Incumbent View
Non-Pooled Student

An incumbent is an individual who has a relationship to a position. When an student is hired (assigned) to work in a specific position, he or she becomes the incumbent and inherits the attributes of the position. When the student leaves a student position, the position stays, retains its attributes, and is vacant. Another incumbent can then fill the position.

The Incumbent View can be accessed by selecting the Position|Incumbent tabs, or by clicking the incumbent's EID on the View Position Details page, Position Information section.

The following information for a non-pooled position is available on the Incumbent View page. Fields that can be edited display an [edit] link. When you have finished revising information, click [save] to update the information immediately or click [cancel] to restore the information.

• Incumbent Details for [Position title] ([Position ID]), identifies the position held by the student worker. Click the position ID link to go to the corresponding View Position Details page for non-pooled students.
  • HRMS will advise you if an I-9 is required for the student incumbent.
  • Incumbent (EID) – Incumbent’s full name followed by his or her EID. The student name is linked to the corresponding Employee Profile page.
  • Campus – Identifies the UT campus where the incumbent works.
  • Start Date – Start date for the assignment.
  • End Date – Date on which the assignment is scheduled to end. (Click here for more information.)
  • Reason – This field identifies the reason for the assignment end date.
  • Pay Type – The rate by which the incumbent's salary is paid: monthly or hourly.
  • Hours Per Week (percent time) – Number of hours assigned to the incumbent. Percent time equals the percentage of an assignment's total hours in relation to a 40-hour work week. (Click here for more information.)
  • Workdays – Work days assigned to a position for each work week. (Click here for more information.)
  • Concurrent Assignments – The assignment of an incumbent to more than one position within one or more departments.
  • Additional Info
    • FLSA Status Override – Within HRMS, Exempt or Non-Exempt FLSA status will be derived from the job code system.
    • Work Study – Indicates if the incumbent is enrolled in the Work-Study program.
    • Student Data: The student's classification is displayed. When clicked, the link opens a window with additional information about the student .
    • Driving Required – Indicates whether the incumbent's duties require the use of a vehicle.
    • Contact – The name and EID of the work-study liaison are displayed. Click the EID to view the individual's Employee Profile page.
    • Unofficial Reports To – The name and EID of the student worker's Reports to supervisor. Click the EID to view the individual's Employee Profile page.

• Compensation

  • Annual or Hourly Rate – The annual or hourly rate of pay is displayed.

• Eligibility

  • Insurance Eligible – Indicates whether the incumbent’s assignment comprises at least 20 hours a week, is a minimum of 50% time, and will continue for four and one-half months or longer.
  • Premium Sharing – Indicates whether the student worker is eligible for state and university assistance to help offset insurance costs.
  • Holiday Pay Eligible – Indicates compensation for time worked by an employee during regularly scheduled hours on a date observed as a holiday by the state.
  • Retirement Plan Eligible – Indicates if the student worker’s position meets the criteria (e.g., duration, percent time, job type) for membership in a retirement plan.
  • Retirement Plan – Identifies the retirement plan associated with the incumbent, if applicable.

• Location Information

  • Residency – State and country where the incumbent resides.
  • Actual Work Location – State and country where the position is held.

• Work Study

  • Award Limit – The maximum amount that a student with a work-study award can be paid from their work-study grant.
  • Code – Designation of the source of work-study grant funding:  Federal, Federal (OSFS), State, State (OSFS), Community Service, Community Service (OSFS), Tutor.
  • Award Paid To Date – The amount of the student's work-study award paid to date.
  • Job ID – The ID number entered into the UT Hire a Work-Study system.

• 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. 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. (Click here for more information.)

HRMS Home | Updated May 17, 2016