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HRMS IMPLEMENTATION PROJECT

AS IS BUSINESS PROCESSES
(CORE HUMAN RESOURCES PROCESS AREAS)
Authors
This document was prepared by:
Eudora Jacobs Deloitte Senior Manager, Oct 21, 2009
Functional Team Lead and HR Lead for
the VCCS PeopleSoft HCM
Implementation project

Revision History
Date Document Document Revision Description Document Author
Version
11/30/09 Version 3 Included changes from comments coming from Jay Cabana and Corliss Eudora Jacobs
Woodson
12/2/09 Version 4 Included changes from comments coming from Jay Cabana. Eudora Jacobs
12/7/09 Version 5 Included changes from comments coming from Corliss Woodson Eudora Jacobs
12/8/09 Version 6 Included changes from comments coming from Corliss Woodson Eudora Jacobs

Approvals
Approval Approved Approver Name Signature
Date Version
Jason Cabana – VCCS Functional Lead
Corliss Woodson – VCCS Functional Lead
Shelli Jarvis – VCCS College Lead
Ruth Tilley – VCCS System Office Lead

Signatures are located in this link.


Final\All Approvals HR As Is Final.pdf
Approval Comments
If there are comments regarding this document please list those below:
Issue Date Section
# Entered Affected Comment
1 11/30/2009 From Jay Cabana, see comments embedded in document
2 11/30/2009 From Corliss Woodson, comments were mentioned by phone
3 12/2/2009 From Jay Cabana, see comments embedded in document
4 12/7/09 From Corliss Woodson, comments were mentioned by phone
5 12/8/09 From Corliss Woodson, comments were mentioned on site

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TABLE OF CONTENTS

Table of Contents
INTRODUCTION............................................................................................................................................4
HR ADMINISTRATION ................................................................................................................................6
MAINTAINING THE ORGANIZATIONAL STRUCTURE ...........................................................................................6
CREATING A NEW POSITION AND MAINTAINING THE ROLE CODE.....................................................................47
PERSONNEL ACTIONS...............................................................................................................................50
NEW HIRE PROCESS.............................................................................................................................50
New Hire Process for Full Time Classified or Salaried Employees............................................50
New Hire Process for Full Time Non-TeachingFaculty (Administrative and Professional) ........52
New Hire Process for Full Time 9-month or 12-month Teaching Faculty ..................................53
New Hire Process for Part Time Classified Employees .............................................................55
New Hire or Rehire Process for Quasi Full Time Classified Employees.....................................57
New Hire or Rehire Process for Adjunct Faculty with Credit Hours............................................58
New Hire or Rehire Process for Adjunct Faculty with Non-Credit Hours (or Workforce
Development Services) .............................................................................................................61
New Hire or Rehire Process for P14/Wage Employees.............................................................62
New Hire Process for Grant-funded P14/Wage Employees.......................................................64
New Hire Process for Student Workers – Federal and non-Federal Work Studies....................65
APPOINTMENT OF MULTIYEAR CONTRACT FACULTY......................................................................................67
CHANGING AN EMPLOYEE STATUS............................................................................................................68
Changing from Part Time Classified, Quasi Full Time, or P14/Wage to Full Time Classified or
Salaried Position .......................................................................................................................68
Changing an Adjunct Faculty to Full Time Classified or Salaried Position ...............................69
ADDRESS CHANGES FOR EMPLOYEES........................................................................................................70
PAY RATE OR PER CREDIT HOUR RATE CHANGES ....................................................................................71
Pay Rate Changes for Full Time Classified or Salaried Employees or Faculty and Part-Time or
Quasi Classified Employees.......................................................................................................71
Per Credit Hour Rate Changes for Adjunct Faculty....................................................................72
Pay Rate Changes for P14/Wage Employees...........................................................................73
Pay Rate Changes for Student Workers – Federal or non-Federal Work Studies......................74
PROCESSING PAYMENTS FOR ADJUNCTS, GRANT-FUNDED P14/WAGE AND WORK STUDIES................................75
Processing Payments for Contract or Adjunct Faculty with Credit or Non-Credit Hours.............75
Processing Payments for Grant-funded P14/Wage Employees.................................................77
Processing Payments for Federal and non-Federal Work Studies.............................................78
FILING GRIEVANCES .............................................................................................................................80
Filing Grievances for Full Time Classified or Salaried Employees ............................................80
Filing Grievances for Adjunct Faculty.........................................................................................80
Filing Grievances for P14/Wage Employees .............................................................................81

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DISCIPLINARY ACTIONS FOR FULL TIME CLASSIFIED OR SALARIED EMPLOYEES AND HOURLY P14/WAGE EMPLOYEES82
TERMINATIONS.....................................................................................................................................83
Termination of Full Time Classified, Administrative and Professional Faculty............................83
Termination of 9-month or 12-month Teaching Faculty .............................................................84
Termination of Part Time Classified Employees........................................................................85
Termination of Quasi Full Time Classified Employees ..............................................................86
Termination of Adjunct Faculty .................................................................................................88
Termination of P14/Wage Employees .......................................................................................89
Termination of Student Workers – Federal and non-Federal Work Studies ..............................89
RETIREMENT OF FULL TIME CLASSIFIED OR SALARIED EMPLOYEES .................................................................91

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Introduction
The core HR Business Processes are generally performed for new hires, changes and terminations. These
types of actions cover the following Employee Types, which are performed in different ways in the Colleges:

1. Full Time Employees (Classified or Salaried) – with salaries equivalent to 40 Hours per week
a. Classified Employees
b. Administrative Faculty
c. Professional Faculty
d. Teaching Faculty
i. 9-month Teaching Faculty
ii. 12-month Teaching Faculty
2. Part-time Classified Employees –
a. 20 – 31.9 hours per week,
b. 12 months per year; or
c. At least 1040 hours or less than 32 hours per week for 9, 10, or 11 consecutive months per
year.

3. Quasi Full Time (9-month, 10-month and 11-month) Classified employees –


a. 32-39.9 hours per week for 12 months per year; or
b. 40 hours per week for 9, 10, or 11 consecutive months.

4. Adjuncts:
a. Adjuncts with Credit Hours
b. Adjuncts with non-Credit Hours or Workforce Development Services (WDS)

5. P14/Wage Employees:
a. P14/Wage/Hourly Employees
b. P14/Wage/Hourly Grant-funded Employees

6. Student Workers:
a. Work Study
b. Federal Work Study
c. Student Hires/Assistants
d. Student Tutors

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For better understanding of the employee types, we need to review the policies and standards for all the
Agencies. According to the DHRM Policies and Procedures Manual, the following types of state employment
are as follows, and the respective terms and conditions:

Classified Position Salaried position assigned to an Occupational Family and


Career Group based on duties and responsibilities, and to a
Role Code based on the compensable factors of Complexity,
Results, and Accountability.
Covered Employee Salaried employee whose terms and conditions of
employment are subject to the Virginia Personnel Act (Va.
Code § 2.2-2900 and following) and who is employed in a
classified position.
Non-Covered Employee A salaried employee who is not subject to the Virginia
Personnel Act; also called excepted employee. Includes
teaching, research, administrative and professional faculty;
employees in the Judicial, Legislative, and Independent
Branches; employees in the Executive Branch who are
appointed by a court to exercise judicial functions;
Governor’s appointees (‘at-will’ employees); and employees
of certain specifically excepted agencies and entities. See
Va. Code § 2.2-2905 and § 23-38.114.

NOTE: Salaried, non-faculty and wage university


employees subject to the Management Agreement between
the Commonwealth and the university, as defined by the
Restructured Higher Education Act (Chapter 4.10 of Title
23 of the Code of Virginia), are not covered by the Virginia
Personnel Act. These employees are covered by the
personnel policies of the institution of higher education
where they are employed.
Non-Restricted Position A position funded by sources considered continuous or
recurring, such as Educational and General Funds, which
may be classified or non-classified.
Probationary Period The period (normally 12 months) following hire or re-hire
into a classified position during which the covered employee
does not have access to the grievance procedure.
Restricted Position A classified position with at least 10% of its funding from
non-continuous or non-recurring funding sources, such as
grants, donations, contracts, capital outlay projects, or
higher education auxiliary enterprise revenues. The
employee in a classified restricted position is normally a
covered employee.
Wage Employee An employee who receives pay for hours worked rather than
a fixed salary. Wage employees are sometimes referred to as
hourly or P-14 employees.

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HR Administration

Maintaining the Organizational Structure

Process Overview

The three highest level organizational structure components used in PMIS are:
1. Agency or College
2. Campus Location
3. Division or Department

Agencies are Categories of College groups and are synonymous to Set IDs and Business Units in the
PeopleSoft SIS database. There are 24 Agencies and Community Colleges:

1. System Office (Non-college)


2. Blue Ridge
3. Central Virginia
4. Dabney S. Lancaster
5. Danville
6. Eastern Shore
7. Germanna
8. J. Sargeant Reynolds
9. John Tyler
10. Lord Fairfax
11. Mountain Empire
12. New River
13. Northern Virginia
14. Patrick Henry
15. Paul D. Camp
16. Piedmont Virginia
17. Rappahannock
18. Southside Virginia
19. Southwest Virginia
20. Thomas Nelson
21. Tidewater
22. Virginia Highlands
23. Virginia Western
24. Wytheville

PMIS Locations and are set up when the position is established in PMIS. The Location Codes are three-digit
codes, with the respective Location names, and are also used as Virginia Localities (codes 091 to 199),
Counties (codes 001 to 089) and Cities (codes 510 to 840). They are not tied to any of the Colleges, but some
are the Locations used by the College Campuses; however, are set up in different formats. .

Location Code Location Name


001 Accomack
003 Albemarle

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Location Code Location Name
005 Allegany
007 Amelia
009 Amherst
011 Appomatx
013 Arlingtn
015 Augusta
017 Bath
019 Bedford
021 Bland
023 Boteturt
025 Brunswck
027 Buchanon
029 Buckinghm
031 Campbell
033 Caroline
035 Carroll
036 Charls C
037 Charlote
041 Chstrfld
043 Clark
045 Craig
047 Culpeper
049 Cumbrlnd
051 Dicknson
053 Dinwidde
057 Essex
059 Fairfax
061 Fauqier
063 Floyd
065 Fluvanna
067 Franklin
069 Frederck
071 Giles
073 Gloucstr
075 Goochlnd
077 Grayson
079 Greene
081 Greensvl
083 Halifax
085 Hanover
087 Henrico
089 Henry
091 Highland
093 Isle Wght
095 James Cty
097 Kg &Queen
099 Kg George
101 Kg William
103 Lancaster
105 Lee

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Location Code Location Name
107 Loudon
109 Louisa
111 Lunenburg
113 Madison
115 Mathews
117 Mecklnbrg
119 Middlesex
121 Montgomry
125 Nelson
127 New Kent
131 Northmptn
133 Nrthmblnd
135 Nottoway
136 Orange
137 Page
141 Patrick
143 Pitsylvn
145 Powhatan
147 PrEdward
149 PrGeorge
153 PrWilliam
157 Rpphnnck
159 Richmond
161 Roanoke
163 Rckbrdge
165 Rckinghm
167 Russell
169 Scott
171 Shendoah
173 Smyth
175 Sthmptn
177 Sptsylvn
179 Stafford
181 Surrey
183 Sussex
185 Tazewell
187 Warren
191 Wshingtn
193 Wstmrlnd
195 Wise
197 Wythe
199 York
510 Alxndria
515 Bedford
520 Bristol
530 Bn Vista
540 Ch’ville
550 Chesapke
570 Cl Hghts
580 Covingtn

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Location Code Location Name
590 Danville
595 Emporia
600 Fairfax
610 Falls Ch
620 Franklin
630 Frdrkbrg
670 Hopewell
678 Lexingtn
680 Lynchbrg
683 Manassas
685 Man Park
690 Martnsvl
700 Nwprt Nw
710 Norfolk
720 Norton
730 Petrsbrg
735 Poquoson
740 Portsmth
750 Radford
760 Richmond
770 Roanoke
775 Salem
790 Staunton
800 Suffolk
810 Va Beach
820 Wynsboro
830 Wilmsbrg
840 Winchstr

In SIS, College Campuses are synonymous to SIS Locations or Facilities, which are used for academic
enrollment purposes, tied to Faculty who are assigned to the courses in the respective College Campus. The
Campus or Facilities for each College are as follows, which are the specific values listed from the SIS Location
table. The list below is comprehensive, but do not include the Location entries for virtual sites and offsite
locations.

