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academic level (university affiliate only). The highest education completed or the current educational status for an incumbent assigned to specific types of university affiliate positions, such as Visiting Researcher or Visiting Student.
account. The 10-digit funding source from which the position is paid.
account title. Name given to the funding source used to subsidize a position.
active department. A department that exists as of the current date.
active percent funded. How the position is paid (monthly, hourly, flat, etc.) relative to the current date.
actual funding. The account or accounts designated on a position for any specified period and distribution percentage. The account(s) cover salary and any applicable fringes for any incumbent assigned to the position during the specified period of each account.
actual pay. An employee's base salary.
additional essential functions. A position's supplemental, recurring duties and responsibilities.
additional pay. Pay in addition to an employee’s base salary that has a fixed period. Types of additional pay are
incentive pay – Supplemental cash reward given to employees who exceed organizational performance or productivity goals.
one-time merit – A one-time payment awarded to an employee for exemplary individual performance.
supplemental – Compensation awarded to regular, full-time employees who work for a department other than the one to which they are assigned or who work outside of their assigned job classification.
additional duty – There are two types of additional-duty pay:
- permanent – Compensation for additional duties when a position's work scope has changed indefinitely but a change in title isn't required (reclassification). Used when there is a redistribution of work or an organizational change that increases the accountability of a specific position.
- temporary – Remuneration for additional work responsibilities that have a limited time frame. Often used to compensate for a staffing shortage or for short-term projects.
To process an additional-duty pay increase, complete a Salary Increase Form and send it to Human Resource Services (ATTN: Staffing and Career Management Services). When the form has been approved by HRS, the unit should complete the appointment change document in accordance with the terms in the form. Include origination and end dates if the additional duties are temporary.
add/see more. When this box is checked, HRMS provides duplicate fields for additional data entry.
adjustments to base pay. An increase in the annual or hourly rate for an incumbent. Pay adjustments may include the following, depending on the position type (i.e., A&P, Classified, Faculty, Student, etc.) and the document type (i.e., Modify, SUD). The list below includes only a limited sample of adjustment types:
- Merit – A salary increase or payment awarded to an employee for exemplary individual performance.
- Equity / Structural Adjustment – Equity increases may be justified because of volatile swings in the internal or external markets for specific skills and competencies. These forces, which can be quantified and substantiated by survey data, often require expeditious action to ensure fairness and equity. These are often used as a retention strategy.
- Permanent additional duties – Permanent additional duties increases may be justifiable when the work has changed in a position for the foreseeable future, but the change does not require a change in title (reclassification). This often happens because of a redistribution of work or an organizational change that increases the accountability of a specific position.
- Trainee increase – A salary increase provided to an incumbent who was hired into an approved trainee position.
- Counter offer – A salary increase provided to an incumbent who is considering leaving a position due to a confirmed salary offer from an employer outside of the department. The increase is provided as an incentive for the employee to remain in the current position.
- Pre-emptive counter offer – A salary increase provided to an incumbent who is considering leaving their position for other employment, but has not yet received an offer. The increase is provided as an incentive to remain in the current position.
- Retention – A salary increase provided as an incentive for an incumbent to remain in the current position and not seek employment elsewhere.
administrative and professional (A&P) personnel. Employees who serve at the pleasure of the President and have managerial or administrative responsibilities. A&P personnel perform the duties associated with a recognized profession, are salaried, and are eligible for benefits. Their positions are distinct from those of classified personnel and faculty.
administrative officer. Admin (administrative) officers serve at the director level and above (e.g., vice presidents, deans, directors, department chairs, etc.) without fixed terms. They serve at the pleasure of the President, and their appointment or dismissal requires the Chancellor's approval.
affiliated department. A department associated with another department of the same level. Affiliated departments may have similar missions, support comparable disciplines, or perform closely related functions. Not every department is affiliated with other departments, and affiliations may not exist between all departments under a college or vice president. Examples of affiliations are the Department of Astronomy and the McDonald Observatory as well as Intercollegiate Athletics for Men and Intercollegiate Athletics for Women.
allocation. Total amount of gross salary that will be paid to a monthly assigned employee within a fiscal year based on days assigned, annual rate, and hours per week (percent time). For example, an employee assigned from 09/01 - 8/31 at 100% time with an annual salary of $24,000 would have an allocation of $24,000. An employee assigned for the same period at an annual rate at 50% time would have an allocation of $12,000.
annual budgeted allocation. Amount of money set aside by the university at the start of the fiscal year to fund anticipated expenses.
