’s Effective Date is earlier than the date on the current row (the row closest to today’s date without going over).
  • Retroactive actions are “corrections” only when the Effective Date is earlier than the current row.
  • Anyone with the HR Admin role may change a current row by inserting another job row using the same Action/Reason and Effective Date. The sequence number of the new row will increase by one.
• If you think you need assistance "correcting" a historical record, please contact HRMShelp at hrmshelp@berkeley.edu or 643-4443 and they can assist you.