1. Blue Ridge:

Main Campus
Weyers Cave
Augusta
Staunton
Rockingham
Harrisonburg
Waynesboro
Frederick
Highland
Frederick

2. Central Virginia:

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Primary CVCC Campus
Lynchburg City
Bedford County
Amherst County
Appomattox County
Campbell County
Bedford City
Brookneal Center
Bedford Center
Altavista Center
Appomattox Center
Amherst Center

3. Danville:

Main Campus
DCC's Main Campus
Off Campus-City of Danville
Off Campus-Henry Co
Off Campus-Halifax Co
Off Campus-Pittsylvania Co

4. Dabney S. Lancaster
Main Campus

5. Eastern Shore

Eastern Shore Community Colleg


Off-Campus

6. Germanna

Locust Grove
Fred'Burg Area
Off - Fred'Burg
Off-Spotsylvania
Off-King George
Off - Stafford
Off - Orange
Off - Caroline
Off - Culpeper
Off - Madison
CUL - Permanent Off-Site Locat

7. J. Sargeant Reynolds

Parham Road Campus


Downtown Campus
Western Campus

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Central Administration
Off Campus
Main Location

8. John Tyler

Amelia High School


Chesterfield Technical Center
Meadowbrook High School
Dominion Virginia Power Train
Midlothian High School
Featherstone Professional Cent
Petersburg High School
Thomas Dale High School
Virtual Campus (ELI, Internet)
Hopewell High School
John Tyler Community College
Chesterfield
Sussex
Midlo/Oc 004004
Prince George
Midlothian
Amelia
Chesterfield
Fort Lee
Surry
Hopewell
Petersburg
Richmond
Colo Heights
Charles City
Dinwiddie
Community Coll Wrkfc Alliance
CCWA - Parham Rd Center
CCWA – Richmond
CCWA - Western Center
CCWA - North Run
CCWA - Featherstone
CCWA – Midlothian
CCWA – Chester
CCWA – Hanover
CCWA – Wakefield
CCWA – Rowanty
CCWA – Contract
CCWA - ON LINE
JT/CJW Nursing Center
Chester Campus

9. Lord Fairfax

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Central High School
Clarke County High School
Fauquier County Hospital
Fauquier Campus
John Handley High School
James Wood High School
Lear Corporation
Liberty High School
Luray High School
Middletown Campus
Middletown Elementary School
Page County High School
Page Memorial Hospital
Poly One
Rappahannock County High Schoo
Shenandoah University
Sherando High School
Stonewall Jackson High School
Strasburg High School
Winchester Medical Center
Fauquier County High School
Warren County High School
Warren County Voc Tech Center
Winchester City
Warren County School Board
Clarke County
Fauquier County
Frederick County
Page County
Rappahannock County
Shenandoah County
Warren County
Warrenton
Off Campus Site
Winchester City
Fauquier County
Spotswood High School
Notre Dame Academy
Page County Center
Mountain Vista Governor School
Mountain Vista Governor School
Luray/Page County Center
Massanutten Governor's School

10. Mountain Empire

MECC Virtual Distance Learning


Wise County
Scott County
Lee County

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City of Norton
Dickenson County
Smyth County
Russell County
Main
Dickenson County
Lee County
City of Norton
Russell County
Scott County
Smyth County
MECC Virtual Distance Learning
Wise County

11. New River

Main
Floyd
Radford
Pulaski
Giles
Montgomery
Dublin
Fair Grounds
MALL

12. Northern Virginia

Arlington Career Center


Arlington Co Equip
Arl Cty Fire Trning
Arlington Diagnostic
Arl Cty Equip Div
Aetna Insurance
Armedforcom(Afcea)
Annandale High School
Area Four Office
Aj Ferlazzo Center
Alexandria
Alexandria Hospital
Alexandria Law Lib
Alexandria Police Dept
Arlington Hall Sta
Army Material Cmd
Ang Readiness Ctr
Annandale
Arlington Hosp
Area Three Office
Arlington Methodist
Baileys Classrooms

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Brentsville District High Sch
Blake & Mills School
Boeing Computer Svcs
Bay Ridge Stables
Blythe Shin Karate
Ballston Tower #1
Cameron Station
Pwh Child Care Centr
CCS & T
Coles Elem School
Continental Federal
Charles Huston Cntr
Chantilly High School
Crystal Mall #2
Commonwealth Bldg
City of Fairfax
City of Manassas
Controller's Office
Crystal Park One
Crystal Plaza 5
Crystal Plaza 6
Centreville Secondary Sch
Defense Comm Agency
Dept of Commerce
Al Detention Center
Dulles A/P Firestatn
Defense Logistic Age
YWCA Day Care Center
Dept Motor Veh
Defense Nuclear Agen
USDS Phys Security
Employee Assistance Services
Essex Corporation,in
Eds
Ehmarsteller
Ensco, Inc
Ft. Belvoir Education Ctr
Building 204 Ftbel
Ft Belvoir Arts
Ft Belvoir Davidson
Ft Belvoir 1488
Ft Belvoir 1487
Ft Belvoir 1485
Ft Belvoir Humphries
Fort Belvoir 1486
Ft Belvoir Bldg 292
Fort Belvoir Educ
Ft Belvoir 3144
Ft Belvoir Bldg 220
Ft Belvoir Bldg 1028

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Ft Belvoir 1481
Ft Belvoir 208
Ft Belvoir Bldg T230
Ft Belvoir 0371
Ft. Belvoir-Bld#1414
First Federal S&L
Fauquier Hosp Ed Ctr
Fairfax High School
Fairfax Crm Jus Acdy
Ferlazzo Building
Fx Hosp Nurs Ed & Rsch
Fairoaks Hospital
Fire Station No 18
Fire Station No4
Fire Station No9
Franconia Sub Sta
Fairfax Co F&R Training Acad
Fauquier Tech Ctr
Fort Myer Ed Ctr
First Va Bank
Fx Villa Elem School
Garfield High School
Good Shepherd UMC
George Mason High School
General Motors Tng
George Mason University
Greenhouse, Occoquan
Goodwin House Aud.
Graham Rd Exxon Sctr
Giant Training Fclty
Gr Washington Jr Hs
No Va Health Care Ct
Health Ed Center
Henderson Hall-HQ Marine
Hermitage House
Holiday Inn Manassas
Hammond Jr High
Hoffman Complex
Herndon Police Dept
Childrens World,hrdn
Alexandria Head Star
Honeywell Corp
IBM Education Center
IBM Bldg
Islamic Saudi Acad
Interstate Van Lines
Jefferson Houston
Joseph Miller Studio
Jeb Stuart High School
Kilmer Inter School

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Kathy A Perrins House
Leesburg Baptist
Loudoun Fire Acad
Leesburg Fire Sta
Linton Hall School
Lee High School
Lake Jackson Kennels
Laurel Learning Ctr
Lord of Life Luthern
Loudoun
Lyceum - Alexandria
Macarthur Elem Sch
Man Municipal Airpor
Manassas Mall
Manassas
Ma Martl Arts Studio
Marymount College-Va
Madison Center
Medical Education Center
Geo Marshal High School
M J Design
Marymount College
Metz Middle School
Marymount College
Manassas Museum
Manassas Natl Guard
Manassas Park High School
Media Processing
Mediterranean Resort
Mitre Corp
Monroe Voc Tech Ctr
Mt Vernon Hosp
Navy Annex
Naval Sea Systems Co
Nokesville Elem
Va Police Academy
Northern Virginia Comm College
No.Va.Electric Co-Op
National Wild Life
Occoquan Elementary
Old Dominion Univ
Offcampus
Oakton High School
CIA
Office of Info Techn
Osbourn Park School
Osbourn High School
Old Town Florist
Pals Day Care Center
Providence Bapt Chur

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Fire Station No 11
Potomac Falls High School
Potomac High School
Quantico Provost Marshall
The Pentagon
Planning Research Co
Potomac Hospital
Peak View Farm
Pr. Wm. Fire
Prince William Hospital
Basic School Quantico
Quantico Fire Sta #3
Quantico High School
Quantico Marine Base
Quantico Bldg#3252
Diamond Hall
Quantico 200808
Quantico Naval Clini
Vets Affairs Ravens
Reston Child Ctr Inc
Res Childs Center
NVCC Tech Trn Site
Ramada Inn, Manassas
Robt Simmons Childcare
Robinson Secondary
Saunders Md School
Childrens World
Spot Image Corporation
Stonewall Jackson High School
South Lakes High School
Sugarland Run
Stonewall Middle Sch
St Matthews U Church
Sudley North 2
Sterling Middle
Shenandoah University
Swanson Junior High
Syphax Child Ctr
Teddy Bear Daycare
Tenant Council
TC Williams High School
Tysons Falls Church
Technicon Instr Corp
Timberlane Elem School
Unified Indust.,Inc.
Upperville Day Care
US Dept of State
United Va Bank
Vienna Baptist Church
Vint Hill Farms

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Vint Hill Station
Extended Learning Institute
N. Va. Police Acad.
Washington House
Warehouse
Wooddale Auto Spec
Westwood Bapt Church
Woodbridge High School
Webb Bldg
Woodburn School
Wash Gas Spfld Ops C
Walnut Hill Center
Wakefield High School
Jack & Jill School
Westminster - LakeRidge
Wesley Meth Preschol
Woodbridge Middle School
Washnatl A/P Firesta
White Oak Nursery
Woodbridge
West Potomac High School
West Springfield High School
Yorktown High School
Little River Trnpk
Loudoun Mem Hosp
Loudoun Valley High
Va Hospital Center
Va Employment Comm
Arlington Co. Fire Trn Academy
Center for Employee Developmnt
Navy Federal Credit Union
Fairfax County Fire Station #3
Medical Education Campus
Freedom High School
Reston Center
LoudounCo Fire-Rescue Trng Ct
Pr Wm Public Safety Trng Acad
Loudoun Hospital
Arlington Center
NVCC Tech Trn Site
Comm Preservation & Developmen
Goodwill Industries
Training Futures-Tyson's
Training Futures - Springfield
Alexandria Community Center
South County Government Center
Alexandria Black Hist Res Ctr
Northern Va Training Futures
Stafford High School
Virtual-Workforce Dev

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Creative Decoration
Technical Training Center-Rest
Roger Bacon Drive
Reston Tech Training Center
Arlington Center
Arlington Alexandria Center
Medical Campus West
Arlington Center
Annandale Business Office
Loudoun Mem Hosp
Medical Campus West
Medical Campus West
Creme de la Creme-Sterling
Winwood Children's Center
Kindercare Learning Ctr-Reston
Kindercare LearningCtr-Herndon
Kindercare LearningCtr-Ashburn
Stafford High School
Offcampus
Fairfax Government Center
Arlington Center (Do Not Use)
Cokesbury Methodist Church
Virtual and ELI
VirtualRT-eNOVA courses
Medical Education Center
Falls Church High School
Children's World
Baby,Toddler & Preschool Land
Goddard School
Sully Station Children's Ctr
Dale City Christian Church
Battlefield High School
Forest Park High School
Lake Manassas Academy
Stone Bridge High School
Kindercare - Burke
Sparkles Child Care Center
Main Street Child Dev Center
Kindercare-Woodbridge
Innovation Park Manassas
Mt Vernon High School
Prince William Justice Academy
Loudoun County Recreation Ctr
Washington-Lee High School
Community Business Partnership
C S Monroe Technical Ctr H S
UVA/VT No.VA Cntr Falls Church
Lady of Angel
Old Bridge United Meth Church
Hylton High School

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Head Start-Independence Hill
MICRON Technology, Inc
Gold's Gym Manassas
Virtual and ELI - Real Time
Extended Learning Inst/ELI
Pennino Building
Bryant Alternative High School
Edison High School Academy
Arl Mills Alternative H S
Year Up
Germanna Community College
Ronald Reagan Wash Nat Airport
Creme de la Creme-Woodbridge
Signal Hill
Signal Hill
Infant Toddler Family Day Care
M C Dean, Inc.
ECDC Enterprise Developmnt Grp

13. Patrick Henry

Main
Martinsville/Henry County

14. Paul D. Camp

Franklin
Franklin City
Isle of Wight Co
Smithfield Centr
Southampton C.C.
Southampton Co
Suffolk
Suffolk City
Virtual
Suffolk Billing

15. Piedmont Virginia

MAIN
CONNECTED COMMUNITY CTR
ALBEMARLE HIGH SCHOOL
LEGACY MAIN CAMPUS
ALBEMARLE COUNTY
BUCKINGHAM COUNTY
CITY OF CHARLOTTESVILLE
FLUVANNA COUNTY
GREENE COUNTY
LOUISA COUNTY
MADISON COUNTY

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UNIVERSITY OF VIRGINIA
NELSON COUNTY
MONTICELLO HIGH SCHOOL
WESTERN ALBEMARLE HIGH SCHOOL
OFF-CAMPUS
Off-Connected Community Center
Off-Greene County
MADISON COUNTY HIGH SCHOOL
Off-Louisa County
Off-City of Charlottesville
BUCKINGHAM COUNTY
Off-Monticello High School
UNIVERSITY OF VIRGINIA
Off-Nelson County
Off-Albemarle County
OFF-MAIN CAMPUS
Off-Virtual
Off-Western Albemarle High Sch
Off-Albemarle High School
Off-Fluvanna County
ORANGE COUNTY
Orange
CHVILLE ALBEMARLE TECH CENTER
BUCKINGHAM COUNTY HIGH SCHOOL
CHARLOTTESVILLE HIGH SCHOOL
FLUVANNA COUNTY HIGH SCHOOL
FORK UNION MILITARY ACADEMY
GREEN COUNTY TECH CENTER
LOUISA COUNTY HIGH SCHOOL
NELSON COUNTY HIGH SCHOOL
WILLIAM MONROE HIGH SCHOOL
VIRTUAL-REAL TIME
ONESTOP
CONNECTED COMMUNITY CTR
AVON STREET
Blue Ridge School
ALBEMARLE HIGH SCHOOL
MONTICELLO HIGH SCHOOL
UNITED CHRISTIAN ACADEMY

16. Rappahannock

Glenns
Warsaw
Caroline County
Essex County
Gloucester County
King George County
King William
Lancaster County

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Mathews County
Middlesex County
New Kent County
Northumberland County
Westmoreland County
West Point
Charles City County
Surry County
King & Queen County
Richmond County
Mary Washington College
Dahlgren
Colonial Beach
Virtual-RT
warehouse Warsaw
warehouse Warsaw
Northern Neck Technical Center
Haynesville Correctional Cente
Newport News
Fredericksburg
Richmond - CIty
Williamsburg

17. Southside Virginia

Pickett Park
Brunswick Academy
Brunswick Sr. High School
Buckingham Co. High School
Randolph-Henry High School
Cumberland High School
Greensville Co. High School
Halifax Co. High School
Central of Lunenburg
Bluestone Sr. High School
Park View High School
Nottoway High School
Kenston Forest School
Prince Edward Co. High School
Fuqua School
Cumberland Elementary School
Buckingham Vo Tech Center
Prince Ed. Vo Tech Center
The Southern Va Higher Ed Cent
Lunenburg Correctional Center
Lunenburg Middle School
Wellspring Academy
Rex Roto Corporation
IVC Corporation
Campus Without Walls

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The Estes Center
Christanna
John H. Daniel
Virtual Distance Learning
Central Middle School
Carlbrook School
Estes Community Center
Pickett Park
Lake Country Advanced Know Ctr
South Boston Truck Driving Sch
Mecklenburg Correctional Cente
PN School-So Boston
Longwood
Amelia/Nottoway Voc. Tech
Cumberland Voc Prep Center
Baskerville Correctional Cente
Brunswick Work Camp
Brunswick Correctional Center
Lawrenceville Correctional Cen
Nottoway Correctional Center
Lunenburg County
Cumberland County
Buckingham County
Greensville Correctional Cente
Charlotte County
Estes Community Center
IVC Corporation
Pickett Park
Rex Roto Corporation
Wellspring Academy
Brunswick County
Greensville County
Halifax County
Mecklenburg County
Nottoway County
Prince Edward County
Amelia Elementary
Bacon Elementry School
Heartland Regional Ind. Park
Verizon Center
Rowanty Tech
Luther P. Jackson Adult Ed Ctr
South Boston YMCA
New Life Christian Academy
Holly Manor
Living Voice Studio
Woodland
Founder's College
Greensville Cty Trucking
Dillwyn Correctional Center