annualized nine-month salary. An employee’s annualized nine-month salary for an assignment is defined as the total bi-weekly pay for the employee’s assignment multiplied by 19.5, the number of pay periods in nine months. This is the amount of money that an employee would earn if he or she worked for nine months without taking leave without pay, regardless of the actual length of the assignment.
annualized rate. A percentage rate of change for a period less than one year, calculated to show what the change would be if it continued for a full year.
annualized salary. The amount an employee would receive if he or she were working full time for a full year. All hourly rates of pay for salaried employees are based on an annualized amount in the Payroll System, regardless of FTE.
annualized twelve-month salary. An employee’s annualized salary for an assignment is defined as the total bi-weekly pay for the employee’s assignment multiplied by 26, the number of pay periods in a year. This is the amount of money that an employee would earn if he or she worked for an entire year without taking leave without pay, regardless of the actual length of the assignment.
appointment. An electronic record in *DEFINE generated from assignment information entered in HRMS. The appointment record for Monthly and Hourly employees is the source for payroll processing and state reporting.
assign incumbent. Action taken to hire an individual for a position.
NOTE: When you enter an end date, a drop down section appears. You must select a Separation Reason and a Reemployment Recommendation from the drop-down menus. If you choose an involuntary separation reason of Dismissal (subcategory: Conduct, Performance, or Violation of Rule or Law), Layoff, or Non-Renewal/Non-Continuation and click Save, HRMS will alert you that "This separation reason requires pre-authorization; please contact your Human Resources Representative." Similarly, if you select Reference Check Required from the Reemployment Recommendation menu and click Save, HRMS will inform you that "This reemployment recommendation requires pre-authorization; please contact your Human Resources Representative."
assignment limit. An optional field that allows the expected number of concurrent assignments for a specific pooled position to be entered. The expected limit can be set by the owning unit and, in combination with a display of the actual number of active assignments, can assist the department in managing the pooled position. HRMS can accommodate up to 999 concurrent assignments per pooled position; however, this is not recommended since managing such large pools can be cumbersome.
attribute (department). A characteristic or status that provides information about a department's specific purpose or functions, such as career services, alumni relations, publications, etc.
attribute (job code/position). A characteristic, status, or condition associated with a job code that remains fixed and applies to all positions associated with that code. However, a position can also have additional position-specific attributes. Attributes associated with the job code and with the position are listed below:
Job Code Position
Salary range (for Classified and Student positions only)
Job category (e.g., A&P, Classified, Faculty, etc.)
Retirement plan eligibility
Hours per week
Benefits eligibility (derived from the hours per week, duration, and job code)
Start and end dates
Annualized baseline (annual budgeted amount)
audit. HRMS performs internal checks to ensure that user-entered data are complete, valid, and within prescribed parameters, thus minimizing errors when documents are being created or modified. HRMS posts a warning (audit) if a page with errors or omissions is saved. An audit also appears on the next page in the process, advising you that the previous page requires further attention.
authorizations. Authorizations are the commands you can access (desk) and the aspects of those commands you can actually use (view). Users can have several authorization levels. Individuals in a department with identical authorization levels can view and revise the same document.
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background checks. The university requires that criminal background checks be run on all applicants hired for security-sensitive positions. (Click here to view university policy.) The cost of background checks is subsidized by a departmental funding source. When creating an assignment for a security-sensitive position, you must enter an account number so that the background check can be requested. If no account number is entered, the assignment document cannot be processed.
basis. The duration of an employee's assignment—typically nine or 12 months—which is used to determine the annual rate of pay.
begin date. Appointment begin dates must occur on the first day of the month, regardless of whether the first calendar day of the month falls on a Saturday, Sunday, or a holiday. This applies to employees who will begin work at the beginning of the month. For example, if a new hire begins working on Monday, March 2 (the first business day of the month), his/her appointment should begin March 1, even though that day that falls on a weekend. Appointment begin dates must correspond with the first day of the month rather than the first actual workday.
benefits eligible. A position that requires more than 20 hours of work per week and spans more than 134 days, thus making it eligible for health insurance, paid leave, etc. An incumbent who is assigned to a benefits eligible position (classified, A&P, faculty, or graduate student academic) for 135 consecutive days or more for at least 20 hours, alone or in combination with other eligible positions, is considered benefits eligible.
biographical record. A record that is created to capture important data about an individual who is assigned to a position as either an employee or as a university affiliate. For individuals assigned as employees, the biographical record is part of the payroll master record. Each individual can hold only one biographical record.
