Supervisor ID Overview
One of the benefits that HRMS provides to supervisors and managers, as well as to central offices like Payroll, Academic Personnel, and Human Resources, is the ability to record and track each employee’s supervisor. This means that when Manager Self-Service is rolled out next year, a manager or supervisor who has HRMS access can view certain employee data about his or her direct reports and the staff who report to the manager’s direct reports, on down through the organization tree. This ability will provide a wealth of data and functionality to support supervisors and managers in salary planning and other workforce management tasks.
For central offices and University administrators, the information is critically needed for reporting and communications, including some upcoming projects for campuswide staff initiatives.
In addition, transaction notices on certain HRMS transactions are sent to employees’ supervisors based on the supervisor ID and email addressed that resides in HRMS.
Because this information has never before been collected in a systematic manner, the conversion of employee records from the payroll system into HRMS, which occurred on June 30, 2002, did not populate the supervisor ID field in HRMS. Since the central offices do not have the information, it must be entered into HRMS by campus HR Administrators.
The time has come to take the first step: identifying and entering supervisor IDs for staff employees. The process for identifying academic supervisors is somewhat more complicated, so we are starting with staff.
Action
needed by departments
Your first step in the HRMS Supervisor ID entry process is to be sure
you have accurately identified the direct supervisor for each employee.
While this may sound simplistic, campus practice has been mixed in
some cases, departments have identified supervisors who do not fit
the policy and legal definitions of a supervisor. Since HRMS is the
now system of record for employee data, it is critical to properly
identify supervisors in compliance with the law. To help with this
process, Human Resources has posted the following definition
for STAFF supervisors:
Supervisor
- Exercises independent judgment in determining the distribution of work to subordinates AND performs at least 3 of the following:
- Independently selects subordinates, OR participates in the interview and recommends who should be hired
- Independently determines performance ratings of subordinates, OR initially decides on the ratings, and submits them to a higher level manager
- Independently decides within budgetary limitations the amount of subordinate merit increases, determines who will be selected for promotional opportunity, and decides which positions to recommend for reclassification, OR makes recommendations to a higher level manager.
- Has independent authority to issue written warnings and suspensions, OR independently determines what discipline (including dismissal) should be imposed on a subordinate, and recommends the same for review and approval to a higher level manager.
- Has independent authority to resolve grievances or complaints OR independently formulates a resolution to a grievance or complaint and submits the proposed resolution to a higher level manager.
Note: Generally, supervisors have the full responsibility as described above for at least 2 FTE (full-time equivalent) subordinates.
Work Leaders, who usually spend a substantial portion of their time performing work identical to that assigned to their subordinates, are not supervisors.
Once you have accurately identified the supervisor for the employees you have access to in HRMS, entering the information in the employee’s record is simple. The supervisor ID field is found on the first Job Data page: Work Location. When you enter the employee ID of the supervisor in the employee’s record, HRMS will be able to connect that information with the supervisor’s email address in order to send transaction notices. Therefore, it’s also important to verify that the supervisor’s correct email address is entered in the supervisor’s own record. If the supervisor’s email address is not present in HRMS, you will not be able to save the employee’s record where you are entering the supervisor ID.
Resources
If you need help in applying this definition to identify the correct
supervisor for any employee, please contact the Employee Relations
Specialist for your department.