Page 23 of 93
Buckingham Correctional Center
Cumberland County Community Ct
Moving Voices
Va Corr Ctr for Women - Gooch
So Boston - RN School
Jackson Feild Homes
Southside VA Education Center
Estes Community Center
Pickett Park
Sussex II Correctional Center
Fluvanna Correctional Center

18. Southwest Virginia

Main
Bandy Community Center
Castlewood High School
Computer Learning Center
Council High School
Dickenson Vocational School
Garden High School
Grundy High School
Haysi Center
Haysi High School
Harold Smith Center
Hurley High School
Jewell Ridge Center
Lebanon Center
Lebanon High School
Sandlick Elementary
Tazewell High School
Twin Valley High School
SWVCC Virtual Distance Learn
Whitewood High School
TANNERSVILLE

19. Thomas Nelson

Hist Triangle
Main Campus
Virtual Location
Virtual-Real Time
Denbigh Christian Academy
Ferguson Enterprises
W.M. Jordan
Southeast Center / Higher Ed
Ctr for Emergency Health Svcs
Alternatives, Inc.
Achievable Dream Middle/High
Bethel High School

Page 24 of 93
City of Newport News
Denbigh Baptist Christian High
Denbigh Christian Academy
Canon Virginia, Inc
Denbigh High School
Ferguson Enterprises
Ferguson Enterprises
Fort Eustis
Golden Sun Dojo, Inc.
Grafton High School
Hampton Christian High School
Hampton High School
Heritage High School
Hospitals
Kecoughtan High School
Langley Air Force Base
Menchville High School
New Horizons / Butler Farm
Northrop Grumman NN
ODU Graduate Center
Phoebus High School
Poquoson High School
Sentara Health/Fitness Center
Siemens VDO
Tabb High School
US Coast Guard Training Ctr
W. M. Jordan
Warwick High School
Woodside High School
York High School
York Lanes
York River Academy
Bruton High School
Colonial Wmsbg Bruton Heights
Eastern State Hosptial
Greater Wmsbg Tech Ctr
Hospitals
Jamestown High School
Lafayette High School
Old Towne Medical Center
The College of William & Mary
Warhill High School
Modular Units - Temporary
John Jefferson Square C
John Jefferson Square A
John Jefferson Square A
Discovery Center (GWCO)
Jefferson Laboratories
Naval Weapons Station Yorktown
Hampton III

Page 25 of 93
TNCC Nursing Lab Facility
Temporary Modular Classrooms
Minnieland Child Dev Center
Jefferson Laboratories
Strait Gate
First Baptist Church Denbigh
Gethsemane Baptist Day Care
Workforce Development Center
John Jefferson Square B
NN Fire Training Facility
Hampton Fire Training Facility
VA Peninsula Regional Jail
VA Peninsula Regional Jail
Peninsula YMCA
Governor's School/Science/Tech
Hampton III
Chesterfield Fire & EMS Center
Modular Units - Temporary
Bethel Christian Church
Eagle's Nest Learning Center
Griffin-Yeates Learning Center
King of Glory Lutheran Church
New Mount Olive Christian Acad
Williamsburg Fire Department
CW Dept. Security & Safety
Riverside Training Facility
Huntington Park Tennis Center
New Life Christian School
In Coretta's Care
Living Waters
Discovery Center (GWCO)
Surry County High School
Hist Triangle
Child Dev Resources-Lakeside
Downtown Hmpt Chd Dev Ctr
John Jefferson Square C
John Jefferson Square B
John Jefferson Square A
Discovery Center/GWCOC
Peninsula Catholic High School
Head Start/Early Head Start

20. Tidewater

Norfolk District Office


Portsmouth District Office
Huntersville Center
Norcum High Sch.Turnpike Rd.Po
Indian River Com Cen
International Family Entertain

Page 26 of 93
Indian River Hs
Indian River Jr Hs
Janaf Office Building
Jewish Community Center Norfol
Johnson Controls Company Inc
James Hurst Elem School
Kellam High School
Kentwood Square Medical Center
11 Koger Exec Ctr Suite 109 No
Kempsville High School
Kinder Care/Princess Anne Rd
Kingston Elem School
Kempsville Middle School
Landstown Academy High School
La Petite Acadamy
Larkspur Middle School
Little Creek Multi Service Cen
Lakeview Elementary School
Life Savings Bank
Tidewater Center For Life Supp
Lifetouch National School Stud
Linkhorn Park Elem. School
Lynnhaven Jr High
Lake Kilby Treatment Plant
La Petite Day Care Center
Lafayette River Medical Annex
Lynn Shores Manor
Lake Taylor High School
Lake Taylor Jr High School
Landstown Middle School
Lillian Vernon Co
Lynnhaven House
Manning Convalescent Home Port
Manor High School
Huntsman Checmical Corp Ches V
Deep Creek High School
Depaul Hospital - Bon Secours
Depaul School of Nursing
Deep Creek Com Cen
Diggs Park Elementary School
Douslas Park Elementary, Ports
Odu, Old Administration Buildi
Eastern Shore Cc 29300 Lankfor
Educational Services Center
Emmanuel Lutheran Church of Va
Eastern Reg Training Center
Early Works Center Norfolk
First Colonial High School
Farm Fresh Headquarters
First Presbyterian Church

Page 27 of 93
Office of Neighborhoods
Food Carnival Norfolk
Ford Motor Co, Norflk Plnt, Ei
Franklin Fire & Rescue Station
Garden of Prayer Church
Great Bridge High School
Grace Episcopal Church
Ghent Square - Recreation Ctr
Granby High School
Ghent Montessori School
Great Neck Junior High School
Goldsmith Jewelry Store
Greenbrier Public Library
Green Run High School
Great Bridge Com Cen
Glenwood Elementary School
Hall Auto Mall
Hampton Ems Training Center
Hermitage Foundation Museum
Holland Elementary School
Hfc
Hyperlearning
Hunt/Mapp Mid Sch 3701 Willett
Hoechst Celanese Corperation
Holiday Inn Olde Town
At Home Care (Holland Rd)
Honey Bee Golf Club
Horizon Aviation
Haygood Professional Center
Hampton Roads Agriculture Exp
Hampton Rds Airport
Hampton Roads Gm Training Cent
Hampton Sentara General Hospit
Days Inn Hotel Norfolk
Black Hawk Kick Boxing
Brandon Middle School
Beth Sholom
Booker T Washington High Schoo
Bush Inc
Brookwood Elementary School
C&S Railcar Co
Caci 1300 Diamond Springs Rd
Churchland Acdemy Elementary P
Mark Gonsenhauser Rugs and Car
Cavalier Hotel
Christian Broadcasting Network
Ches Cntr For Science & Tech
Career Development Center
Nas Oceana
Celebration Station

Page 28 of 93
Central Elementary School
Central Fidelity Bank Suffolk
Chesapeake Fire Administration
Chesapeake Golf Club
Childcare Dev Ctr Bldg Sba332o
Chd Harbor Old Town Portsmouth
Chesapeake City Garage
Chesapeake General Hospital
Chesapeake Public Safety Build
Childrens Hosp of Kings Daught
Camelot Hall Nursing Home
Chrysler Museum
Churchland High Sch.Cedar Ln.o
Cox High School
Ciba Specialty Chemicals
Classic Cadillac
Churchland Mid Sch 4051 Rivers
Cradock Middle School, Portsmo
Coleman Nursery High St Portsa
Colonial Chevrolet
Colonna'S Shipyard (Ind River
Community Arts Center 420 High
Commerce Bank Operation Center
Corporate Landing Middle Schoo
Chesapeake Parks & Recreationa
Ches Park & Rec Maint Bldg
Creeds Fire Station
Center For Effective Learning
Centerville Turnpike Baptist C
Downtown Athletic Club
Dac Center
Daiei Paper Corporation, Usa
Bayside Jr High School
Chesapeake Campus
Us Army Engineer District Norf
Camp Young
Cherry Point, Nc
Dam Neck-Fctcl
Fleet Training Center
Fort Story
Fort Eustis Building #576/Clin
Human Resource Off Nas Oceanao
Langley A F Base Newport Newsa
Camp Lejeune
Little Creek Amphibious Base
Nacsea Staging Fac Atlantic Su
Naval Aviation Depot Norfolk V
Naval Air Rework Facility
Camp Twenty Two
Norfolk Naval Air Station

Page 29 of 93
Navmasso
Naval Ship Engineering
Naval Fire Training Center
Nnsy Bldg 369
Norfolk Naval Station
Nnsy 400
Class Room
Navsecgrunw
Naval Under Sea Warfare Center
Portsmouth Naval Hospital
Sima Building, Norfolk
Uss Saipan Nnsy Portsmouth Va
Us Coast Guard Ctr Cg Blvd Por
Uss America
Walker Building (Dam Neck)
Navy Pwc Yorktown Site Weapons
Navy Hous Welcome Ctr 14Th Sto
Norfolk Campus
Children'S Harbor Daycare Cent
Commodore Levy Chapel
Pembk Central Fid Bk
Double Tree Hotel - Virginia B
300 Main Street Towers
Alpha Beta Cappa Sch Ches Blvd
Adult Continuing Education Cen
Administration Building
Airco Welding Corp
At&T
Automatic Equipment Sales Corp
Bayside High School
Berkley/Campostella Early Chil
Berkley Early Childhood Ed Cen
Berkley Multi-Service Ctr Norf
Beverly Enterprises
Louise Obici Hospital
Market Connections Co.
Mariner'S Museum - Newport New
Marpol Inc 150 S Main St Norfo
Metro Mach Corp. Norfolk Va
Maury High School
Miller Day Nursery
Monticello Arcade Norfolk
Maryview Hospital
Nfk Engineering
Northampton-Accomack Hospital
Nat Linen Serv Victory Blvd Po
Norfolk Collegiate High Sch No
Norfolk Corporate Center
Norfolk International Terminal
Norfolk Municipal Center

Page 30 of 93
Norfolk Naval Shipyard
North Hampton Fire & Rescue Sq
North Landing Elem School
Norfolk Botanical Gardens
Federal Bldg Norfolk
Norfolk Fire Headquarters
Norfolk International Airport
Norfolk Public Works
BAE Systems
2Nd Police Precinct, Norfolk
Norfolk Police Operations Cent
Norfolk Police Dept Training
Norfolk Psych Center
Norf Development and Housing
Norfolk Social Services Main O
Norfolk Southern Tower
Norfolk State University
Nsu/Odu Tri-City Center
Newtown Elementary School
Nansemond Treatment Plant
Norfolk Technical Vocational C
Northwest River Park
Ocean Lakes High School
Olney Rescue Squad
Oscar Smith High School
Main Building of Proctor & Gam
Princess Anne Elementary Schoo
Princess Anne High School
Princess Anne Middle School
Panasonic Building
Parksley Migrant Hsc Parksleya
Parkdale School 321 Va Ave Nor
Park Place Center
Martial Arts Educational Cente
Portsmouth City Hall Crawfordt
Portsmouth Child Development C
Portsmouth Dac Center
Paul D Camp Community College
Pembroke 2 Broad St Va Beach
Pembroke 5
Peninsula Psych
Perry Buick
Portsmouth Fire Department Hqs
Portsmouth General Hospital
Positive Image Commercial Stud
Planning Council (130 W. Plume
Plaza Middle School
Group For Women, Kempsville Rd
Portsmouth City Garage
Ports Public Library 601 Court

Page 31 of 93
Prc Corporation (468 Viking Dr
1St Presby Ch Norf
Paramedic Rescue Service - Nor
Ports Social Services 1701 Hig
Pavilion Towers Hotel
Portsmouth YmcA Churchland
Radisson Hotel
Raytheon Systems Company
Red Cross 700 London Blvd Port
Redmill Elementary
Rescue 14 At 19Th and Atlantic
Rice Aviation
Rosemont Forest Elementary
S&L Heating and Airconditionin
Humana Hospital Bayside
St Christopher'S Church School
School Plant
Scott Ctr Annex Mwr Trl 2 Nnsy
Sears Roebuck & Co
Suffolk Ems Training Center
Sentara Nursing Center (Norfol
Southeastern Training Center
Sewell'S Point Norfolk Va
Sheet Metal Fabrication
Ches Sherrif Office
Sentara Hampton General
South Hampton Memorial Hospita
Salem High School
Signet Bank/First Union
Salem Jr High School
Sentara Leigh Hospital
Sentara Norfolf Gen Hosp
Parkway Pointiac
South Norfolk Com Cen
Southland Industries
Sovran Bank Conference Center
St Brides Correctional Center
Stihl Chain Saw Co
St Julian Creek Annex
St. Leo'S Computer Lab
Strawbridge Elementary
Suffolk Fire Headquarters
Sunray Com Cen
Suffolk Water Treatment Plant
Tae Kwan Do Plus
Tidewater Maritime Traning Cen
Tidewater Builders Assoc
Tidewater Police Academy
Damuth Trane
Transportation Technology Cent

Page 32 of 93
Tri Care Service Center Buildi
Trinity Episcopal Ch 500 Court
Tricities/Craddock Tech.& Care
Tidewater Asap Office
Tidewater Builders Assoc. Ches
Tallwood High School
Tidewater Rehab Cntr
Upper Wolfsnare Plantation
Usui International Corp
City of Norfolk Utilities Dept
Va Hospital Eastern Shore
Virginia Martial Art Center
Va Medical Center Unit A
Virginian Pilot
Virginia Power
Varga America Inc.
Circuit Court Clerk'S Office V
Virginia Beach Central Library
Virginia Beach City Garage
Virginia Beach Central Academy
City of Va Beach Computer Cent
Virginia Beach Fire Training C
Va Beach General Hosp
Virginia Beach Hilton Inn
Holiday Inn - Greenwich Road
Va Beach Marine Science Museum
Va Beach Media & Tech Center
Va Beach Oceanfront Library
Va Beach Police Headquarters
Virginia Beach Psych Center
Va Beach School Admin Bldg
Virginia Beach Schools Garage
Southgate Center
Visual Arts Ctr Tcc 340 Hight
Virginia International Termina
Volvo
Virginia Psychiatric Institute
Wahab Law Library
Western Branch High School
Wesley Center Elm Ave Portsmou
Western Branch Community Cente
Westminster Canterbury
Whro Norfolk
Wilson High School
Windemere At Va Beach
Windsor Rescue Squad
World Trade Center
Norfolk Waste Water Facility
W Wilson Intermediate 3701Will
Windsor Woods Library

