BLAZERID

Unique user ID assigned by UAB IT Central Authentication to provide access to secure UAB systems in a manner that can authenticate a user and the user's permission level to the requested systems. BlazerID Central

EMPLOYEE NUMBER

Unique ID assigned (in Oracle) upon hire to track the employee's relationship with UAB. The IDs are assigned consecutively and can be tied back to an employee's entire record for date tracking purposes.

LDAP ID

The LDAP ID is the primary Identifier used by the UAB Identity Management System (IDM) also known as the BlazerID system. This identifier is used behind the scenes to communicate user profiles across systems.

FULL NAME

Employee full name in form: [last name], [first name] [middle names]

ORG NAME 

The HR organizational unit 9-digit code and name for which the position is associated. This drives the org-level security of the position for any HR-related activities such as Hire, Workflow Approval Maintenance, performance evaluations, etc.

EMPLOYMENT CATEGORY

Employment categories are assigned to an assignment based on HR Policy 411. These categories drive an employee's available benefit offerings and are restricted based on the type of assignment, work status (part time, full time, etc.). HR Policy 411

ASSIGNMENT STATUS 

Indicates the working status of an employee's assignment. 

ASSIGNMENT NUMBER

A unique identifying number assigned to employees, indicating primary and secondary assignments. Each subsequent new assignment at UAB will be indicated with a dash and consecutive number (e.g., -1 or -2) and may be terminated or changed at the assignment level for date tracking.

PRIMARY ASSIGNMENT

A Y/N field that indicates whether an employee's assignment is their "primary" assignment. Some employees at UAB may have multiple assignments. Primary assignments are the drivers for benefits, performance evaluations, and other HR functions.

TOTAL YEARS OF SERVICE

The calculated difference between ADJUSTED SERVICE DATE and today's date in years, rounded to tenths.

DATE IN CLASS 

The effective date of an employee's assignment in a particular classification to track an employee's time in that job. This date is used for compensation and benefits analysis. This date is a snapshot of the most recent change made in the Oracle HR system via ACT. 

YEARS IN POSITION

The calculated number of years an employee has been in a job under the referenced assignment number. This is calculated based on the DATE IN CLASS field. 

ACTUAL TERMINATION DATE

Indicates the recorded date that the assignment was effectively terminated. 

JOB

The job an employee was hired for under a particular assignment. A job code/description is tied to the employee's application in the appropriate applicant tracking system and can be used for date tracking changes to job history.  These job codes tie directly to other job-related descriptive fields such as job description, job duties, FLSA code, degree requirements etc. UAB Job Architect, accessed via the My UAB portal, under “Apps.”

POSITION

The budgeted vacancy within an organizational unit, which can be seasonal or permanent. Each department/school has their own way of classifying their positions, and Hospital positions have an extra segment; however, the structure is generally the same: HR Org (9-digit).5-digit code creation/reclassification date. Financial Affairs Budget page

FTE

The estimated hours a position is expected to work in a week. Full-Time Equivalent is used for resource management and budgeting payrolls. FTE is used to calculate the ANNUAL SALARY for monthly employees. It is not used for salary calculation for biweekly employees. 

ADJUSTED SERVICE DATE

The date of initial benefits-eligible employment with UAB unless there has been a break in service by termination of employment. Changing from regular assignment category to an irregular or temporary assignment category, or vice versa, may require the adjustment of service dates. Adjusted service dates do not apply to Trainees as they are not employees of UAB. HR Policy 412

HIRE DATE

The official start date of the person's first hire document indicating the date in which the employee first began a working relationship with UAB. 

VISA EXPIRATION DATE

The expiration date represented here is a snapshot of the last update to the employee record through ACT; updates for this field would need to be submitted to Records via ACT form for employee data change. When completing a New Hire/Rehire doc, this field is required/not required based on input VISA Type and must align with employee's Guardian record. Expiration date should only populate for visa type other than US Citizen.

VISA TYPE

The visa type represented here is a snapshot of the last update to the employee record through ACT; updates for this field would need to be submitted to Records via ACT form for employee data change. When completing a New Hire/Rehire doc, this field is required/not required based on input VISA Type and must align with employee's Guardian record.

PROJECTED ASSIGNMENT END DATE

If a date (other than default end date) is indicated, the employee will require an ACT form be created to extend or terminate the assignment; delay in processing the ACT form could result in overpayment. This field is used to audit volunteer assignment access.