BRP (Benefits Replacement Pay). Benefit Replacement Pay (BRP) replaces the defunct state-paid FICA benefit. You're eligible for BRP if you were a state employee on August 31, 1995. The amount of BRP you're eligible to receive is based on what your salary was on this date and whether you participate in the Teacher Retirement System or Optional Retirement Program. You're not eligible for BRP if you had a break in state service for more than 12 months between August 31, 1995, and September 1, 2005, or a break in state service of 30 days or more after September 1, 2005.
business rule. Business rules are a means by which strategies are defined, recorded in a database, and implemented. The HRMS project assembled and streamlined the business practices that informed the development and functionality of the HRMS Web tool.
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campus. As shown below, The University of Texas System comprises one administrative and nine academic campuses. (See Institution)
campus building. Building where the position is located. Click here for UT Austin campus buildings and codes.
campus information effective date. Date (current or future) when displayed campus information is valid.
canceled posting. Status of a job posting when no further applications are being received, and the job posting cannot be reopened.
cell phone. Cell phone number associated with a position. (See Phone)
classified personnel. Employees whose positions are not academic, administrative, or professional. Classified personnel may be employed full-time or part-time, are paid either monthly or hourly, and are benefits-eligible. Position titles are descriptive of the work performed, may be generic or specific, and can use numerical indicators, letter designations, or descriptive adjectives.
closed posting. Status of a job posting when no further applications are being received.
component. See Institution.
concurrent assignments. The assignment of an incumbent to more than one position within one or more departments.
contract terms for non-tenure-track faculty.
Short Term - generally one year or less. Also used for an assignment beginning in the summer and ending not later than 8/31 of the following summer
2 Year - two years or less, but more than one year
3 Year - three years or less, but more than two years
2 Year Rolling - a two-year contract term extended one year each year rather than the assignment of a new contract term after the previous term has ended
3 Year Rolling - a three-year contract term extended one year each year rather than the assignment of a new contract term after the previous term has ended
country (if not U.S.A.). Country in which the position is located; default is United States.
creation date. Date electronic document is initiated.
creator desk. Refers to the authorization (desk) assigned to the user who is recruiting for the position. You need to select the appropriate Creator Desk for the document at the time of document creation. This desk serves two functions. First, any user with this desk authorization can make updates to the document while it is in Created status and may approve it to route forward. Second, this desk in combination with the owning unit code and account(s) assigned to the position will determine routing for the document.
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delegate. A delegate is an employee of the university who can view applicant details. A delegate having the same desk authorization as the creator can update the Recruiting Summary. (See Selection committee member.)
department address. Refers to the primary office address and location of the department, including mailing address, mail code, and building code. If a department has more than one location, choose the address where the department head resides. For Web sites, use the URL for the department's home page. Sub-department address information may differ from that of the department.
- Assign authorizations
- Create department documents for any department reporting to them or below them in the hierarchy chain
- Set up document routing, including routing for departmental electronic forms not based on accounts
- Set up a new department, provided it reports to them in the hierarchy
When managers create and approve an electronic document for a department below them in the hierarchy, the document will still route to the department for approval.
desk/view. Refers to the user's authorization level. The desk determines which commands you can access, and the view determines which aspect of those commands you can actually use. Anyone in the department with the same authorization level can view and/or revise a document.
directory override. Action performed by Employee Records, UT Austin Human Resource Service Center, when an employee has valid reasons to change his or her officially recorded personnel information. The changes are reflected only in the UT Directory.
document. An electronic record that stores data for a new position or reports changes to an existing position. Upon final approval, the recorded data is available for use on the effective date. Each document has a unique identification number.
document creator. The EID of the employee who initiates a new document.
document status. A document can have one of the following statuses: Created, Returned, Recalled, Rerouted, Proposed, Pending, Approved, Held, or Deleted.
dotted-line reporting. Occurs when a person reports to one supervisor but has additional responsibilities to another. (See Matrix reporting)
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EEO-6 code. The numeric code assigned to each job title based on the Equal Employment Opportunity Commission (EEOC) job classification guide.
employee. An individual with an employment relationship with the university. In HRMS, all of the positions an individual has held will be listed within that person’s overall employee history with the university.
employment of close relatives. The university’s nepotism policy is intended to prevent conflicts of interest and appearances of favoritism that result from the appointment, reappointment, and/or supervision of an employee by a close relative. A close relative is defined as an employee's spouse, son and daughter (including stepchild), son-in-law and daughter-in-law, parents (including stepparents), father-in-law and mother-in-law, brother and sister (including stepbrother and stepsister), brother-in-law and sister-in-law, aunt, uncle, niece, nephew, grandparent, grandchildren, great grandparent, and great grandchildren.
No university employee may approve, recommend, or otherwise take action with regard to the appointment, reappointment, promotion, salary or supervision of a close relative as defined by university policy. Employees are required to fully disclose the existence of any relationship that may create a conflict of interest at the time of employment, or that develops at any time during employment.