Page 33 of 93
6040 Waterworks Road Norfolk V
Chesapeake YmcA
YmcA Downtown Norfolk
Norfolk Ywca
Portsmouth Campus
Virginia Beach Campus
Virginia Beach Social Services
Public Serv Authority Vict Bl
Public Serv Authority Reg Off
Norview High School
The Links, City Park
Indian Creek Correctional Ctr
Hickory High School
Wachovia, High Street
Boys & Girls Club, Va Beach
Lake Taylor Hospital
Chesapeak Athletic Club
FIX LOCATION LATER
Virtual Location
Mount Olive / Foundationstone
Quality Maint & Repair Service
Quality Maint & Repair Service
Newport News Fire Training
Nansemond Suffolk Rescue Squad
Chesapeake Business Office
District Accounts Receivable
Norfolk Business Office
Portsmouth Business Office
Virginia Beach Business Office
Tidewater Community College
Sentara Nursing Center, VB
NASA 1194A
The Wave Martial Arts Studio
The Wave Martial Arts Studio
The Links at City Park
GC Services
Geico Bldg - VB
Geico Bldg - VB
Founders Inn & Conference Cntr
Sentara Nursing Center, Ports
Us Army Engineer District Norf
Camp Twenty Two
Camp Young
Naval Air Rework Facility
Navmasso
Naval Ship Engineering
Naval Fire Training Center
Adult Continuing Education Cen
Administration Building
At&T

Page 34 of 93
Berkley Early Childhood Ed Cen
Berkley Multi-Service Ctr Norf
Beverly Enterprises
Bayside Jr High School
Christian Broadcasting Network
Central Elementary School
Chesapeake City Garage
Coleman Nursery High St Portsa
Commerce Bank Operation Center
Center For Effective Learning
Days Inn Hotel Norfolk
Depaul School of Nursing
Deep Creek Com Cen
Emmanuel Lutheran Church of Va
Garden of Prayer Church
Grace Episcopal Church
Ghent Square - Recreation Ctr
Great Neck Junior High School
Great Bridge Com Cen
Hoechst Celanese Corperation
Haygood Professional Center
Hampton Rds Airport
Indian River Com Cen
Indian River Jr Hs
Janaf Office Building
11 Koger Exec Ctr Suite 109 No
Kinder Care/Princess Anne Rd
Commodore Levy Chapel
Life Savings Bank
La Petite Day Care Center
Lafayette River Medical Annex
Lake Taylor Jr High School
Norfolk Collegiate High Sch No
Norfolk Corporate Center
Norfolk Botanical Gardens
Norfolk Public Works
Norfolk Police Dept Training
Nfk Engineering
Norfolk State University
Northwest River Park
Main Building of Proctor & Gam
Parksley Migrant Hsc Parksleya
Park Place Center
Parkway Pointiac
Portsmouth Dac Center
Pembk Central Fid Bk
Perry Buick
Positive Image Commercial Stud
Portsmouth City Garage
1St Presby Ch Norf

Page 35 of 93
Paramedic Rescue Service - Nor
Ports Social Services 1701 Hig
Pavilion Towers Hotel
Red Cross 700 London Blvd Port
Rescue 14 At 19Th and Atlantic
Rice Aviation
S&L Heating and Airconditionin
Sears Roebuck & Co
Southeastern Training Center
Sheet Metal Fabrication
Ches Sherrif Office
Signet Bank/First Union
South Norfolk Com Cen
Southgate Center
Sovran Bank Conference Center
Sunray Com Cen
Tidewater Builders Assoc
Tidewater Police Academy
Tidewater Asap Office
Tidewater Rehab Cntr
Upper Wolfsnare Plantation
Virginia Power
Virginia Beach City Garage
Va Beach Oceanfront Library
Va Beach Police Headquarters
Virginia Beach Schools Garage
Virginia Beach Social Services
Volvo
Virginia Psychiatric Institute
Wesley Center Elm Ave Portsmou
Western Branch Community Cente
Windsor Woods Library
Chesapeake YmcA
Norfolk Ywca
Great Bridge Child Care
Civitan Acres
V.B. Higher Education Center
Craddock High School
Norfolk Southern Bldg.
SENTARA HEALTHCARE MGMT
Norfolk Naval Ship Yard
Depaul Hospital - Bon Secours
Sentara Bayside Hospital
Hoffler's Creek Reserve
Southwestern Elementary School
Volvo Penta of America
Cox Communications
Lynnhaven Jazzercise Center
King Tiger Martial Arts
Amerigroup

Page 36 of 93
Information Systems Support
Wellness One
Monticello Bldg. (Dist. Off.)
Wellness One
Wellness One
Wellness One
Cinema Cafe - Greenbrier Mall
Thurgood Marshall Elem. School
South Norfolk Public Library
Fire Station #3
Fire Station #5
Nat Linen Serv Victory Blvd Po
Tidewater Express Inc.
Naval Spprt Act Norf, NW Annex
Sentara Nursing Cntr, Ches.
Virginia Wesleyan College
Chesapeake Social Services
Little Creek Amphibious Base
Huntersville Multi-Service Ctr
Blackhawk Karate & Kick Boxing
The Links, City Park
Transportation Technology Ctr
Va Beach Media & Tech Center
Visual Arts Ctr TCC
Wahab Law Library
Chd Harbor Old Town Ports
Chdrns Hosp of Kings Doughters
Eastern Shore CC
NNSY Bldg 369
NAVSECGRUNW
USS Saipan NNSY
Chesapeake Public Safety Bldg
Children's Harbor Daycare Cntr
Churchland High School
Hampton EMS Training Center
HFC
Mariner's Museum
2nd Police Precinct, Norfolk
NSU/ODU Tri-City Center
Portsmouth YMCA Churchland
St Christopher's Church School
Suffolk EMS Training Center
Sentara NorfolK Gen Hosp
St. Leo's Computer Lab
Tri Care Service Center Bldg.
Trinity Episcopal Church
WHRO Norfolk
YMCA Downtown Norfolk
Salem Middle School
Eastern Shore CC

Page 37 of 93
The Gym Downtown
Lake Kilby Treatment Plant
Martial Arts Educational Ctr
Miller Day Nursery
Miller Day Nursery
Nansemond Treatment Plant
Portsmouth City Hall
Portsmouth Child Dev. Ctr.
Portsmouth Fire Department Hqs
Circuit Court Clerk's Office
V.B. Higher Education Center
The Wave Martial Arts Studio
Napolitano Homes
Greenbrier Middle School
NW Security Annex, Bldg #8
NW Security Annex, Bldg #8
Coast Guard Finance Center
Coast Guard Finance Center
Cost Guard Finance Center
Chesterfield Tech Center
Skillquest Services
ITW SOUTHLAND
Virginia Beach Public Wrks Ctr
Fleet Development Cntr.
Fleet Frce Cmmd, Fleet Dev Cnt
E.W. Chittum Elementary
E.W. Chittum Elementary
E. W. Chittum Elem. School
Rena B. Wright Primary School
Mid-Atlantic Reg. Maint. Cntr
Mid-Atlantic Reg. Maint. Cntr
Sima Building, Norfolk
Cherry Point, Nc
Fleet Frce Cmmd, Fleet Dev Cnt
Fort Eustis Building #576/Clin
Human Resource Off Nas Oceanao
Camp Lejeune
Nacsea Staging Fac Atlantic Su
Naval Aviation Depot Norfolk V
NNSY Bldg 369
Naval Spprt Act Norf, NW Annex
NAVSECGRUNW
Naval Under Sea Warfare Center
USS Saipan NNSY
Uss America
Walker Building (Dam Neck)
Navy Pwc Yorktown Site Weapons
Navy Hous Welcome Ctr 14Th Sto
Double Tree Hotel - Virginia B
Alpha Beta Cappa Sch Ches Blvd

Page 38 of 93
Airco Welding Corp
Automatic Equipment Sales Corp
Berkley/Campostella Early Chil
Louise Obici Hospital
Brandon Middle School
Booker T Washington High Schoo
Brookwood Elementary School
Boys & Girls Club, Va Beach
C&S Railcar Co
Caci 1300 Diamond Springs Rd
Churchland Acdemy Elementary P
Mark Gonsenhauser Rugs and Car
Cavalier Hotel
Career Development Center
Celebration Station
Central Fidelity Bank Suffolk
Chesapeake Fire Administration
Childcare Dev Ctr Bldg Sba332o
Chesapeake Public Safety Bldg
Camelot Hall Nursing Home
Chrysler Museum
Classic Cadillac
Churchland Mid Sch 4051 Rivers
Colonial Chevrolet
Community Arts Center 420 High
Corporate Landing Middle Schoo
Chesapeake Parks & Recreationa
Ches Park & Rec Maint Bldg
Craddock High School
Cradock Middle School, Portsmo
Creeds Fire Station
Centerville Turnpike Baptist C
Dac Center
Daiei Paper Corporation, Usa
Deep Creek High School
Depaul Hospital - Bon Secours
Diggs Park Elementary School
Douslas Park Elementary, Ports
Educational Services Center
Eastern Reg Training Center
Early Works Center Norfolk
Farm Fresh Headquarters
First Presbyterian Church
Office of Neighborhoods
Food Carnival Norfolk
Founders Inn & Conference Cntr
Franklin Fire & Rescue Station
GC Services
Ghent Montessori School
Goldsmith Jewelry Store

Page 39 of 93
Greenbrier Public Library
Glenwood Elementary School
Hall Auto Mall
Hermitage Foundation Museum
Holland Elementary School
HFC
Hyperlearning
Hunt/Mapp Mid Sch 3701 Willett
Holiday Inn Olde Town
At Home Care (Holland Rd)
Honey Bee Golf Club
Horizon Aviation
Hampton Roads Agriculture Exp
Hampton Roads Gm Training Cent
Hampton Sentara General Hospit
Huntsman Checmical Corp Ches V
Indian Creek Correctional Ctr
Information Systems Support
International Family Entertain
Indian River Hs
Jewish Community Center Norfol
Johnson Controls Company Inc
Kellam High School
Kentwood Square Medical Center
Kingston Elem School
Kempsville Middle School
La Petite Acadamy
Larkspur Middle School
Little Creek Multi Service Cen
Lakeview Elementary School
Tidewater Center For Life Supp
Lifetouch National School Stud
Linkhorn Park Elem. School
Lynnhaven Jr High
Lake Kilby Treatment Plant
Lynn Shores Manor
Lake Taylor Hospital
Landstown Middle School
Lillian Vernon Co
Lynnhaven House
Manning Convalescent Home Port
Manor High School
Mariner's Museum
Market Connections Co.
Marpol Inc 150 S Main St Norfo
Metro Mach Corp. Norfolk Va
Maury High School
Miller Day Nursery
Monticello Bldg. (Dist. Off.)
Monticello Arcade Norfolk

Page 40 of 93
Maryview Hospital
Northampton-Accomack Hospital
NASA 1194A
Norview High School
Norfolk International Terminal
Norfolk Municipal Center
North Hampton Fire & Rescue Sq
North Landing Elem School
Federal Bldg Norfolk
Norfolk Fire Headquarters
Norfolk International Airport
2nd Police Precinct, Norfolk
Norfolk Police Operations Cent
Norfolk Psych Center
Norf Development and Housing
Norfolk Social Services Main O
Norfolk Southern Tower
Newtown Elementary School
Ocean Lakes High School
Oscar Smith High School
Princess Anne Elementary Schoo
Princess Anne High School
Princess Anne Middle School
Parkdale School 321 Va Ave Nor
Portsmouth City Hall
Portsmouth Child Dev. Ctr.
Pembroke 2 Broad St Va Beach
Pembroke 5
Peninsula Psych
Portsmouth Fire Department Hqs
Portsmouth General Hospital
Planning Council (130 W. Plume
Plaza Middle School
Group For Women, Kempsville Rd
Prc Corporation (468 Viking Dr
Quality Maint & Repair Service
Radisson Hotel
Raytheon Systems Company
Redmill Elementary
Rosemont Forest Elementary
Humana Hospital Bayside
St Christopher's Church School
School Plant
Scott Ctr Annex Mwr Trl 2 Nnsy
Suffolk EMS Training Center
Sentara Bayside Hospital
Public Serv Authority Reg Off
Sewell'S Point Norfolk Va
Sentara Hampton General
South Hampton Memorial Hospita

Page 41 of 93
Salem Middle School
Sentara NorfolK Gen Hosp
South Norfolk Public Library
South Norfolk Public Library
Southland Industries
St Brides Correctional Center
St. Leo's Computer Lab
Strawbridge Elementary
Suffolk Fire Headquarters
Suffolk Water Treatment Plant
Tae Kwan Do Plus
Tidewater Maritime Traning Cen
Damuth Trane
Tri Care Service Center Bldg.
Trinity Episcopal Church
Tidewater Builders Assoc. Ches
ITW SOUTHLAND
Usui International Corp
Va Hospital Eastern Shore
Virginia Martial Art Center
Va Medical Center Unit A
Virginian Pilot
Varga America Inc.
City of Va Beach Computer Cent
Va Beach General Hosp
Virginia Beach Hilton Inn
Holiday Inn - Greenwich Road
Va Beach Marine Science Museum
Virginia Beach Public Wrks Ctr
Virginia Beach Psych Center
Va Beach School Admin Bldg
Virginia International Termina
Wachovia, High Street
WHRO Norfolk
Wilson High School
Windsor Rescue Squad
World Trade Center
Norfolk Waste Water Facility
W Wilson Intermediate 3701Will
YMCA Downtown Norfolk
Calvary Christian School
Calvary Christian School
Calvary Christian School
Norfolk District Office
Honey Bee Golf Club
Virginia Beach Public Wrks Ctr
TR Dance Center
ABNB Federal Cedit Union
Norfolk Public Works
YMCA HILLTOP

