When appointing, changing or terminating an employee in the Administrative Systems, an ACT document must be created. When creating an ACT document, the user must select a document type and a document reason. Document types and reasons, as well as instructions, are detailed below.

 

TASK TO BE PERFORMEDUAB ORACLE ADMINISTRATIVE SYSTEMS MENU OPTIONSLINK TO INSTRUCTIONS
"HIRE" Document Type ACT Document Reasons (Adobe Acrobat PDF)
How to hire a new employee New Hire ACT Document New Hire ACT Documentation
How to rehire an employee Rehire ACT Document Rehire ACT Documentation
How to enter a new trainee award (student) New Trainee Award ACT Document New Trainee Award ACT Documentation
How to enter a new volunteer Volunteer ACT Document Volunteer ACT Documentation
How to enter a one-time requisition pay employee (Status 99) Requisition Pay Employee (Status 99) One-Time Requisition Pay ACT Documentation
How to enter information for existing UAB employee or trainee for additional assignment Additional Assignment ACT Document Additional Assignment ACT Documentation
"BUDGET" Document Type ACT Document Reasons  
How to create a salary increase (annual merit) ACT document Budget ACT Document Budget ACT Documentation
"CHANGE" Document Type ACT Document Reasons  
How to create a change of assignment ACT document on existing employees Change of Assignment Category Change of Assignment ACT Documentation
How to end an assignment (Additional Assignment) End Assignment End Assignment ACT Documentation
How to create an equity increase document Equity Increase Equity Increase ACT Documentation
How to create a merit increase document Merit Increase Merit Increase ACT Documentation
How to create a probationary increase document Probationary Increase Probationary Increase ACT Documentation
How to create a promotion same department document Promotion Same Department Promotion Same Department ACT Documentation
How to create a reclassification document Reclassification Reclassification ACT Documentation
How to create a salary schedule adjustment document Salary Schedule Adjustment Salary Schedule Adjustment ACT Documentation
How to create a transfer lateral different department document Transfer Lateral Different Department Transfer Lateral Different Department ACT Documentation
How to create a transfer lateral same department document Transfer Lateral Same Department Transfer Lateral Same Department ACT Documentation
How to create a transfer with promotion document Transfer with Promotion Transfer with Promotion ACT Documentation
"COSTING CHANGE" Document Type ACT Document Reasons  
How to create a funding source change document Costing Change Funding Source Change ACT Documentation
"DATA CHANGE" Document Type ACT Document Reasons  
How to create a data change ACT document Data Change Data Change ACT Documentation
"ELEMENTS" Document Type ACT Document Reasons  
How to create Nonrecurring Element Payment Elements Nonrecurring Element ACT Documentation
How to stop a Nonrecurring Element Payment Elements “Stop” Nonrecurring Element ACT Payment
How to create a Recurring Element payment/deduction/Charge Elements Recurring Element ACT Documentation
"LEAVES" Document Type ACT Document Reasons  
How to create Education Leave ACT Documents Leave Education Leave
Education Leave With Pay
Education Leave Without Pay
Education Leave With & Without Pay
How to create FMLA ACT Documents Leave Family Medical Leave of Absence
FMLA With Pay
FMLA Without Pay
FMLA With & Without Pay
FMLA Extension
How to create Military Leave of Absence ACT Documents Leave Military Leave
Military Leave With Pay
Military Leave Without Pay
Military Leave With & Without Pay
How to create OJI (On the Job Injury/Illness) Leave ACT Documents Leave OJI Family Medical Leave
OJI Leave With & Without Pay
How to create Personal Leave ACT Documents Leave Personal Leave of Absence
Personal LOA With Pay
Personal LOA Without Pay
Personal LOA With & Without Pay
How to create Sabbatical Leave ACT Documents Leave Sabbatical Full Pay
Sabbatical Half Pay
How to create a Return from Leave ACT Document Leave Return From Leave
How to View Biweekly Accrual Balances Leave View Biweekly Accrual Balances
"TERMINATION" Document Type ACT Document Reasons  
How to create an End A Trainee Document Termination End a Trainee
How to create an End a Volunteer Document Termination End a Volunteer
How to Terminate an employee’s primary assignment Termination Terminate Employee

 

The UAB HR Officer responsibility gives end users the ability to view and update personnel data, view and update timesheets hours and cost distributions, view and retroactively redistribute previously posted salary/benefit dollars, view faculty data, and run ad hoc reports.

The UAB HR Officer responsibility will appear on the end users Personal Home Page as a nine-digit org number plus the organization name.

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Written instructions for each menu option and additional resources are available for viewing or printing by clicking on the green menu option below.

UAB HR Officer Menu Option Functionality
Access Control Form (ACF) The Access Control Form (ACF) is used to view, request and change access responsibilities for employees.
HR Transactions:
ACT
The ACT form is used to view personnel records, create a new personnel record, to change any part of that record, or to terminate the relationship with UAB.
Biweekly Timesheets:
TEL
The TEL form is utilized to view/update/reprocess timesheet hours and may allow pay period cost distribution changes.
Update Salary Distributions:
Salary Reclass Form
The Salary Reclass Form is used to retroactively redistribute previously posted salary/benefit dollars.
Workflow:
  • The WAM form documents the current approval path of each document; also includes an approver history for those documents.
  • System notifcations are delivered to requesters and approvers via their Personal Worklist.
  • The UAB Document Locator allows users to locate a document and see its current location in the system.
HR Data Views:
Assignment List
The Assignment List provides a means of viewing personnel data for multiple employees, trainees and volunteers in a list format. Data may be exported into Microsoft Excel format.
View Biweekly Accrual Balances

The View Biweekly Accrual Balances provides viewing access in the Administrative Systems to BIWEEKLY PAID EMPLOYEES benefit time accrual balances. Data may be exported into Microsoft Excel format.