NOTE: The end date is the date when a position will no longer exist in your organization.
Most positions will not need to be ended if they become vacant. Rather, a position can be posted and filled, held for posting at a later date, filled immediately if it is not benefits eligible, reclassified to meet departmental needs, or modified to be inactive if it is not immediately needed. A position should be ended only if there is no longer a foreseeable need for it within your organization.
End dates may be changed based on these guidelines:
- The end date can occur in the past, only if the assignment (appointment) has ended first or if the position has never been filled. The position must be vacant on the end date.
- The end date must not (and cannot) change the benefits eligibility of the position.
- If the position is non-benefits eligible, the end date in conjunction with the hours per week on the position cannot cross the benefits eligibility threshold of 20 hours per week and 4 ½ months.
- If benefits eligibility needs to change on a position, a new position must be created.
To add an end date to a position that is currently open ended or to extend or shorten an end date, enter a date or use the calendar lookup icon in the Position End Date field (located in the Modify Position: General section). Save and route your document for approval.
extension Instructor. Educators who teach classroom and online college-credit courses at UT's University Extension, which is a Division of Continuing Education.
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faculty. The faculty at The University of Texas comprises all tenured and tenure-track Professors, Assistant Professors, and Associate Professors. In addition, many non-tenured faculty members teach at UT campuses: Instructors, Lecturers, Senior Lecturers, Assistant Instructors and Teaching Associates, Teaching Assistants, Faculty Associates, Specialists, Researchers and Clinicians, Visiting Professors, Endowed and Honorific Chairs and Professorships, Regental Professors, and individuals who hold an Emeritus status.
filled. A position that is currently occupied.
final approval. State of an electronic document when it has been approved and routed completely through the department hierarchy and the processing office. The date of the final approval is sometimes called the "processing date" or "last review date."
fiscal year baseline. Fiscal Year Baseline (FYB) applies to all monthly and hourly positions other than Student and University Affiliate. The FYB is the most recent rate that is effective on 9/1 for the current fiscal year. For new positions (other than Faculty), the FYB uses the Proposed Salary Minimum rate from the Create a New Position document, unless a Proposed Salary Maximum rate is provided. In that case, the Proposed Salary Maximum rate is used.
For new Faculty positions, the FYB is determined by the rate in the initial Prior Approval Request (PAR). Once the FYB is established, it is updated in the same manner as all other positions.
For all existing filled positions, the FYB is updated at the beginning of each fiscal year with the 9/1 rate of the current incumbent. For existing vacant positions (other than Non-Tenure Track), the FYB continues to be the 9/1 rate of the last incumbent. For existing vacant Non-Tenure Track positions, the Fiscal Year Baseline is updated at the beginning of each fiscal year via the Salary Update Document.
FLSA override. Within HRMS, Exempt or Non-Exempt FLSA status will be derived from the job code system. The ability to override FLSA status will be retained at the position level by the HRS processing office. Document Creators, Reviewers and Signers will not be able to change a position's FLSA status. The Processing Office will be able to override the FLSA status for all titles except Faculty via a straight update on the position. Each benefits eligible and/or recruited position will be reviewed for appropriate Exempt or Non-Exempt FLSA status by the HRS processing office. Exempt refers to an employee who is exempt from FLSA overtime provisions by meeting the specific criteria for exemption as listed in the Act. The criteria include a "salary basis test" where employee rate is compared to the minimum in the FLSA Act.
FLSA status. The Fair Labor Standards Act (FLSA) of 1938 applies when an employee is on leave without pay (LWOP) and has FMLA coverage due to a Workers' Compensation Insurance injury. The act also requires that covered non-exempt workers receive overtime pay at 1.5 times the employee's regular pay rate for all hours worked over 40 hours in a seven-day workweek. In addition, employees must be paid at least the federal minimum wage.
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holiday pay. Compensation for time worked by an employee during regularly scheduled hours on a date observed as a holiday by the state.
Total work hours required each week for a position. (See Work week)
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I-9. Newly hired employees are required to complete the I-9 form, which attests that they are citizens or nationals of the United States, are lawful permanent residents, or are aliens authorized to work in this country. All new employees must produce documentation to show proof of identity and work authorization in the United States.
identification field. Displays document number, job title, and job code.