Page 42 of 93
USCG Maint & Logist Cmd Atlntc
Newport News Fire Training
Visteon Corp. Ches. Plant
Indian River Hs
Deep Creek High School
Sentara Sch of Hlth Professnls
Canon
Bishop Sullivan Catholic High
500 East Main Street
Wilson High School
TDS US Automotive
Norview High School
Maury High School
Nausbaum
Chrysler Museum
Deep Creek Elementary School
Great Neck Martial Arts Center
Fire Station #4
HR Train Rm/ City of VB
Booker T Washington High Schoo
HR Seminar Rm - City Hall
Seaside Hlth Cntr @ Atlnt Shrs
College of William and Mary
Mine Warfare Training Center
Norf. Fire-Rescue Train. Cntr.
Automotive Tech. Ctr., Greenbr
Advanced Technolgy Center
City of Ches Municipal Center
Norfolk Police Academy
Old Eckdrds Bldg.
Great Bridge Recreation Center
Tidewater Tennis Center
Greenbrier Primary School
Ida Barbour Early Learning Ctr
Cmnd & Cntrl Eng Center
Granby Municipal Building
Hyper Learn
Fitness 19
AMF Chesapeake Lanes
Training Support Center
Grassfield High School
Dept of HR Training Facility
ODU Constant Hall
Walton Funeral Home
NSU James Gill Building
ODU Adminstration Annex
Lakeland High School
King's Fork High School
Nansemond River High School
Tri-Cities

Page 43 of 93
St. Mary's Home
Bank of America
Naval Spprt Act Norf, NW Annex
HR Service Center East
District Accounts Receivable
Chesapeake Auto Center
Kellam High School
Old Dominion University
MacArthur Center
Greenbrier Christian Academy
VB Sheriff's Department
Virginia Beach Friends School
Fort Monore
District Administration - VBC
District Administration - CC
District Administration - NC
District Administration - PC
Ches Sherrif Office
Norfolk Career & Technical Ctr
Pruden Center
Omar's Carriage House Rest.
PPS Operation Center
Visual Arts Ctr TCC
Changes Hairsyling & City SPA
Shore Batrol Building
NCBC Training Center
MARMC Headquarters
District Accounts Receivable
Bow Creek Club House

21. Virginia Highlands

Virginia Highlands Comm Coll

22. Virginia Western

Franklin County
Craig County
Pulaski County
Botetourt County
Roanoke City
Roanoke County
Ninety-Nine
Main
Salem City
Main
Bedford County
Greenfield Education Trng Ctr

Page 44 of 93
Roanoke Higher Education Ctr

23. Wytheville

Bland County
Grayson County
Galax
Smyth County
Wythe County
Virtual Location
Grayson County High School
Marion Senior High School
Carroll County High School
Bland High School
Main Campus
Galax Education Center
Smyth Education Center
Carroll County
Bland Correctional Center
Main
Off Campus
B.C.C.
Bland County
Carroll
Smyth Educ Cent
Galax Center
Bland County
Grayson County
Smyth County
Wythe County
Galax High School
Rural Retreat High School
George Wythe High School
Fort Chiswell High School
Linwood Holton Gov's School
Oak Hill Academy
Rocky Gap High School
Asbury Place at Wytheville
Wythe County Community Hospita
Pascor Atlantic
Power Shot Tool Company
Merillat
ABB Power T & D Co Inc
AMSCO
Carroll Co Intermediate School
Mount Rogers High School
General Dynamics
Waddell Nursing Home
Utility Trailer Manuf Co
TRW

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Crossroads Institute
Longwood Elastamers
Wythe County Technical Center
Rooftop of Virginia
Magnetic Technologies
Wytheville Technologies
DBT America, Inc
Southwest VA Training Center
Mt Rogers Community Serv Board
Pepsi Bottling Group
Quadrant Engr Plastic Products
Mt Rogers Industrial Dev Cente
Edgemont Center
Carrington Place of Wytheville
Virtual-Real Time
MDL at MECC campus
Gatorade
Child Development Center
Twin County Regional Hospital
Carilion NR Valley Med Center
Carilion Behavioral Health
Smyth Cnty Community Hospital
Pulaski Rehab & Nursing Home
Frances Marion Manor
Kegley Manor
Sthwst VA Mental Hlth Institut
MDL at SVCC Campus
Wytheville Town Community Cent
Wytheville Community Center
Smyth County Career & Tech Ctr
PTH at SWCC campus
PTH at VHCC campus

As Is Business Process

Process Step Process Description


1. College Setup The 23 Colleges and System Office are set up as Agencies in PMIS and as
Business Units in SIS
2. Campus Setup The Campus Locations are also set up as Locations in SIS, which are the same
set of Locations as those of AIS, as part of the General Ledger Chart of
Accounts. PMIS Locations are set up as Localities, Cities and Counties used for
employee and faculty work and position locations.
3. Department Setup Departments are set up in SIS, which correspond to the Departments stored in
the Chartfield element in AIS. PMIS departments are entered with values
coming from the AIS 6 digit code, which are also the same codes used in SIS.

In NVCC, the Departments are also set up in Denosys, and the details included
are:
• Department ID – 4 digits
• Description

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• Location
• Status – Active or not
• Manager
• GL Expense Number
• Assigned Backup Approver
• Departmental Objective

4. Agency
administration of Agencies determine the Salary Grades and Positions for the Administrative,
Salary Grades Professional and Teaching Faculty, as well as Adjunct Faculty, using the VCCS
Salary Schedule as the guideline for Salaries and Position Titles.
5. Agency The System Office performs the Position Management functions and Salary
administration of Planning activities every year.
Salary Plans
6. Dual Agencies CCWA is the dual agency organization between J. Sargeant Reynolds and John
Tyler. The Academic functions are aligned with the John Tyler College and the
Administrative functions are aligned with J. Sargeant Reynolds.

Process Flow Diagram


Not available.

Comments
Multiple positions can be assigned to one classified employee.

Creating a New Position and Maintaining the Role Code

Process Overview
New positions are created through manual forms processed by the hiring managers and entered into
spreadsheets. Approved positions are either for full-time or part-time employees, are both approved by the
Vice Chancellor, and are assigned the budget account code. Full time employees are also assigned pay bands.
Once approved by the Executive Vice Chancellor, the Position is entered into PMIS. Recruiting is performed
for full time positions and part-time positions that exceed 6 months in duration.

As Is Business Process

Process Step Process Description


1. Hiring form is The Hiring Manager completes out a form, for both Full Time and Part Time
filled positions.
2. Positions are The new position is assigned a budget accounting code. In NVCC, a Position
assigned budget Identification Information form is filed electronically through Denosys, which
codes lists:
• Proposed Work Title
• Campus
• Division
• Department
• Supervisor Name
• Supervisor Position
• Current Account Code

Page 47 of 93
• Requested Account Code
• Position Number
• SOC Code
• Role Code
• Class Code
• Report To
3. Hiring form is The Vice Chancellor approves the form requesting a new position.
approved
4. Hiring form is sent Once approved, the form is sent to the Job Classification and Compensation
for Job Manager.
Classification and
Compensation
5. Work profile is The Job Classification and Compensation Manager finalizes an employee Work
created Profile and determines the:
• job description
• role code
• pay band.
7. Job In NVCC, Jobs are assigned the following attributes:
Administration • Competencies,
• Experience Ranges
• Physical Requirements
• Responsibilities
• Qualifications
6. Position is A position number is assigned and entered into a spreadsheet, incrementing the
assigned to last position number by 1
associate with the
role code
7. Position Details in In NVCC, Position details are as follows:
NVCC • Position number
• External Position number – in PMIS
• Incumbent
• Position Description
• Salary Range
• Effective Date
• Status
• Budget Position indicator
• Key Position indicator
• Maximum Headcount (FTE)
• Standard Hours per Week
• Employee Type
• Full or Part Time indicator
• Class Code/Role
• Authority Position indicator
• Restricted Position indicator
• Reports To Authority
• Direct Report To
• Acting Position

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• Location
• Department
• Division
• Job Title
• Succession Plan Status
• Training Program
• Projected Vacancy Date
• Position Posting information
8. Performance Plans In NVCC, Performance Plans are included for each Position, which include
Physical Demands.
9. Position is sent for Once this info is compiled, it is sent to Exec Vice Chancellor.
final approval
10. Data entry of Once approved, the Job Classification and Compensation Manager set up the
Position into position in the PMIS system.
PMIS
11. Position The new Position is assigned one of the three Position Categories:
Categories • E = Merit System Position Exempt from JMS Rules
• M = Merit System Position Subject to JMS Rules
• R = Non-Merit System Position
12. Class Category The Class Category is assigned:
• B = Both Non-Merit and Merit and/or Merit- Exempt
• E = Merit-Exempt Positions Only
• M = Merit or Merit & Merit-Exempt Positions Only
• R = Non-Merit Positions Only: Faculty & Attorneys
13. Position Levels The new Position is assigned a new Position Level:
• Employee
• Faculty
• Manager
• Supervisor
14. Position The Reporting Position is added to the new Position, which can be in the same
Supervisor Agency or from another Agency
15. Funding The funding information is added, which should already have been added in
Information CIPPS Payroll, with the following information:
• Program
• Element
• Project
• Cost
• Fund
• Percent
• AIS Expense Code
16. Job announcement A job announcement is created and the position information is sent to the
is created for Recruiter for job posting requirements.
posting
17. Recruiting is Recruiting is performed for full time permanent positions, as well as part-time
performed temporary positions exceeding 6 months in duration.
18. Hiring is Hiring is performed and the new hire is associated with the new position
performed
19. Positions in Positions that are listed in the spreadsheet are updated with the new hire’s

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spreadsheet are name, which signifies that the position is filled.
updated
20. Positions are Positions are entered into external systems like Denosys for NVCC. Positions
entered into side are the first four digits of the Role Code coming from PMIS, and a fifth digit is
or external added for the Academic Rank designation. If the Academic Rank changes, the
systems Role Code changes.

Process Flow Diagram


Not available.

Comments
Multiple positions can be assigned to one classified employee.

Personnel Actions

New Hire Process

New Hire Process for Full Time Classified or Salaried Employees

Process Overview

These are the employees who are compensated based on 40 hours per week. Classified employees are
employees who occupy positions that are listed in the Commonwealth’s Compensation Plan, and who are
covered by the Virginia Personnel Act as found in Chapter 10, Title 2.1 of the Code of Virginia, once they
have completed the probationary period.
For majority of the newly hired classified employees, the overall process is manually performed in the three
different systems: PMIS, BES and CIPPS.
• The HR contact enters the new hire and his/her position and biographical information into the PMIS
system and generates the State ID that is used in all three systems.
• The budget or financial funding code(s) is/are entered in PMIS as part of the new hire information, in
order to classify and record the various types of pay and benefits processed and disbursed through
CIPPS into the state’s general ledger system, the Commonwealth Accounting and Reporting System
(CARS).
• Each employee must have single or multiple programmatic data records, which total 100 percent of the
payroll costs. If no programmatic record is established for an employee, all of that employee's pay and
benefit information is recorded to the agency's specified default programmatic coding. This may
require the agency to prepare an ATV (Agency Transfer Voucher) to reclassify the charges into the
correct funding classifications.
• The employee provides his/her benefits elections through eDirect or sent directly to the Benefits
analyst.
• The Benefits analyst enters the benefit elections into BES, which determines the employee’s eligibility
based on their job information and reason for the benefits transaction.

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• The Benefits analyst processes and set ups any associated benefit deductions to be sent to Payroll.
• The Payroll analyst enters the employee’s direct deposit information and general deductions into
CIPPS.
• The budget code is also provided to CIPPS as programmatic data, to charge payroll disbursements to
agency expenditures appropriately.

In NVCC, there is an Express Hire function performed through the Denosys system. Separate screens are
available for Classified, Hourly and Adjuncts.

As Is Business Process

Process Step Process Description


1. New Hire The HR contact receives the new hire packet, application form with biographical
Packet Receipt information, I-9 form, direct deposit form, benefits enrollment form, and payroll
deduction authorization form.
2. Data Entry into The HR contact will review the information and enter HR data into the PMIS
PMIS system, by initially assigning the Agency ID and Position Number, then the rest of
the personnel information. A State ID is generated and is used as the State
employee ID.
3. Data Entry into If the new hire is an admin or teaching faculty, the new hire is entered into SIS,
SIS and an Employee ID is generated.
4. P-3 Form The HR Analyst will fill out a P-3 form manually or via online form, take screen
shots from PMIS, or fill out a similar form. The purpose of the P-3 form or similar
form is to communicate to payroll the necessary info they need to place in the state
payroll system, CIPPS. One important information is the State ID.
5. Data Entry into For NVCC, the new hire information is entered into Denosys, along with the
external PeopleSoft SIS Employee ID and the PMIS State ID.
systems
6. P-3 Form to The P-3 form is then sent to payroll. Some colleges require that they form be
Payroll signed off on before being sent to payroll.
7. Data entry into The payroll contact enters the necessary employee records to get the employee
CIPPS setup in the CIPPS system, using the following screens:
• New Employee Add Screen,
• Employee Job Identification Screen,
• Employee Job Description Screen,
• Additional Pay and Factors Screen,
• Employee Status Information Screen,
• General Ledger Codes Screen,
• Employee Banking Information Screen,
• Employee Benefits Screen,
• Employee Automatic Special Pay Screen,
• Employee Deductions Screen.
This includes basic biographical information and what frequency the employee is
on.
8. Tax Separate Federal and State Tax information are established as a result of data entry
information is on the new employee add screen.
generated in
CIPPS

Page 51 of 93
9. CIPPS If the new hire is a 9-month faculty member, then the payroll contact will have to
calculation for recalculate their per pay amount. The reason for this is that their pay is based on
9-month faculty the amount over 9-months and must be annualized.
10. Deduction The payroll contact also sets up the new hire’s deductions in the CIPPS system.
entry into
CIPPS
11. Health Depending on the college, the payroll contact may set up only non-health
deduction entry deductions and have the health deductions set up by the Benefits analyst.
into CIPPS
12. Inform HR and Once the payroll contact is finished setting up the new hire in CIPPS, they inform
Benefits HR and/or Benefits.
13. Data entry of The Benefits analyst will enter in the new hire’s health elections and dependents.
Health Benefits
elections and
dependents
14. Flexible The Benefits analyst faxes any Flexible Reimbursement info to FBMC.
Reimbursement
info to FBMC

Process Flow Diagram


Not available.