RETIREE STATUS

Indicates whether an employee in the assignment is a retiree.

PAYROLL NAME

Indicates the frequency and type of payroll of the employee's assignment. Used by Payroll for processing pay elements. 

GRADE

Indicates the level of responsibility defined by the job's requirements. These structures group jobs of equal value or worth into pay grades. As institutional finances allow, pay grades will be adjusted to reflect current market rates and jobs may be assigned to a new range. Jobs may move up, down or remain in the same grade. Compensation

BASE RATE

The base rate for calculations of annual salary. Indicated as hourly rate for nonexempt and monthly rate of pay for exempt employees.

ANNUAL SALARY

Calculated salary an employee earns in a single working year. The calculation is based on employment category, FTE, pay group, and rate of pay. 

HOURLY 

Represents the calculated hourly rate for both biweekly and monthly employees based on rate and payroll name.

CFB CODE

Represents the CFB group assigned to the employee. The Composite Fringe Benefit code is used to indicate the rate to cover cost of staff/faculty benefit packages offered by the University. The rates are associated with an employee's primary assignment and are applied to the labor funding account as a % of employee's bi-weekly or monthly salary dollars based upon the assignment's employment category. Financial Affairs Composite Fringe Benefits page

PAY GROUP

Combination of the faculty/staff identification and payroll group identifier on an employee's assignment. Useful for determining if a payroll is faculty, staff, or employee for reporting purposes; used by Payroll Services.

WORK LOCATION

The physical mailing address for the employee's work location as provided in the ACT form upon hire/transfer/data change. This information can be updated by an HR Officer (or the department HR Officer) through an ACT form data change.

SUPERVISOR BLAZERID

The BlazerID for the supervisor of the referenced employee assignment, as indicated in ACT form. To update, an ACT form for DATA CHANGE may be submitted by the department HR Officer. 

SUPERVISOR EMPLOYEE ID

The employee number of the supervisor indicated in ACT form of the referenced employee assignment, which then becomes the Oracle supervisor for the assignment. To update an employee's supervisor information, an ACT form for DATA CHANGE may be submitted by the department HR Officer. ACT Data Change

SUPERVISOR FULL NAME

The full name of the supervisor of the referenced employee assignment, as indicated in ACT form. 

SUPERVISOR ASSIGNMENT NUMBER

The assignment number of the supervisor of the referenced employee assignment, as indicated in ACT form. To update, an ACT form for DATA CHANGE may be submitted by the department HR Officer. 

SUPERVISOR LDAP ID

The LDAP ID for the supervisor of the referenced employee assignment, as indicated in ACT form.

SUPERVISOR JOB

The job of the supervisor of the referenced employee assignment, as indicated in ACT form. 

SUPERVISOR ORG NAME 

The org name or HR organizational unit of the supervisor of the referenced employee assignment, as indicated in ACT form. To update, an ACT form for DATA CHANGE may be submitted by the department HR Officer. 

FACULTY APPT ORG

The department/division/unit that the faculty appointment is associated with. This can be different than the employee 's assignment organization. In Oracle, this field is under the employee's faculty extra information and is updated via FDF changes. Each change is recorded as a unique item for date tracking.

FACULTY STATUS

Similar to an employment category in that it indicates the type of work relationship the faculty member has with the assigned unit. In Oracle, this field is under the employee's faculty extra information and is updated via FDF changes. Each change is recorded as a unique item for date tracking.

ADMIN TITLE

Faculty appointment administrative title. In Oracle, this field is under the employee's faculty extra information and is updated via FDF changes. Each change is recorded as a unique item for date tracking.

ORIG FAC APPT DATE

Indicates the effective date of the person's first faculty appointment, representing the first UAB faculty affiliation. Used for tracking tenure and other faculty related performance. In Oracle, this field is under the employee's faculty extra information and is created via FDF changes. 

FACULTY PRIMARY ASSIGNMENT

A P/S/C field that indicates whether a faculty appointment was created as a primary, secondary, or center appointment. In Oracle, this field is under the employee's faculty extra information and is updated via FDF changes. Each change is recorded as a unique item for date tracking. 

APPT BEGIN DATE

Faculty appointment begin date recorded in faculty data form (FDF). In Oracle, this field is under the employee's faculty extra information and is updated via FDF changes. Each change is recorded as a unique item for date tracking.