UT Austin (0)
UT Arlington (1)
UT El Paso (2)
UT San Antonio (3)
UT Pan American (4)
UT Dallas (5)
UT Tyler (6)
UT Permian Basin (7)
UT Brownsville (8)
UT System (9)
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- A – Administrative/Professional
- C – Classified
- E – Extension Instructor
- F – Faculty
- H – School Teacher
- L – Librarian
- W – University Affiliate
- R – Academic Student
- I – Assistant Instructor
- S – Non-Academic Student
- T – Teaching Assistant
job code. The four-digit number derived from the Job Code System and assigned to a specific university job title.
job template. A document that contains the minimum qualifications of a class code. When a new document is created, the document copies the qualification information from the template into the new document. This allows the creator to see the minimum requirements for the class code. Also, not all class codes will have a template. For example, Administrative/Professional (code 1000s) currently do not have minimum requirements in the UT Pay Plan.
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keys. At the request of a UT department or office, Facilities Services issues keys to a position for specific campus buildings and rooms.
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last actual work day. The final day that an employee is physically on the job.
last update. Date of the most recent change to a position document.
leave. Absence from work, with or without pay, granted to an employee for personal, emergency, or other uses. For accrual information and restrictions, refer to the Handbook of Operating Procedures.
leave without pay. Leave without pay (LWOP)* is an approved, temporary, non-salaried absence from work granted when the employee has insufficient annual leave, sick leave, or compensatory time to draw upon. LWOP types are as follows:
- Approved leave of absence – Used when an employee is on approved leave of absence (approval on file), including probationary LWOP that's been approved (e.g., vacation planned before employment, approved by department).
- Overdraft leave – Used for unapproved overdraft of vacation/sick/other leave resulting in LWOP, for unapproved probationary LWOP, or for someone who is out of leave but is applying/in the approval process for Americans with Disabilities Act benefits.
- Family and medical leave (FML) – Used when an employee is on LWOP and has FMLA coverage.
- FML/Workers Compensation Insurance (WCI) – Used when an employee is on LWOP and has FMLA coverage due to a WCI-eligible injury.
- Parental leave – Used when an employee is ineligible for FMLA coverage for the birth of a natural child or for the adoption or foster care placement of children under three years of age.
- Military leave – Used when an employee is on LWOP and is engaged in authorized military training or duty.
- Academic leave – Used when a faculty member is on LWOP from his or her regularly appointed position.
- Disciplinary suspension – Used when an employee is placed on disciplinary suspension (at UT Austin, used only by Facilities Services, Utilities, and UTPD).
*For UT Austin, faculty going on leave without pay must continue to obtain approval from the Provost's Office by submission of the Faculty Request for Leave form. Upon final approval, modifications to HRMS faculty assignments will be handled centrally by the Provost's Office and routed through the department for review.
logon ID. A four- or five-character code used to identify a user who has access to the mainframe. All individuals who have access to mainframe systems, including *DEFINE and *NRRECS, have mainframe logon IDs that are associated with their UT EIDs.
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mail code. Mail code for the position; defaults to department system information. Click for a listing of UT Austin mail codes.
master view. Master views control document routing. An account can only be assigned to one master view. Whenever a unit is assigned to an electronic office, a master view for that unit is automatically generated. The office manager/delegates can create master views in addition to the ones that are automatically generated. This is often done so that units and/or accounts can be combined into one main master view. Master views may contain units and/or accounts.
master employee record. see Biographical Record.
matrix reporting. A situation in which an employee—assigned to more than one position or organizational role—must report to multiple managers. In addition to the usual direct supervisory relationship, the employee also has one or more indirect-reporting ("dotted line") relationships. Typically, the direct-reporting manager is responsible for the employee's performance review and will obtain ratings and feedback from indirect managers.
maymester. Maymester Abroad courses are four-week, three- or four-credit hour study courses taught by UT faculty members at international locations. They begin prior to the start of first summer session and conclude before second summer session begins.
mini-mester. Mini-mester courses are scheduled over a compressed period of time, generally require intensive study, and meet daily. (See Maymester)
monthly amount. Total supplemental income received each month.
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navigation menu. The left navigation menu appears on every page of the HRMS Web tool. It identifies the current institution view, provides a link to your inbox, and lists the sections that must be completed to create a new position. (Click here for more information.)
negotiable limit. A negotiable limit is a dollar amount greater than the salary actually posted for a position. Depending on the candidate's qualifications, this figure may be used as leverage during the hiring process.
nepotism. Favoritism that occurs when an employee who is related to another employee uses his or her position to influence that person's job duties, transfer or promotion, salary, or other employment considerations. Click for more information. (See also Employment of Close Relatives.)
non-benefits eligible. A position whose work hours do not exceed 20 per week and lasts less than 135 days. Non-benefits eligible positions are excluded from health insurance, paid leave, holiday pay, and retirement benefits offered through the university.
non-tenured. Refers to faculty members who hold current appointments; employment beyond the term of the faculty member's current appointment must be approved by the Board of Regents. To be eligible for tenure, full-time academic service as Instructor or Assistant Professor is required.
notification email address. The email address used by a person or group to receive electronic updates, alerts, notifications, and other information.