Comments
A sample of the P-3 form and P-3A form are attached.

P3_Form - Report of Appointment or Change of Status.pdf


P3A_Form - Personal, Faculty and Miscellaneous Data.pdf

New Hire Process for Full Time Non-TeachingFaculty (Administrative and


Professional)

Process Overview

All Full Time Non-Teaching Faculty are covered by single-year Contracts and the Faculty are comprised of:

a. Administrative Faculty - Administrative faculty perform work related to the management of


the educational and general activities of the college, department, or division. All administrative
faculties are normally employed on a twelve-month basis beginning on July 1 and ending on June
30. Twelve-month administrative faculty personnel are assigned a faculty rank for which they
qualify.
b. Professional Faculty - Professional faculty are individuals holding non-teaching positions
with continuing responsibilities, employed on a twelve-month basis beginning July 1 and ending
on June 30. All professional faculties are assigned a faculty rank for which they qualify. Librarians
and Counselors are professional faculty. Colleges may also designate Coordinator, Assistant
Coordinator, and Administrative Officer level positions as professional faculty.

Page 52 of 93
Single-year full-time Non-Teaching Faculty Contract is handled at the HR level. They are assigned individual
annual salary amounts, based on their assigned credentials and ranks.

In NVCC, there is an Express Hire function performed through the Denosys system. Separate screens are
available for these types of employees.

As Is Business Process

Process Step Process Description


1. Newly hired Contracts are yearly and the terms are for 12-month contract from July 1 to June
non-teaching 30. Each year, the faculty is ranked in salary
faculty
2. Contract is Once dates are set, the contract is generated, which typically happens on the first of
generated the academic year.
3. Contract is Contract is signed, then entered into PMIS, with a hire date close to the first of the
signed and semester, but not go all the way back to the start of the contract. A State ID is
faculty is hired generated, and is used also in Payroll.
in PMIS
4. Contract Contract is produced by mail merge with electronic signature (Tidewater) and also
hardcopy is for JT (for summer contracts)
produced
5. Faculty is Faculty is enrolled in Benefits, via e-Direct or through enrollment forms
enrolled in
Benefits
6. Salary is Salary is entered and should match the contract, with increases set annually (eg.
entered into 11/25, as is built into the contract), based on amount of tenure and credentials
PMIS and
CIPPS
7. Merit increases Merit is based generally at the beginning of the contract year; not through a
performance review process, and with VCCS guidance and some discretionary
decisions
8. Salary Salary increases are included in the contract for 12-month faculty, based on the
increases added rate for the rank. Salary plan is based on salary range for rank/grade per College.
into contract
9. Payment Faculty is paid by semester, with special calculations entered on the form, based on
schedule the salary (eg. twice a year in Tidewater, and can be two pay periods within the
semester, both showing in separate paylines)

Process Flow Diagram


Not available.

Comments
None

New Hire Process for Full Time 9-month or 12-month Teaching Faculty

Process Overview

Page 53 of 93
Most colleges, like TCC, NVCC and JT, generate the 9-month or 12-month teaching faculty contracts through
HR. These are full-time teaching faculty, including program heads and assistant division persons. All assistant
division persons and program heads are appointed as teaching faculty. Such appointments are made at the
discretion of the individual college.
All assistant division persons and program heads are appointed as teaching faculty. Such appointments are
made at the discretion of the individual college.

a. 9-month Teaching Faculty - normally on nine-month appointments which include the fall
and spring semesters of the academic year, from August 16 through May 15.
b. 12-month Teaching Faculty - twelve-month appointments, from July 1 through June 30 of
the academic year.

In NVCC, there is an Express Hire function performed through the Denosys system. Separate screens are
available for other employee types.

As Is Business Process

Process Step Process Description


1. Newly hired 9- Contracts are yearly and the terms are:
month or 12- • 9-month contract from Aug 16 to May 15
month teaching • 12-month contract from July 1 to June 30
faculty Each year, the faculty is ranked in salary
contracts
2. 9-month or 12- Credential data is entered into the college database, eg. Rank, VCCS-10 column #,
month teaching teaching field, and educational credentials.
faculty contract
dates
3. Contract is Once dates are set, the contract is generated, which typically happens on the first
generated year.
4. Appointments At the time of hire, a new 9-month or 12-month faculty is assigned to a “one-year
contract”.
5. Contract due Contract due dates are driven by manual decisions on spreadsheets:
dates for a. 9-month contract (from Aug 16 to May 15): faculty gets paid in arrears
payment and are typically biweekly schedules
- 12-month contract (from July 1 to June 30): faculty salary determination
is determined by rank information
6. Contract is Contract is signed, then entered into PMIS, with a hire date close to the first of the
signed and semester, but not go all the way back to the start of the contract (eg. Aug 16). A
faculty is hired State ID is generated, and is used also in Payroll.
in PMIS
7. Contract Contract is produced by mail merge with electronic signature (Tidewater) and also
hardcopy is for JT (for summer contracts)
produced
8. Faculty is Faculty is enrolled in Benefits, via e-Direct or through enrollment forms
enrolled in
Benefits
9. Salary is Salary is entered and should match the contract, with increases set annually (eg.

Page 54 of 93
entered into 11/25, as is built into the contract), based on amount of tenure and credentials
PMIS and
CIPPS
10. Merit increases Merit is based generally at the beginning of the contract year; not through a
performance review process, and with VCCS guidance and some discretionary
decisions
11. Salary Salary increases are included in the contract for 12-month faculty, based on the
increases added rate for the rank. Salary plan is based on salary range for rank/grade per College.
into contract
12. Teaching Teaching Credit Load and Amount of Pay:
Credit Load for - Full load – 15 credits and not necessarily 15 courses worth of credit
Payment - Overload – result of teaching over the 15 credits; determined by the
Definition Deans

13. Teaching The form is filled for notifying the faculty, and is filled by the division where the
Credit Load for class is being taught, and then the form is sent to Payroll. Overload is paid twice
Payment in the year; one at the end of the fall semester, and the other at the end of the spring
procedure to semester.
send to Payroll

Process Flow Diagram


Not available.

Comments
None at this time

New Hire Process for Part Time Classified Employees

Process Overview

These are regular part-time employees are listed as follows, and are eligible for benefits.

• 20 – 31.9 hours per week,


• 12 months per year; or
• At least 1040 hours or less than 32 hours per week for 9, 10, or 11 consecutive months per
year.

Part-time classified employees are employed on a continuing basis to teach less than a full load. Part-time
teaching experience shall be counted in computing total experience to be applied towards the initial
appointment. Only that part-time experience which can be verified from previous employment shall be
allowed. Part-time teaching experience shall be calculated on the basis of 30 semester hours or 45 quarter
hours being equivalent to one year.

As Is Business Process

Process Step Process Description


1. New Hire The HR contact receives the new hire packet, application form with biographical
Packet Receipt information, I-9 form, direct deposit form, benefits enrollment form, and payroll

Page 55 of 93
deduction authorization form.
2. Data Entry into The HR contact will review the information and enter HR data into the PMIS
PMIS system, by initially assigning the Agency ID and Position Number, then the rest of
the personnel information. A State ID is generated and is used as the State
employee ID.
3. Data Entry into The new hire is entered into SIS, and an Employee ID is generated.
SIS
4. P-3 Form The HR Analyst will fill out a P-3 form manually or via online form, take screen
shots from PMIS, or fill out a similar form. The purpose of the P-3 form or similar
form is to communicate to payroll the necessary info they need to place in the state
payroll system, CIPPS. One important information is the State ID.
5. Data Entry into For NVCC, the new hire information is entered into Denosys, along with the
external PeopleSoft SIS Employee ID and the PMIS State ID.
systems
6. P-3 Form to The P-3 form is then sent to payroll. Some colleges require that they form be
Payroll signed off on before being sent to payroll.
7. Data entry into The payroll contact enters the necessary employee records to get the employee
CIPPS setup in the CIPPS system, using the following screens:
• New Employee Add Screen,
• Employee Job Identification Screen,
• Employee Job Description Screen,
• Additional Pay and Factors Screen,
• Employee Status Information Screen,
• General Ledger Codes Screen,
• Employee Banking Information Screen,
• Employee Benefits Screen,
• Employee Automatic Special Pay Screen,
• Employee Deductions Screen.
This includes basic biographical information and what frequency the employee is
on.
8. Tax Separate Federal and State Tax information are established as a result of data entry
information is on the new employee add screen.
generated in
CIPPS
9. Deduction The payroll contact also sets up the new hire’s deductions in the CIPPS system.
entry into
CIPPS
10. Inform HR and Once the payroll contact is finished setting up the new hire in CIPPS, they inform
Benefits HR.

Process Flow Diagram


Not available.

Comments
A sample of the P-3 form and P-3A form are attached.

P3_Form - Report of Appointment or Change of Status.pdf


P3A_Form - Personal, Faculty and Miscellaneous Data.pdf

Page 56 of 93
New Hire or Rehire Process for Quasi Full Time Classified Employees

Process Overview

These are the employees who are 9-month, 10-month and 11-month Classified and work at least 32 hours per
week:
a. 32-39.9 hours per week for 12 months per year; or
b. 40 hours per week for 9, 10, or 11 consecutive months.
These are employees who volunteer for permanent reduction of their work schedules while maintaining health
benefits, for a temporary period of time. The intent was to give agencies another means to help with budget
deficits, staff reductions, and recruitment and retention.
When employees’ scheduled hours are reduced, their salaries and leave accrual rates are reduced accordingly.
They are entitled to over-time pay and can be returned to Full-time status at a later date, if eligible.

As Is Business Process

Process Step Process Description


1. New Hire The HR contact receives the new hire packet, application form with biographical
Packet Receipt information, I-9 form, direct deposit form, benefits enrollment form, and payroll
deduction authorization form.
2. Data Entry into The HR contact will review the information and enter HR data into the PMIS
PMIS system, by initially assigning the Agency ID and Position Number, then the rest of
the personnel information. A State ID is generated and is used as the State
employee ID.
3. Data Entry into If the new hire is an admin or teaching faculty, the new hire is entered into SIS,
SIS and an Employee ID is generated.
4. P-3 Form The HR Analyst will fill out a P-3 form manually or via online form, take screen
shots from PMIS, or fill out a similar form. The purpose of the P-3 form or similar
form is to communicate to payroll the necessary info they need to place in the state
payroll system, CIPPS. One important information is the State ID.
5. P-3 Form to The P-3 form is then sent to payroll. Some colleges require that they form be
Payroll signed off on before being sent to payroll.
6. Data entry into The payroll contact enters the necessary employee records to get the employee
CIPPS setup in the CIPPS system, using the following screens:
• New Employee Add Screen,
• Employee Job Identification Screen,
• Employee Job Description Screen,
• Additional Pay and Factors Screen,
• Employee Status Information Screen,
• General Ledger Codes Screen,
• Employee Banking Information Screen,
• Employee Benefits Screen,
• Employee Automatic Special Pay Screen,
• Employee Deductions Screen.
This includes basic biographical information and what frequency the employee is

Page 57 of 93
on.
7. Tax Separate Federal and State Tax information are established as a result of data entry
information is on the new employee add screen.
generated in
CIPPS
8. Deduction The payroll contact also sets up the new hire’s deductions in the CIPPS system.
entry into
CIPPS
9. Health Depending on the college, the payroll contact may set up only non-health
deduction entry deductions and have the health deductions set up by the Benefits analyst.
into CIPPS
10. Inform HR and Once the payroll contact is finished setting up the new hire in CIPPS, they inform
Benefits HR and/or Benefits.
11. Data entry of The Benefits analyst will enter in the new hire’s health elections and dependents.
Health Benefits
elections and
dependents
12. Flexible The Benefits analyst faxes any Flexible Reimbursement info to FBMC.
Reimbursement
info to FBMC

Process Flow Diagram


Not available.

Comments
A sample of the P-3 form and P-3A form are attached.

P3_Form - Report of Appointment or Change of Status.pdf


P3A_Form - Personal, Faculty and Miscellaneous Data.pdf

New Hire or Rehire Process for Adjunct Faculty with Credit Hours

Process Overview

Adjunct faculty are employed to teach less than a normal faculty load or to teach less than a full session on a
semester by semester or summer term basis. The adjunct faculty contract contains no guarantee of continued
employment.

Adjuncts are not classified as Full-Time faculty. They are assigned individual per credit hour rates, based on
their assigned credentials and ranks. Adjunct Faculty is handled at the Division Level, and the Adjunct
Contracts are hired either within the semester or the full academic year. Adjuncts are normally paid by credit
hours calculated from the completion of course(s) throughout the duration of their contract.

For majority of the newly hired adjuncts, the overall process is manually performed within side systems or
spreadsheets, like DenoSys for NVCC, and PERS, or in spread sheets by HR or the Division itself. Then the
adjunct information is entered into CIPPS for payments. Oftentimes, there is a delay in getting the new hire
information into these systems, due to contract arrangements and approvals.

Page 58 of 93
They are assigned various pay frequencies, based on arrangements with the different colleges, but are paid
only when payment is due. The pay amounts are dependent on their class load and/or job code (rank), if
available. The compensation rate is within the pay scale or range, and higher rates may be available based on
individual college policy or procedures.

At JT, newly hired credit and non-credit Adjunct Faculty can be returning after more than 12 months from the
end of their last contract, or within the 12 months previous to the beginning of the new contract.

In NVCC, there is an Express Hire function performed through the Denosys system. Separate screens are
available for Classified, Hourly and Adjuncts.