Personnel Action Log The Personnel Action Log (PAL) provides a listing of all ACT Documents and Self-Service Changes that have been processed. Data may be exported into Microsoft Excel format.
View Salary Distribution Information:
  • The View Salary Distributions by Period provides a means to view funding/costing data for a specified period of time
  • The View Salary Distributions by Document provides a means to view submitted salary reclass documents and provides a history of all documents processed for the specified assignment. 
View Effort Reports The View Effort Reports provides a means of running a data extract to determine the location of effort reports, a listing of all effort reports for effort report eligible employees for which the requestor has access.
Payroll Information Extract (PIE) The Payroll Information Extract (PIE) provides the ability to access detailed payroll and/or labor distribution (LD) information. The information is extracted and the report sent in an Excel spreadsheet.
Legacy Payroll Info (OPIE) The Legacy Payroll Info (OPIE) provides the ability to access detailed payroll and labor distribution information from the old LEGACY (HURS & FAS) system.
View Faculty Data Form The View Faculty Data Form provides viewing access to faculty related appointment data.
Run Reports:
  • The Submit Process menu option is used to generate HR Ad-Hoc (as needed) reports.
  • The View Request menu option is used to view previously generated HR Ad-Hoc (as needed) reports.
HR Reporting:
HR Ad-Hoc Reports
HR Ad-Hoc Reports are available on the UAB HR Officer Responsibility. These reports can be run on an "as needed" basis and provide valuable information related to managing personnel.

 

Human Resources

Users of the Oracle Administrative System have access to a limited set of web pages, forms, functions, data and reports that are defined by specific "responsibilities".

Listed below are the HR "responsibilities" along with an example of how the responsibility displays on the individuals' personal homepage. Included is a brief overview of the responsibility and which transactional form/s available. Instructional documentation has been developed to assist individuals having access to a specific HR responsibility; simply click on the responsibility name or a specific transactional form.

Oracle HR Responsibilities Transactional Forms and Functionality
UAB HR Officer:
114401000 Employment
703500000 Employee Health
ACT Form: Gives users the ability to: view and update personnel data.
TEL Form: Gives users the ability to: view and update timesheet hours and cost distributions.
Salary Reclass Form: Gives users the ability to: view and retroactively redistribute previously posted salary/benefit dollars view faculty data.
UAB Salary Reclass User: 329600000 Reclass Salaries Salary Reclass Form: Gives users the ability to: retroactively redistribute previously posted salary/benefit dollars for an employee, or fellowship dollars for a trainee, who is affiliated with that end user's organizational unit or who has any assignment in that organizational unit.
UAB Timekeeper:
329600000 Timekeeper
TEL Form: Gives the users the ability to: view, and may update, the biweekly timesheet hours and cost distribution of the biweekly employees in the assigned organizational unit(s) and view absence accrual balances.
UAB TEL:
UAB TEL
TEL Form: Gives the users the ability to: view and update his/her own biweekly timesheet hours and cost distribution, and view vacation/personal holidays/sick time balances.
 UAB Effort Reporting

UAB Effort Reports can be viewed and certified by accessing one of the below listed Oracle HR responsibilities:

  • UAB Effort Report User
  • UAB Salary Reclass User
  • UAB HR Officer

UPDATE: Due to new plugin restrictions in the recent Firefox update (52), Internet Explorer 11 is the recommended browser to access Oracle HR & Finance applications. For more information, click here.

 

Human Resources, Financial and Self-Service Applications

Oracle Training, Instruction & Online Documentation 


The Oracle Administrative System is an integrated suite of Human Resources (HR) and Finance (FN) modules used by the University of Alabama at Birmingham for administrative operations and record keeping.  It is a web-based system that includes a Self Service Application for all employees, as well as, HR and FN Applications for staff and faculty to conduct day-to-day business.  The Oracle Administrative System uses an Oracle database and is typically referred to as "Oracle".

Documentation has been developed for each system application and can be accessed by clicking on the links below. For questions regarding the information on this web page or concerning the Oracle Administrative System, please email instructeam@uab.edu.   

 

overview and basicUsing Oracle - Overview and Basic     selfserviceUAB Self-Service Applications
       
using appsUsing the Human Resources Applications     financeUsing the Finance Applications

Additional Course & Class Information

Getting Help

For assistance with using the Oracle Administrative Systems we offer the following:

  • Weekly "Walk-In" Instructor Led Clinics are held each Thursday afternoon from 2:00 to 3:30 in AB B60 computer classroom to assist users with specific problems or individualized training. For sensitive questions or immediate assistance, please email instructeam@uab.edu.
  • Assistance to Ask IT in providing Oracle-related desktop support. Contact Ask IT at 205-996-5555.
  • Special training sessions for groups needing training or assistance with specific Oracle processes. To request a special session, email instructeam@uab.edu.

For employees that do not have access to a computer on the job site, Payroll Services located in the Administration Building Room 280, has three computers available to use. The Payroll Service staff is available to provide assistance with Self Service responsibilities each weekday from 9:00 a.m. until 3:00 p.m.