Questions
How can I adjust my printer settings to print in landscape?
How long will it take for someone added to DHRS to show into Ariba?
How can I find additional help in DHRS Web?
How can I find the compensation architecture in DHRS Web?
Where can I get the latest DHRS updates?
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 the Assignment Browse screen; 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?
When should I use Actual Dates when processing a DHRS document?
What is the difference between Effective Date, Start and End Dates, and Actual Start and End Dates in a DHRS document?
What is the difference between Assignment Amount and Annualized Amount in the Assignment Browse Screen in DHRS Web?
What is the difference between RH and WR employee status?
We are contracting with a Mexican National to work on a project in Mexico for my department. Is this person an employee or independent contractor?  How can we process payment?
What is the difference between Relocation and Housing allowance?
Which employees are eligible for tickets thru Ticketmaster?
Once an employee retire from the University, can he/she continue using the email and MyUM accounts?
Do changes in DHRS update bprep?
What do DHRS dates signify?

 

 

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.

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A person added in DHRS will show into Ariba two days later due to “delays” in the DHRS data caused by the type of file Ariba uses.

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


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The compensation information is found under the System Tables tab - Compensation Structure.


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DHRS updates and function/screen enhancements are generally communicated to Gables and Marine school users via the HRDEPCON listserv. Contact .(JavaScript must be enabled to view this email address) at (305) 284-3799 if you want to be added to the listserv.

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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”.

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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.

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

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Once your name is updated in DHRS, it will take approximately five days to be updated in the Global Address List (email). For more information, employees should contact E-Mail Issues/.(JavaScript must be enabled to view this email address) at (305) 284-3928.

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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.

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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 (refer to DHRS Support website).

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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


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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.

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




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




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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.




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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.

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

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Actual Start and End Dates must be used when the change being processed took place in a previous pay period and the system prevents you from using the correct effective date.

Example: You are processing a Salary Change document for an exempt employee. The Effective Date is January 1, 2010, but the document is being submitted on February 10, 2010 (after the fact). If DHRS does not allow you to input January 1, 2010 as the Effective Date, input February 1, 2010 (beginning of current pay period) as the Effective Date and Start Date of the assignment. Actual Start Date will be January 1, 2010.

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Effective Date: The date the change being processed took place. Example: In a New Hire document, the Effective Date is the date the employee was hired (physically started working in the department). In a Move document, the Effective Date will be the date the employee will start working in the new position/department.

Start Date: Always the same as the Effective Date (except for Account Number Change documents).

End Date: It is the date the assignment/change will end (it is usually the end of the Fiscal Year, May 31, XXXX).

Actual Start Date: Only used when the change took place on a previous pay period and the system prevents you from using the correct Effective Date. It is the Actual Date the change took place.

Actual End Date: Only used when the document has an Actual Start Date. It is the date the assignment/change will end (it is usually the end of the Fiscal Year, May 31, XXXX).

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Assignment Amount: This amount comes from the budget system.  For hourly-paid employees the hourly rate is multiplied by 26.1 pay periods or 1957.5 hours (for job code H) or 2088 hours (for job code K).  For monthly employees the monthly or pay period amount is multiplied by 12 pay periods. 

Annualized Amount: This amount is calculated using pay rate amount and number of pay periods in the year.  For hourly-paid employees the hourly rate is multiplied by 26 pay periods or 1950 hours (for job code H) or 2080 hours (for job code K).  For monthly employees the monthly or pay period amount is multiplied by 12 pay periods.





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RH are working retirees that work in a temporary type position that was not posted and does not accrue benefits.  These people can work from 1 to 51% of the time.

WR are working retirees that work in a regular position that was posted and accrues benefits. Employees in WR cannot work less than 50% or more than 51%.

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A foreign national working on foreign soil is not considered an employee.  This person can be paid via a purchase order since no tax ID is required or other tax reporting.  Contact Purchasing for instructions.

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Relocation Allowance is used to record relocation costs. Payments are subject to withholding taxes but not subject to fringe benefits (for additional information, contact the Payroll office.)

Allowance payment can be processed via DHRS or a purchase order as decided by the hiring authority and the employee.

To submit in DHRS Web: Process allowance with the New Hire/Rehire document using event code A (New Hire) or B (Rehire) as appropriate. If processed after the new hire/rehire have been approved, use the Salary Change document and event code RP (retro pay).

Employee Type
Job Code
Earning Code
Object Code
Clinical
C
916
1980
Research & Faculty
R, B, D, G
916
1982
Administrative
A
916
1984

Housing Allowance is used to record housing allowances. Payments are subject to withholding taxes but not subject to fringe benefits (for additional information, contact the Payroll office.)

Allowance payment can be processed via DHRS or a purchase order as decided by the hiring authority and the employee.

To submit in DHRS Web: Process allowance with the New Hire/Rehire document using event code A (New Hire) or B (Rehire) as appropriate. If processed after the new hire/rehire have been approved, use the Salary Change document and event code RP (retro pay).

Employee Type
Job Code
Earning Code
Object Code
Clinical
C
915
1980
Research & Faculty
R, B, D, G
915
1983
Administrative
A
915
1985


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Only employees with the following statuses are eligible for tickets thru Ticketmaster:

Status
Description
FP
Faculty Full-Time Regular /Partial
FR
Full-Time Regular
LY
Leave
PL
Part-Time Regular Less than 50%
PR
Part-Time Regular At Least 50%
RS
Resident
SB
Sabbatical
WR
Working Retiree


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Once an employee retires:

  • The email account will be closed and cannot be reopened.
  • The MYUM account will be closed but the employee will be able to reopen it for another 14 months by accessing the MyUM website and clicking on the “is your CaneID disabled?” link (see picture below). After the 14 months, the account will be closed and cannot be reopened.





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Changes done in DHRS do not update bprep. When a change is made in DHRS, the bprep should be updated as well.

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Date
Description
Original Hire
Date person was first hired regardless of the status.
Regular Hire
Date person was first hired as a regular employee.
Accrual Comp
Date that determines the accrual rate for sick and vacation time. All regular employees should have an accrual comp date.
Effective
Date the change being processed took place. Example: In a New Hire document, the Effective Date is the date the employee was hired (physically started working in the department). In a Move document, the Effective Date will be the date the employee will start working in the new position/department.
Start Date
Always the same as the Effective Date (except for Account Number Change documents).
End Date
Date the assignment/change will end (it is usually the end of the Fiscal Year, May 31, XXXX).
Actual Start
Only used when the change took place on a previous pay period and the system prevents you from using the correct Effective Date. It is the Actual Date the change took place.
Actual End
Only used when the document has an Actual Start Date. It is the date the assignment/change will end (it is usually the end of the Fiscal Year, May 31, XXXX).


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