As Is Business Process

Process Step Process Description


1. Adjunct Upon identification of a new or returning adjunct faculty, the Division requests and
Faculty collects the following documents:
identified • State Application for Employment (Form 10-012)
• Official (original) transcripts for all earned degrees
• Form I-9. Form must be certified by the division. Include photocopied
documents used to establish identity and employment eligibility.
• Federal and State of Virginia tax forms ( W-4 and VA-4)
• Child Support Questionnaire
• Selective Service Questionnaire
• Drug Summary Statement
• Two references
• Verifications of previous employment (teaching and related
occupational - those used to establish rank and salary)
• Payment Option form
• Paycheck Distribution form
• Direct Deposit Authorization ( if applicable)
2. Returning The academic division obtains the official personnel file of the returning adjunct
Adjunct faculty member from the Human Resource Office, reviews it for accuracy and
information completeness, and updates the file as needed.
3. Dean completes The Division Dean uses VCCS-29 (Virginia Community College System Normal
the hiring form Minimum Criteria for Each Faculty Rank) to complete and sign the VCCS-10
indicating experience and education data, rank, and salary calculations.
4. New Hire The HR analyst receives new hire application form and copy of adjunct contract
Adjunct from division.
Contract receipt
5. Data entry of The HR analyst or Division staff tracks and enters new hired adjunct information
new hire into a side system (like Denosys) or spreadsheet.
adjunct
6. Data Entry into The HR analyst will review the adjunct information and enter the data into the
PMIS PMIS system, by initially assigning the Agency ID and Position Number, then the
rest of the personnel information. A State ID is generated and is used as the State
employee ID.
7. Data entry of The Division staff enters the contract info to the PeopleSoft SIS system for class

Page 59 of 93
new hire schedules and student registrations. If the adjunct teaches in various colleges,
adjunct into there will be one Employee ID for each college, which is assigned one Business
SIS Unit per College.
8. Five Adjunct In JT, there are five categories for Adjunct Faculty ranks:
Faculty • Assistant Instructor - Adjunct I
categories • Instructor - Adjunct II
• Assistant Professor - Adjunct III
• Associate Professor - Adjunct IV
• Professor - Adjunct V
9. New hire The HR analyst manually files the HR info, or enters the HR info into a side
adjunct HR system like Denosys.
info filed
manually or
into side
system
10. Rates are Adjunct rates are determined for the current calendar year based on rate ranges
determined approved by the State Board for Community Colleges. VCCS-18 is the VCCS
Salary Schedule document used by the Colleges to assign the adjunct rates, based
on the provided rate ranges for each Adjunct category. The academic leaders of the
colleges calculate the exact adjunct rate (with the minimum and maximum of the
VCCS-18) for each individual faculty member based on their credentials, related
occupational experience, teaching experience, etc.
11. Contract is Once the new contract has been generated and signed, the contract and any revised
signed paperwork must be sent to Human Resources along with a Lecturer Payment
Request form.
12. New hire The HR info is sent to Payroll. New Adjunct faculty will not be placed under
adjunct HR contract or entered into the state payroll system until official transcripts are in the
info sent to adjunct faculty member's personnel file.
CIPPS
13. Data entry of The Payroll analyst enters the new hire biographical data and payroll info into
new hire CIPPS and assigns them to the bi-weekly frequency.
adjunct into
CIPPS
14. Auto Payment Adjuncts are not paid every pay period, so they are placed in a non-auto status and
frequency turned on when payment is due.
turned off in
CIPPS

Process Flow Diagram


Not available.

Comments
A sample of the P-3 form and P-3A form are attached.

P3_Form - Report of Appointment or Change of Status.pdf


P3A_Form - Personal, Faculty and Miscellaneous Data.pdf

Page 60 of 93
New Hire or Rehire Process for Adjunct Faculty with Non-Credit Hours (or
Workforce Development Services)

Process Overview

Adjuncts that are considered non-credit Instructors fall under Workforce Development Services (WDS). Each
college, with the exception of JSRCC, has a WDS department. JSRCC and JTCC have a combined WDS
called CCWA. Instructors receive Virginia Retirement System (VRS) credit, but are also paid in CIPPS.

In NVCC, Adjunct Faculty is entered into Denosys, and tracking is made through custom reports generated for
SACS. Demographic data is included for Department, Division and Discipline categories.

In NVCC, there is an Express Hire function performed through the Denosys system. Separate screens are
available for Classified, Hourly and Adjuncts.

As Is Business Process

Process Step Process Description


1. Course Catalog Determination is made to set up external classes for students, and is included in
the course catalog.
2. Course Open Enrollment or Custom Class Enrollment is performed.
Enrollment
3. Course The Program Manager determines the course requirements.
requirements
4. Course baseline The baseline course is created and entered into SIS, together with the contact
hours needed.
5. WDS The Program Manager determines the WDS requirements, including payment
requirements amount needed.
6. WDS Tenure In JSR, the tenure requirement for the WDS is 18-month active status, and then
the Faculty is retired.
7. Proposal is When a WDS is selected, a Proposal per class is submitted to the Board, and is
submitted part of a spreadsheet of multiple proposals for external classes.
8. Proposal details The Proposal contains the rate, the date range of the course, the State ID of the
WDS, the Bio data, the Effective Date of the Term, and the SIS Course. They
are assigned individual pay rates, based on their assigned credentials and ranks,
as per VCCS-18 or the Salary Schedule as the guideline. Code
9. Contract is The Proposal is accepted and the contract is generated, which includes the term
generated of the WDS, which is either 2-term or 3-term, with a 6-month timeline.
Instructions already exist with the HR department, with Credit instruction
guideline via HR manuals.
10. Positions are Positions are also included for the WDS, and can be shared between two Faculty
created staff.
11. New WDS or New WDS or CCWA is entered into PeopleSoft SIS with Bio (personal data) and
CCWA is hired assigned a class, with TBD in schedule of classes. An Employee State ID is also
assigned in PMIS.
12. Background Background checks (and I-9) are conducted, and verification of hours is added
checks into SIS.
13. Pay structure is Pay structure is determined by the following, not by any pay bands
determined o Type of training (example – pay more for Oracle certification than

Page 61 of 93
for Dog Sitting instructor)
o Instructor Experience
o Instructor Certifications
o Other variables (will need to work with colleges and define)
14. Payment rate for The payment amount for the WDS is a flat rate/hour, and is added to the
WDS contract. Criteria for the rate are as follows, and are discretionary, with no pay
scale reference:
• Technology versus Non-technology class
• Certification requirement
• Number of hours
• Minimum size of the class
• Credentials, as needed
• “Preferred by Students” status
15. Reduced rate If the Faculty goes on vacation or submits a cancellation, the rate is reduced.
16. Payment terms Payment terms are set up after the class ends, which typically coincide with the
biweekly pay cycle.
17. Pay Cycle If the class is daily, then the payment is included in the next pay period. If the
payment covers multiple days, Payroll spreads the payment across several pay
period.

Process Flow Diagram


Not available.

Comments
None

New Hire or Rehire Process for P14/Wage Employees

Process Overview

These are employees who receive pay for hours worked rather than a fixed salary. Wage employees are
sometimes referred to as hourly or P14 employees. For majority of the newly hired hourly P14/Wage
Employees, the overall process is manually performed into side systems or spreadsheets, like DenoSys for
NVCC, and PERS, or in spread sheets by HR or the Division itself. Then the P14/Wage Employee
biographical information and pay frequency is entered into CIPPS for payments.

Wage employees have no guarantee of employment for a particular term. They serve at the pleasure of the
appointing authority and may be terminated from employment at any time. Wage employment is intended to
cover peak workloads and seasonal needs or short-term needs. Agencies receive authorization for wage
employees from the DHRM by either blanket authorization or single-position approval. Agencies may hire
wage employees according to their own agency policies and in compliance with relevant state and federal laws.

P14/Wage employees are limited to working 1,500 hours per agency per year, which is calculated as the 365-
day period beginning on the wage employee’s first day of employment.

• When an employee has reached the maximum of 1,500 hours within the 365-day period, he or she may
not be permitted to work again in that agency during that 365-day period. The agency may rehire the
employee following that period, starting a new 365-day period.

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• Any exceptions to the 1,500-hour limit require the approval of the Agency Head.

Rehiring a P14/wage employee by the same agency during the same 365-day period in which he or she has
already worked the maximum 1,500 hours is expressly prohibited unless an exception has been granted by the
Agency Head.

P14/Wage employees are not eligible to receive benefits. However, agencies shall grant the following to wage
employees:

• Leave without pay for family and medical reasons in accordance with Policy 4.20, Family and Medical
Leave;
• Workers’ Compensation benefits, and
• Leave without pay for military service. When a wage employee returns from active military service,
reemployment will be granted under the terms provided in the United Services Employment and
Reemployment Rights Act (USERRA).

In NVCC, there is an Express Hire function performed through the Denosys system. Separate screens are
available for Classified, Hourly and Adjuncts.

As Is Business Process

Process Step Process Description


1. Newly hired The HR analyst receives new hire application form and copy of P14/Wage
P14/Wage Employee Bio from division.
Employees
receipt
2. Data entry of The HR analyst or Division staff tracks and enters new hired P14/Wage Employee
newly hired information into a side system or spreadsheet.
P14/Wage
Employees
3. Newly hired The HR info is sent to Payroll.
P14/Wage
Employee info
sent to CIPPS
4. Data entry of The Payroll analyst enters the new hire biographical data and payroll info into
new hire CIPPS and assigns them to a pay frequency.
P14/Wage
Employees into
CIPPS

Process Flow Diagram


Not available.

Comments
None at this time

Page 63 of 93
New Hire Process for Grant-funded P14/Wage Employees

Process Overview

The Grant-funded employees are temporary, hourly part-time employees who are funded by Grants, either by
the College or by the State, or by Federal grants. When the funds are exhausted, they are no longer employed
and their assignments are terminated. The maximum number of hours is 1,500 hours per year and they are
hired for seasonal purposes or for replacing a full time employee who went on extended leave.

The overall process is manually performed into side systems or spreadsheets, like DenoSys for NVCC, and
PERS, or in spread sheets by HR or the Division itself. Then the hourly employee biographical information
and pay frequency is entered into CIPPS for payments. These hourly employees are not entered into PMIS and
BES.

In NVCC, there is an Express Hire function performed through the Denosys system. Separate screens are
available for Classified, Hourly and Adjuncts.

As Is Business Process

Process Step Process Description


1. New Positions New positions are generated by the Divisions.
2. Newly hired The HR analyst receives new hire form and copy of Employee Bio from division.
Employees College Grant Administrators and the Budget Dept work on the budget
receipt requirements and approval, and the Budget Department provides the account code,
which is used to report the payments made to the work studies. This account code
is sent to Payroll, which is used as the expense account posted per pay period to
the journal entries in the Chart of Accounts. When the budget amount tied to the
account code is depleted, the Budget Department notifies the Grant Administrator
that the grant funding is going to be exhausted.
3. Grant-funded The Contract is generated, which includes the rate per hour, the citizenship or I9
Contract information, and maximum hours per week.
4. Grant Funding Grant Administrators provide the names of grant-funded that are approved as
Approval Student Workers, and the start dates are set
5. Cleared Date The start date is the cleared date, and can also be based on the conclusion of the
background check, which also starts the pay date
6. Data entry of The HR analyst or Division staff tracks and enters new hired Employee
newly hired information into a side system or spreadsheet.
Employees
7. Newly hired The HR info is sent to Payroll.
Employee info
sent to CIPPS
8. Data entry of The Payroll analyst enters the new hire biographical data and payroll info into
new hire CIPPS and assigns them to a pay frequency.
Employees into
CIPPS

Process Flow Diagram


Not available.

Page 64 of 93
Comments
None at this time

New Hire Process for Student Workers – Federal and non-Federal Work
Studies

Process Overview

There are six types of Student Workers, all of which are hourly employees, and are all administered differently
in the different colleges:
1. Federal Work Study (FWS) – funded by Federal Financial Aid
2. Work Study – funded by College or Institutional Financial Aid
3. Student Assistants – funded by the Departments
4. Student Hires – funded by the Departments
5. Student Tutors – funded by the Departments
6. Hourly Part-time P14/Wage employees – funded by the Departments

These Student workers are either exempt or hourly part-time employees by VCCS, they are funded by
Financial Aid and are hired every Semester. This could be Federal or a form of College Aid. When the funds
are exhausted, they are no longer employed and their assignments are terminated.

The overall process is manually performed into side systems or spreadsheets, like DenoSys for NVCC, and
PERS, or in spread sheets by HR or the Division itself. Then the P14/Wage Employee biographical
information and pay frequency is entered into CIPPS for payments. These hourly employees are not entered
into PMIS and BES.

In NVCC, there is an Express Hire function performed through the Denosys system. Separate screens are
available for Classified, Hourly and Adjuncts.