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office management. An office consists of a group of people (assigned to desks) and units (grouped into views). An office has one office manager and up to two delegates (assistants). An office receives control of a unit from a unit head and provides administrative support for the accounts in the units assigned to it.
ORP. Optional Retirement Program.
open posting. Status of a job posting when applications are being accepted.
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PAR. The Prior Approval Request (PAR) form is an electronic document used to obtain authorization for budgeting and staffing requests. No formal offer of appointment to the faculty member may be extended until a Prior Approval Request has been submitted by the college/school and approved by the Dean and/or the Executive Vice President and Provost, as appropriate.
A faculty member’s name cannot be included in the hiring unit’s budget (or placed on the Roster), or an appointment processed, until the Prior Approval Request has received final approval, a formal offer has been extended, and a letter of acceptance has been received from the candidate. (Click here for more information.)
pending document ID. Identification number of a document that is awaiting approval.
performance review. The periodic and formal supervisory assessment of how well an employee has accomplished previously established job-related tasks and objectives. The evaluation is often linked to salary review procedures.
phone. Phone number assigned to a position; defaults to department system information. (See Cell phone)
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.
pooling. The process of allowing a single position to have multiple incumbents. Incumbents in a pooled position must share the same job code and pay type and must be paid from the same account. Types of positions that can be pooled are students, university affiliates, and UTemps (for UT Austin only).
position. A position comprises the attributes of a specific job and is referenced by a randomly generated six-character alpha-numeric ID. A position represents one component of the department's organizational chart.
position end date. Date the position terminates.
position ID. The unique six-character alpha-numeric ID number generated when a position is created.
position of Special Trust. A Position of Special Trust is any position that gives incumbents special privileges or elevated access to systems or Category-1 data.
In HRMS, at the time of position creation, Position of Special of Trust is an option, but not a requirement, that a user may designate as an attribute of that position. If a position is designated as one of special trust, incumbents should complete the Position of Special Trust form located here. (NOTE: This form is for UT Austin).
Read more information on this policy from the office of the Vice President for Information Technology.
position status. A position has one of the following statuses: Pending, Active, Inactive, Future, Ended (Expired), In Process, or Cancelled. The status of a position can be modified to Inactive, Active, or Cancelled. A position may remain inactive for a period not to exceed 12 months. If a position remains inactive for 12 months, the position will be ended with an effective date 12 months from the date it was inactivated. An appointment cannot be created for an inactive position. (Click here to view Position status rules.)
position title. The descriptive, functional title that identifies the position's overall purpose and is often used to facilitate the recruitment process. This title should not be the same as any of the official Pay Plan titles. The position title is a straight update on the Position Details page using the edit link, and is displayed numerous places within HRMS. The position title is also displayed on the incumbent’s information in the UT Austin directory. The position title should accurately reflect the key function of the position and should not contain location information. For example, the functional title of a position with a job code of 9020 (Administrative Assistant) might be Receptionist, Data Entry Specialist, or Travel Assistant—depending on the department and the duties performed.
posting ID. The identification number assigned to a position when it is listed on the UT Job Search page.
premium sharing. The amount of money provided by the State and the University to help offset the cost of an employee’s insurance. The exact amount allocated depends on employment status (part-time or full-time) and on the level of coverage (employee only, employee and spouse, employee and children, or employee and family).
privileges. Privilege refers to entitlements extended to incumbents assigned to university affiliate positions. Privileges are not required and should be determined based on the role of the position. Privileges are designated when the position is created, and all incumbents assigned to the position inherit the privileges. Types of privileges include:
- Treat Like an Employee (0% appointment)* – This is the highest privilege level and conveys the same accesses and services offered to paid employees; including eligibility for a University ID card.
- Official Visitor* – This applies to individuals who have short-term affiliations with a university agency or program and are sponsored by a department. The privilege provides access to many campus services.
- University ID Card (building access) – This card includes a built-in reader element that allows access to restricted-entry buildings on campus. Select this privilege if the incumbent(s) needs building access. The incidental account will incur a charge for this card.
- Public Network Access* - This privilege allows incumbents assigned to positions with access to the campus wireless network (restricted.utexas.edu). Select this privilege if incumbents assigned to positions only need access to the public network.
