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HRMS Student Positions Pooled vs. Non-Pooled. Overview This presentation covers the following: Important Terms Pooled Position Rules See the Student Positions.

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Presentation on theme: "HRMS Student Positions Pooled vs. Non-Pooled. Overview This presentation covers the following: Important Terms Pooled Position Rules See the Student Positions."— Presentation transcript:

1 HRMS Student Positions Pooled vs. Non-Pooled

2 Overview This presentation covers the following: Important Terms Pooled Position Rules See the Student Positions Overview for rules common to both pooled and non-pooled student positions.Student Positions Overview Creating Student Positions Assigning Incumbents to Pooled Positions See the Student Positions Work Study presentation on how to assign work study to pooled positions.Student Positions Work Study presentation Modifying Pooled Positions Modifying Pooled Incumbents Resources

3 Important Terms Pooled Position A position that allows multiple, simultaneous incumbent assignments. Each assignment of an incumbent to the pool has an associated unique assignment ID. Only student and university affiliate positions can be pooled. Incumbents in a pooled position must share the same job code and pay type and must be paid from the same account. Assignment ID The unique number, such as AB-100, that identifies the relationship (assignment) between a pooled position and one of its incumbents.

4 Important Terms Non-Pooled Position A position that only allows a single incumbent assignment at any given time. A non-pooled position can have only one incumbent except in the case of a maximum 90-day overlap of assignments due to training purposes. Having overlapping assignments does not constitute a pooled position.

5 Pooled Positions Rules All student titles (job codes) are eligible to be pooled. Only one funding account can be used at any given time for a pooled position. An optional recommended number of maximum assignments can be entered but is informational only. A non-pooled position cannot be modified to be a pooled position. It is possible to have only one student assigned to a pooled position.

6 Creating Student Positions A new position’s pooled status is designated on the Create A New Position start page. Once a position’s pooled status is determined, it cannot be changed; a pooled position cannot be modified to become a non-pooled position and vice versa.

7 Assigning Incumbents to Pooled Positions Incumbents are assigned to pooled positions using a Mass Assign document. From one to 35 incumbents can be assigned to a position on a single Mass Assign document. A pooled position can have multiple Mass Assign documents created or routing at the same time. Assignment begin and end dates, direct reports to, rate, and hours per week can be updated for each incumbent on a Mass Assign document.

8 Assigning Incumbents to Pooled Positions Mass Assign documents must be either all Work- Study or all non-Work Study assignments. Work-Study and non-Work Study incumbents can be in a single pooled position, but they must be assigned on separate documents. Any assignments that do not pass audits on a Mass Assign document can be split automatically to a new Mass Assign document. The new Mass Assign document appears in your electronic inbox.

9 Modifying Pooled Positions Use a Modify document to change the following fields for a pooled student position: General Section Origination date Owning unit Hours per week Workdays Inactivate position Position end date Assignment limit Funding Section Funding can be updated, but there must be 100% distribution from only one account at any given time.

10 Modifying Pooled Incumbents Use a Modify document to change the following fields for a pooled student incumbent: Assignment start date Assignment end date Reason for end of assignment Reemployment recommendation Hours per week Add pay adjustment Correct pay adjustment Employment of close relatives

11 Modifying Pooled Incumbents Modifications of incumbent assignments in pooled positions Handled one-by-one on separate Modify documents Select the incumbent EID from the incumbent view page, then Modify No mass modify or separation documents Reassigning previous incumbents in a pooled position Incumbents can be reassigned to a pooled position by changing the “View as of Date” to a date within their previous assignments. HRMS will list all incumbents as of this date with a “Reassign”check box displayed.

12 Training Resources Videos and exercises on student positions are available on the HRMS Training Resources Web page:

13 Other Resources Frequently Asked Questions in askUS https://austin-utexas.custhelp.com/ HRMS Help Payroll Deadlines HRMS Support

14 Other Resources Graduate Office Work-Study Office Hire A Longhorn Human Resource Services: Student Employees Human Resource Service Center, International Office


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