APPT RANK

Faculty appointment rank recorded on faculty data form. In Oracle, this field is under the employee's faculty extra information and is updated via FDF changes. Each change is recorded as a unique item for date tracking.

FACULTY RANK DATE

Indicates the effective date of the faculty rank record. In Oracle, this field is under the employee's faculty extra information and is updated via FDF changes. Each change is recorded as a unique item for date tracking.

GRAD SCHOOL FLAG

Indicates whether the faculty appointment is a member of the graduate faculty in the Graduate School. The graduate faculty appointment acts as an extension of the individual’s academic appointment. In Oracle, this field is under the employee's faculty extra information and is updated via FDF changes. Each change is recorded as a unique item for date tracking. Graduate School 

FACULTY TERMINATION DATE

Indicates the recorded date that the faculty appointment was effectively terminated. In Oracle, this field is under the employee's faculty extra information and is updated via FDF changes. Each change is recorded as a unique item for date tracking.

TENURE TRACK DATE

The date a faculty appointment began their tenure track as indicated in the Faculty Data Form. In Oracle, this field is under the employee's faculty extra information and is updated via FDF changes. Each change is recorded as a unique item for date tracking.  

TENURE AWARD DATE

The date a faculty appointment received tenure status as indicated in the faculty data form. In Oracle, this field is under the employee's faculty extra information and is updated via FDF changes. Each change is recorded as a unique item for date tracking.  

HIGHEST DEGREE UNIV NAME

The university or institution of education from which the highest degree earned was obtained. The information is derived from Hire documents and applicant materials. 

YEARS IN RANK

Calculated time in years between Faculty Rank Begin Date and current date. Represents the number of years a faculty employee has been in a particular faculty rank.

DEGREE

Beginning with the highest degree represented in an employee's hire packet, the field represents the recorded degree in order of degree level. An employee record may only have one highest degree indicated. Degree earned information may be updated with a new hire packet and an ACT Hire document, or an ACT data change doc.

PERSON TYPE

The employee's relationship status with UAB as of the effective date of this report. This is mapped by Oracle based on the assignment employment categories. 

ACCRUAL RATE

Vacation accrual rate for PTO benefits: Vacation, Sick, Personal Holiday. Rate is based on years of service and FTE. Faculty accrual rate is specified in the Faculty Handbook. The rate specified here is reflective of accrual rates in Oracle (non-exempt). For exempt employees, please see eLAS records. HR Policy 301

VACATION BALANCE

Accrued vacation balance for employee as recorded in Oracle at time of report effective date. Note: This report only reflects balances that are maintained in Oracle. Monthly accrual balances are maintained in eLAS. Any balances in this report reflect non-exempt employee balances. Accrual rate is affected by FTE and time of service. Some differences between Oracle and actual accruals may be present because of Payroll processing and other nightly processes. HR Policy 301

SICK BALANCE

Accrued sick balance for employee as recorded in Oracle at time of report effective date. Note: This report only reflects balances that are maintained in Oracle. Monthly accrual balances are maintained in eLAS. Any balances in this report reflect non-exempt employee balances. Accrual rate is affected by FTE and time of service. Some differences between Oracle and actual accruals may be present because of Payroll processing and other nightly processes. HR Policy 303

PH BALANCE

The Personal Holiday balance for an employee as indicated by the respective timekeeping record system. Accrual is based on assignment category and essential flag. For non-exempt employees, the balance is generated from Oracle. For exempt employees, the balance is generated from eLAS. The balance can be impacted by time of payroll run and other nightly processes. Benefits' Holiday page

BEGIN DATE OF LEAVE

Indicates the requested begin date of FMLA or other work-related leave. Processed via ACT form. 

EXPECTED RETURN DATE

Indicates the requested expected return date for an employee's leave.

FLSA

Indicates whether an employee assignment is exempt or non-exempt per U.S. Department of Labor; at UAB, the FLSA code should match the payroll type. 

FLSA 403B GP

Indicates whether an employee was grandfathered into 403B benefits during the rollout of FLSA. Some positions were made non-exempt from exempt status to follow the ruling; employees in these positions were able to keep their exempt 403B benefit. However, if the employee chooses to move to a non-exempt job after the FLSA change, the benefits will not qualify under the grandfather rule. 