* Note: By default, the campus wireless network (restricted.utexas.edu) is not accessible to a University Affiliate position unless the position’s privileges include Treat Like an Employee (0% appointment), Official Visitor, or Public Network Access. By selecting one or more of these privileges, the department is sponsoring network privileges for incumbents assigned to the University Affiliate position and takes responsibility for the incumbent’s actions on the network. This entitlement extends the same wireless access and bandwidth allocation as a full time benefits earning staff member (at cost to the university). Departments should only grant this access for uses consistent with the university's mission. Minors may not be granted access to the public network unless the sponsoring department maintains a written networking Release and Indemnification (.docx) form on file.
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qualifications. A set of competencies such as knowledge, skills, abilities, work experience, and education that are required for successful performance in a job. Required Qualifications are generally used to indicate the minimum requirements for entry into a job; Preferred Qualifications are used to indicate additional competencies that would strengthen job success.
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reason (end assignment). Basis for separating an incumbent from an assignment (e.g., classes did not make for semester, death, performance-based dismissal, layoff, cancellation of assignment, resignation, retirement, separation of temporary employee, transfer within department, or transfer to another department).
reclassification. To assign a position to a different classification due to organizational changes or when there has been substantial and permanent changes in job duties, job complexity, and/or knowledge and skills. Reclassification does not affect the position number.
- Open recruiting – includes all external applicants as well as current employees who are eligible to apply.
- University-wide only – only employees from other departments are eligible to apply.
- Internal – open to all current departmental employees who are qualified for the position.
recurring code. Designated when the position is created, the recurring code identifies the begin and end dates that a position's incumbent may be assigned to the throughout each yearly cycle. Codes, cycles, and durations are as follows:
Code Cycle Begin End
By semester (for student titles)
Academic long session
Click here for a listing of job types allowed at designated campuses.
420 – Eligible for Reemployment
Employee separated favorably
421 – Reference Check Required
Employee cannot return to former department
Application branded (Not Recommended for Rehire)
- Check references
424 – Reference Check Recommended
Employee cannot return to former department
425 – Bar
Employee unable to apply for positions
removal of access and authorizations. Date upon which separating employee loses accesses and authorizations associated with their former position.
reports to position ID. Identification number of the position to which another position reports. Every position (except the President) reports to a position that oversees it and to which it is directly responsible. Position reporting relationships are hierarchical. While most positions report to a single position, instances of matrix reporting sometimes occur. The Reports to position can view information related to the reporting position.
reports to incumbent. Name of the individual to whom the managed position reports.
reports to title. Title held by the individual to whom the managed position reports.
retirement plan eligible. Position meets criteria (e.g., duration, percent time, job type) for membership in a retirement plan.
roster document. This document allows a department to update job and rate information, effective 1 September, for non-tenure track faculty. Included are non-tenure track faculty in the following title categories:
routing documents. To be approved, position-related documents must be processed electronically through a prescribed routing chain. New and modified documents for A&P and Classified personnel typically route from the document's creator, through specific departmental desks, and ultimately to the processing office for final approval. Only one modify document at a time can be in process (routing). A document originating from the processing office can be final-approved with no routing.
routing menu. Drop-down menu on the Document Review screen that enables you to send an information copy of the document (FYI), approve and route the document (FYA), put the document on hold/release (HLD), or delete the document (DEL).
routing sequence. The path a document follows on its way to approval. A document originates with a creator who, upon completing the document, passes it electronically to a series of reviewers with the same desk/view.
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salary range. Salaries for classified positions, which are based on the Pay Plan, are listed in annual, monthly, and hourly amounts. HRMS requires a posted minimum salary amount; a posted maximum salary is optional. You may also provide a non-posted maximum salary that can be used for negotiation if necessary.
The maximum salary (posted or non-posted) listed on the recruiting document limits the amount an applicant can be offered upon hire. Any amount that is not within this range cannot be offered.
salary spread. Academic personnel who work from 1 September to 15 January and from 16 January to 31 May (which represents nine months of employment) can elect to have their salary spread over 12 months.
save and verify. This option, which appears on all HRMS pages, lets you to save your work and view any program audits that might appear.
When a search term is keyed into the text field, HRMS intuitively selects the correct category. Click Search to locate the data. Alternately, you can use the drop-down menu to select one of the seven search categories, key the corresponding data into the text field, and click Search.
secondary reports to position ID. Position identification number for the secondary (or dotted-line) position ID to whom the position being managed reports. See also Matrix reporting and Reports to position ID.
security sensitive. All positions require that the applicant pass a criminal background check. Additional security clearance is required for employees who view private information, have access to restricted areas, handle money, and so on.
selection committee. A selection committee assists during the hiring process by reviewing applications and making hiring recommendations. A selection committee member cannot view or update hiring data unless he or she is also a delegate with the same authorization level as the creator.
separation - special circumstances. A separation reason used only for those cases where an employee has gone through the ADA accommodation process through the Office for Inclusion and Equity. Using this reason requires prior approval from Employee Management Services (EMS).
signer. Individual authorized to sign and route certain HRMS documents (i.e., Create a New Position, Recruit and Fill, Reclassify, Modify, and Recruiting Summaries). These documents usually require a second signature before being routed to HRS for final approved.
source document ID. The eleven-digit alpha numeric identifier assigned to each document.
special consideration program. A Human Resource Services program that helps employees who are being separated from employment due to reorganization, workforce reduction, or lack of funding locate available campus positions for which they are qualified.
state. State in which the position is located.
summer assignment. Summer assignments are created for faculty who teach summer classes or have other non-teaching activities during the summer sessions.
superseded document. When more than one department document exists for the same effective date, the document processed most recently supersedes the earlier version(s). Only data from the newest document rolls over on the effective date.
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temporary additional duty. A change in work responsibilities for a limited duration—often used in cases of turnover that result in a staffing shortage and short-term projects or surges.
temp-to-perm. A program that provides temporary employees (e.g., UTemps) a path to regular employment—but without the usual departmental job posting. Original placement must be a competitive recruitment that meets all documentation requirements.
tenured. Denotes a status of continuing appointment as a member of the faculty at a component institution. Only members of the faculty with academic titles of Professor and Associate Professor may be granted tenure.
tenure-track. Faculty whose appointment is probationary. Tenure-track personnel (e.g., non-tenured associate professors and assistant professors) can become eligible for permanent tenure by observing university policies and regulations and by demonstrating academic and service-related development.
TRS. Teacher Retirement System.
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unit code. A seven-digit code assigned to an official entity (academic or administrative department, organized research unit, or project director responsible for a sponsored project). The first four digits indicate an official department or organization; the last three digits specify a subunit of the entity, which can include individuals, such as Principal Investigators, or other programs or projects within the official unit. The "000" subunit is reserved for the official university entity as recognized by the Office of the President.
unit head. The administrator of a unit. For an official unit, the unit head is the chairman, director, dean, or vice president. The unit head for a subunit is an administrator assigned responsibility for a subdivision of the official unit.
university affiliate. University affiliates are individuals who have relationships with the university outside of traditional employment. They can be paid or unpaid and may have a university affiliate position in addition to another position at the university. They may be individuals who need access to university services such as the ID center or parking privileges. (Click here for more information.)
UTemp. A pool of university students who can be recruited for certain temporary campus positions. Typical assignments include administrative/clerical work, Web development, accounting, advising, labor, and food handling. UTemp positions are not benefits eligible.
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veteran. the applicant has indicated that he or she is a veteran of the armed forces. By doing so, the applicant is eligible under Texas law for veteran’s employment preference. A state agency/institution of higher education must provide the veteran applicant preference for employment over other applicants of the same position who do not have greater qualifications. An applicant is eligible for veteran employment preference if one of the following applies: (1) he or she is a veteran; (2) he or she is a veteran with a disability; (3) he or she is a veteran’s surviving spouse who has not remarried; or (4) he or she is an orphan of a veteran that was killed while on active duty.
Veteran’s employment preference goal set forth by the state is to employ 20% of each state agency’s workforce with veterans. Hiring managers should take every effort to interview veterans for at least 20% of their candidate pool for each job posted.
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- Standard: Work schedule based on hours between 8:00 a.m. through 5:00 p.m., Monday through Friday.
- Flexible: Arrangement between employee and supervisor that allows variations or changes in begin and end work times.
- Shift: Work schedule based on hours other than the standard 8 a.m. to 5 p.m., Monday through Friday schedule.
- Rotating shift: Work schedule with fixed hours that periodically alternates from days to evenings or nights.
- Variable: Work schedule with hours that vary daily and/or weekly.
- Friday noon to Friday noon
- Monday noon to Monday noon
- Tuesday noon to Tuesday noon
- Monday through Friday
- Tuesday through Saturday
- Wednesday through Sunday
- Thursday through Monday
- Friday through Tuesday
- Saturday through Wednesday
- Sunday through Thursday
work-study. A part-time employment program for students who have demonstrated financial need. To be considered for a work-study award, students must complete the Free Application for Federal Student Aid, demonstrate financial need, and maintain satisfactory academic progress. Students may earn up to the amount of their work-study award each semester.
work-study job ID. The unique number in the Hire a Longhorn system, such as J5600-4, that is associated with the description of a work-study position.
work week starts. Day of week on which a position's work schedule begins.