FLSA ACCRUAL GP

Indicates whether an employee was grandfathered into exempt accrual rates during the rollout of FLSA. Some positions were made non-exempt from exempt status to follow the ruling; employees in these positions were able to keep their exempt accrual rates. However, if the employee chooses to move to a non-exempt job after the FLSA change, the accrual rates will not qualify under the grandfather rule.

EEO CAT CODE

EEO Categorization for the employee's job assigned by Compensation per the Federal EEOC guidelines. Splits the code and description. 

EEO CAT DESC

See Above 

ESSENTIAL

Indicates whether the position is required for critical business operations. 

JOB PATIENT CARE INDICATOR

Indicates whether the position is responsible or potentially responsible for patient care to establish fair expectations of job hazards and risks.

JOB LEADERSHIP CATEGORY (JOB ROLE)

Indicates the level of leadership or requirements for a position based on job responsibilities and job grade. This field is used in performance evaluations, functional roles, and reporting. Compensation, Job Roles page 

WORKFORCE GROUP

Every employee is assigned to either the A, C, or Faculty workgroup based on their area of work. Workforce groups dictate requirements and responsibilities in operations, policies, procedures, compliance, and other HR and Institutional policies. HR's Workforce Group page

WEATHER GROUP

Students, faculty, and staff are assigned to groups based on operational requirements and responsibilities for efficient communication during potential business closure or modified operation plans due to a weather event. Weather Groups

ORG CODE

The HR organizational unit 9-digit code for which the position is associated. This drives the org-level security of the position for any HR-related activity on the position such as Hire, Workflow Approval Maintenance, performance evaluations, etc.

ORG DESC

The HR organizational unit name for which the position is associated. This drives the org-level security of the position for any HR-related activity on the position such as Hire, Workflow Approval Maintenance, performance evaluations, etc.

COST CENTER NAME

Identifies the organization a position is budgeted within for financial reporting. For Hospital purposes, an additional segment (3rd segment) is included in Position string to indicate the 7-digit General Ledger account to which employee's assignment is accounted to. Within the Oracle reporting framework, this field is most often represented by the 9-digit HR organization code.

ENTITY

Indicates the assignment's association with UAB as either LLC, UAB, Affiliated. 

GRE

Government Reporting Entity is the legal reporting entity name/ID under which the organization is registered for legal/IRS/tax purposes. Used for tax documents and pay stubs. UAB has several GREs: UAB and LLC being the two primary GREs in Oracle.

AVP ORG CODE

A slightly flattened level of the VP orgs in which the AVP units under Senior Vice President for Financial Affairs and Administration (HR, Finance, Facilities, Public Safety etc.) and School of Medicine divisions/departments are considered VP-level for reporting purposes. For orgs that are not broken down under AVP or SOM Divisions, the VP Org is used. 

AVP ORG DESC

See Above

VP ORG CODE

The highest-level HR Organizational unit roll up for a given Org. Generally, this code represents the VP or School level org that the departments/units roll up to in the HR hierarchy. 

VP ORG DESC

See Above 

ORACLE ACCT

Used by Hospital departments and in data feeds from Oracle to translate LLC to Hospital orgs. For example, given position 799999999.01500.7126560000.180420, the Oracle account is "7126560."  This represents the 7-digit General Ledger code assigned to the employee for costing purposes.

ORACLE DIST

Used by Hospital departments and in data feeds from Oracle to translate LLC to Hospital orgs. In Kronos, it is used to represent the group number for the supervisor in timecard for approvals. For example, given a position string 799999999.01500.7126560000.180420, "00" (after "015") will be the value in ORACLE_DIST. 

LAST ACT DOC TYPE

The ACT document type, reason, number, and latest effective date that is associated with the latest completed ACT document for a given employee.

LAST ACT DOC REASON

See Above

LAST ACT DOC NO

See Above

LAST ACT DOC EFF DATE

See Above

EMPLOYEE CATEGORY

UAB provides managers with two Alternative Work Schedules (AWS) to offer employees — a 10-month assignment or a reduced schedule of at least 32 hours per week. In addition to providing some stretch within the budget, these options increase flexibility in scheduling for both the managers and employees. Alternative Schedules

REASON FOR VOLUNTARY AFFILIATION

Indicates the auditable reason for voluntary status with UAB that it required an employee record to be created, such as required for access, collaborator, voluntary faculty, visiting researcher, etc.