As Is Business Process

Process Step Process Description


1. New Positions New positions are generated for on and off Campus
2. Assigned Each Federal Work Study position will have a job description that falls into one of
FWS Position several generic positions, based on the needs of the Departments:
with multiple • Office Assistant/Receptionist;
Job • Computer Lab Assistant;
Descriptions • Library Assistant;
and sub- • Audio/Visual Assistant;
Positions • Maintenance Assistant.
3. Job Postings All jobs in each category will be posted by campus and will include the following
information for student reference:
• Job description and qualifications
• Name of department
• Name of supervisor and supervisor’s contact information (phone number,
email address, building, room number)
4. Rate generation The Department of Education approves the budget for some Colleges, like
Tidewater, and this sets the Rates. Generally, the hourly rates are allocated to one

Page 65 of 93
or more different AIS codes
5. Apply for Hire The Student Worker applies for the position through JobNet, but other Colleges do
not require applications.
6. Application The Student fills out the Hiring Packet and all the forms associated with the
from Student background check.
7. Newly hired The HR analyst receives the Federal Work-Study Hiring Packet and copy of
Employees Employee Bio from division.
receipt
8. Work Study Once the background check is fulfilled, the Contract is generated, which includes
Contract the rate per hour, the citizenship or I9 information, maximum hours per week
9. Financial Aid Financial Aid Administrators provide the names of Work Studies that are approved
Funding as Student Workers, and the start dates are set Financial Aid Administrators and
Approval the Budget Dept work on the budget requirements and approval, and the Budget
Department provides the account code, which is used to report the payments made
to the work studies. This account code is sent to Payroll, which is used as the
expense account posted per pay period to the journal entries in the Chart of
Accounts. When the budget amount tied to the account code is depleted, the
Budget Department notifies the Financial Aid Administrator that the work study
funding is going to be exhausted.
10. Cleared Date The start date is the cleared date, and can also be based on the conclusion of the
background check, which also starts the pay date.
11. Start Date The earliest start date is the first day of class for the term; the last day is the last
day of class for the term.
12. Data entry of The HR analyst or Division staff tracks and enters new hired Employee
newly hired information into a side system or spreadsheet.
Employees
13. Assignment In NVCC, the Primary and Additional Assignments are included for the Employee,
entries along with the assigned Pay groups.
14. Newly hired The HR info is sent to Payroll.
Employee info
sent to CIPPS
15. Data entry of The Payroll analyst enters the new hire biographical data and payroll info into
new hire CIPPS and assigns them to a pay frequency.
Employees into
CIPPS
16. Returning or FWS students who are returning and want to continue working in the same
rehired FWS position a second year should let their supervisors know before the spring term has
ended, and those who complete the financial aid process by May 1 will be given
priority for previous FWS positions as long as their supervisors approve.
17. Summer Both new and returning students may apply for summer WS funding; if funding
FWS and/or positions are limited, preference will be given to those who have worked in
the same position during the fall and spring terms.
18. Summer A second summer approval form is required by June 30 for work in July and
FWS August since the remainder of summer FWS will be treated as a resource against
Approvals fall term.

Process Flow Diagram


Not available.

Page 66 of 93
Comments
None at this time

Appointment of Multiyear Contract Faculty

Process Overview

Multi-year Appointment Contracts are granted to Full time Faculty, comprised of:
a. Teaching Faculty
i. 9-month Teaching Faculty
ii. 12-month Teaching Faculty
b. Two Types of Professional Faculty:
i. Librarians
ii. Counselors

Multi-year Appointment Contracts are special non-monetary contracts that are extended to full time Contract
Faculty as additional benefits for guaranteeing their positions, should a workforce reduction takes place. It is a
kind of restoration or recall rights for recovering their positions, should a recall takes place after a lay-off.

There are two types of multi-year contracts:


• Three-year contract
• Five-year contract

The Teaching Faculty, or Professional Librarians and Counselors, can gain Multi-year Contract status, if they
fall under the following criteria:

• Excellent annual performance review in the last three years


• Recommendations from the Dean

The award for multi-year appointment contracts takes place in January of every year, and must conclude in
March. Once the Faculty receives the Five-year Appointment, any future awards will be repeated with another
set of Five-year Appointments, until the Faculty files for Retirement or Resignation.

As Is Business Process

Process Step Process Description


1. Annual Three annual performance reviews are conducted and the Faculty gets excellent
Performance reviews.
Review for three
years
2. Dean The College Dean recommends the Faculty for multi-year contract.
Recommendation
3. Contract is Once the Faculty has completed the single-year contract, eligibility for three-
completed in good year contract is granted, once appropriate approvals are provided.
standing
4. Three–year Three-year appointment contract is granted upon approval of the Division
Appointment Performance Review Board. .. Tracking is performed by the Division, since
contracts are reviewed yearly, and good standing is reviewed/approved every
year by the Performance Review Board.

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5. Three-year Once the three-year appointment is completed in good standing, the five-year
Appointment is appointment is granted, with appropriate approvals.
completed in good
standing
6. Repeated Five- Once the five-year appointment is completed in good standing, another five-
Year Appointment year appointment can be granted, with appropriate approvals.

Process Flow Diagram


Not available.

Comments
None at this time

Changing an Employee Status

Changing from Part Time Classified, Quasi Full Time, or P14/Wage to Full
Time Classified or Salaried Position
Process Overview

Requests for full time position can be submitted by Part Time Classified, Quasi Full Time or P14/wage
employees, and if accepted, they are hired into the new Full Time classified positions. For Colleges who have
alternate HRIS systems, the part time/wage employees are transferred.

P14/Wage employees can also buy back years of service to convert into Full Time Classified or Salaried
employee status. According to VRS guidelines, 173.3 credit hours worked are equivalent to one month of
service.

P14/Wage employees can remain in active status, even if not paid until a contract is established. If the unpaid
but active status reaches 1,500 hours per fiscal year, the active status expires and the wage employee becomes
terminated.

As Is Business Process

Process Step Process Description


1. Full Time Part time or Quasi Full Time Classified or P14/wage employee applies for a full
position is time position.
applied for
2. Hiring is Part time or Quasi Full Time Classified or P14/wage employee submits an
performed for application and goes through the same process as a new hire.
Full Time
position
3. HRIS system is If there is an alternate HRIS system, the system will be updated with the Part Time
updated or Quasi Full Time Classified or P14/wage to full time employee change.
4. Employee Part time or Quasi Full Time Classified or P14/wage employee record is
record is transferred from alternate HRIS system to PMIS.
transferred to
PMIS
5. Data entry of The HR Analyst enters the new hire data into PMIS with a new hire code.

Page 68 of 93
new hire into
PMIS
6. P-3 Form is The HR Analyst fills out a P-3 form and sends the information to Payroll.
sent to Payroll
7. Record is The Payroll analyst changes the existing Part Time or Quasi Full Time Classified
changed to Full or P14/wage record to the Full Time pay frequency in CIPPS.
Time in CIPPS
8. New hire ID is The Payroll analyst enters the new employee ID in CIPPS.
entered in
CIPPS
9. Benefits is The Payroll analyst informs the Benefits analyst to process their benefits.
processed
10. Benefit Once benefits have been setup, the Payroll analyst sets up the benefit deductions.
deductions are
set up
11. Pay is added to The Payroll analyst adds any Part Time or Quasi Full Time Classified or P14/wage
first Full Time pay to their first FT paycheck.
pay

Process Flow Diagram


Not available.

Comments
A sample of the P-3 form and P-3A form are attached.

P3_Form - Report of Appointment or Change of Status.pdf


P3A_Form - Personal, Faculty and Miscellaneous Data.pdf

Changing an Adjunct Faculty to Full Time Classified or Salaried Position

Process Overview

Requests for full time classified or salaried position can be submitted by adjuncts to the Division heads, and if
accepted, they are hired into the new full time classified or salaried positions. Their service dates become the
hire date or start date for full time employment. Since the adjuncts are already paid in the CIPPS payroll
system, they can be paid partially as adjuncts, and the remainder of the pay, as full time classified or salaried
employees.

As Is Business Process

Process Step Process Description


1. Apply for new Adjuncts fill out an application form to be hired into a full time position.
full time
position
2. Hire into the Adjuncts are transferred to full time employee status, once hired into the new
new full time position.
position
3. Data entry into Adjuncts are entered into the PMIS system and their service date becomes their

Page 69 of 93
PMIS date of full time employment.
4. Division The Division HR analyst sends the communication of the new appointment.
notifies HR
5. HR notifies The payroll analyst is informed that a newly hired full time employee was
Payroll previously an adjunct, and already exists in the CIPPS system.
6. Deductions are All appropriate deductions (403b) are transferred over to the new record.
transferred into
the new full
time employee
pay information
7. Adjuncts Adjuncts are paid the remainder of their adjunct pay through their new full time
receive partial frequency.
pay
8. First pay gets a The first full time employee payment is assigned to a separate account code.
new account
code
9. Adjunct pay An adjunct can also be a full time employee at the same time, therefore is paid in
can be split two different individual frequencies.
between
adjunct pay and
full time pay

Process Flow Diagram


Not available.

Comments
None at this time

Address Changes for Employees

Process Overview

Address changes are made by the employee on address change forms. They are then submitted to HR. If the
college has an alternate HRIS system or spreadsheet, they update the spreadsheet. They also will update the
PMIS system and fill out a P-3A form. The P-3A form is submitted to payroll, where the address change is
keyed into the CIPPS system.

As Is Business Process

Process Step Process Description


1. Address change Employees submit address changes on address change forms.
form is
submitted
2. Address change Employees can also submit their address changes directly to HR.
is sent to HR
3. Address change If the college has an alternate HRIS system or spreadsheet, the HR analyst
is updated in updates the spreadsheets with the address changes for the employees.
spreadsheets

Page 70 of 93
4. Data entry into The HR analyst updates the PMIS system.
PMIS
5. P-3A form is The HR analyst fills out a P-3A form.
filled
6. P-3A form is The HR analyst submits the P-3A form to payroll,
sent to Payroll
7. Data entry into The Payroll analyst keys in the address change into the CIPPS system.
CIPPS

Process Flow Diagram


Not available.

Comments
A sample of the P-3 form and P-3A form are attached.

P3_Form - Report of Appointment or Change of Status.pdf


P3A_Form - Personal, Faculty and Miscellaneous Data.pdf

Pay Rate or Per Credit Hour Rate Changes


Pay Rate Changes for Full Time Classified or Salaried Employees or Faculty
and Part-Time or Quasi Classified Employees

Process Overview

Pay rate changes are approved by the General Assembly, and are submitted to HR through a formal letter.
Performance evaluations are then performed by the managers and sent to HR, who enters the evaluation scores
into PMIS. Salary increases are then processed through CIPPS Payroll, along with any imputed income from
Life Insurance Plan coverage increases.

As Is Business Process

Process Step Process Description


1. Pay rate change General Assembly approves a rate increase for classified employees.
is approved
2. Pay rate change The HR analyst receives a formal letter for the employee’s salary increase.
is sent to HR
3. Performance The HR analyst sends out performance evaluations and informs managers to
evaluations are complete them by a specified deadline.
sent to Managers Note: This usually happens between October and November.
4. Managers Managers complete performance evaluations and mails them to HR.
completes and
sends to HR
5. Evaluation The HR analyst enters the evaluation scores (1, 2, 3) into the PMIS system.
ratings are
entered in PMIS

Page 71 of 93
6. Employee’s If evaluation scores are 2 or 3, then the employee’s salary is automatically
salary is increased in PMIS, with the same amount of increase for all employees.
increased in
PMIS
7. Report is DHRM generates a report that lists the employees who did not get salary
generated for increases, and sends the report to HR.
HR
8. New Salary DOA runs a process to update everyone in the CIPPS system, including the
amounts and employees’ imputed income coming from increases in their life insurance
imputed income coverage amounts.
are updated in
CIPPS

Process Flow Diagram


Not available.

Comments
None

Per Credit Hour Rate Changes for Adjunct Faculty

Process Overview

Pay rate changes are approved and released by the State Board, along with the increase guidelines.
Performance evaluations are then performed by the Colleges, using the faculty member’s salary from 12/31 of
the prior year. The pay increase is determined and the new salary is sent to VCCS for approval. Upon
approval, the HR or Division provides the employee with a modified contract containing the increase amount,
with the effective date of the increase from 11/25 until 5/15(or 06/30). HR will enter the salary increases in
PMIS, and sends Payroll the faculty member’s CIPPS record on the appropriate pay period containing the
11/25 effective date.

Adjunct faculty may be promoted in academic rank at John Tyler Community College when they meet the
requirements for the next higher academic rank on the VCCS-29. The promotion increase is based on a re-
evaluation of the additional education, teaching or related experience demonstrated at the time the promotion is
requested.

As Is Business Process

Process Step Process Description


1. Pay rate change The State Board releases average salary increase % and establishes increase
is approved and guidelines.
released
2. Performance The Colleges conduct an evaluation process.
evaluations are
conducted in
Colleges
3. Salary increases Colleges use the faculty member’s salary from 12/31 of prior year and determine
are determined the new increase amount.
by Colleges

Page 72 of 93
4. New salary The colleges add the increase amount to the prior year salary, as of 12/31, and
amounts are submit the spreadsheet of salary increases to VCCS for approval.
determined by
Colleges
5. Modified Upon approval, HR or the Division for the College provides the employee with a
contracts are modified contract containing the increase amount.
sent to faculty
6. New salary The contract states the salary amount from 8/16(or 7/1) until 11/24 of the current
amount is academic year, and the new salary amount with the increase from 11/25 until
included in the 5/15(or 06/30) for the next academic year.
new contract
7. New Salary The copy of the contract or a spreadsheet containing the new salary amounts is
amounts are sent sent to Payroll.
to Payroll
8. Data entry into The Payroll analyst updates the faculty member’s CIPPS record into the pay
CIPPS period for 11/25.

Process Flow Diagram


Not available.

Comments
None

Pay Rate Changes for P14/Wage Employees

Process Overview

P14/Wage employees receive pay only for hours actually worked. Accordingly, agencies must keep thorough
and accurate records of all time worked by P14/wage employees. Wage employees are not eligible for paid
holidays or any other paid time off.

Compensation for P14/wage employees is determined by the DHRM Manual, Agency Salary Administration
Plans, and other state and agency policies related to the administration of employee compensation and
classification. Compensation must be within the Salary Range to which an employee’s position is assigned.

P14/Wage employees may be eligible to receive pay increases granted by the Governor and/or the General
Assembly. DHRM advises agencies regarding such adjustments.

P14/Wage employees are considered non-exempt for the purposes of application of the Fair Labor Standards
Act unless they are engaged as teachers, lawyers, physicians, or as computer employees paid $27.63 or more
per hour.

As Is Business Process

Process Step Process Description


1. Pay increases The Governor and/or General Assembly grant the pay increase.
granted
2. DHRM advises DHRM advises the College for rate adjustments.
agency

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3. DHRM DHRM determines the new rate, which is within the Salary range provided by the
determines the Salary Administration Plan for the Agency.
new rate
4. New rates are The copy of the contract or a spreadsheet containing the new rates is sent to
sent to Payroll Payroll.
5. Data entry into The Payroll analyst updates the Work Study’s CIPPS record into the pay period.
CIPPS

Process Flow Diagram


Not available.

Comments
None

Pay Rate Changes for Student Workers – Federal or non-Federal Work


Studies

Process Overview

Pay rate changes for Work Studies are determined by their length of service. This usually happens after the
first fiscal year and when they are rehired, when their excess funds are rolled over to the new fiscal year.

As Is Business Process

Process Step Process Description


1. Work Study is Some colleges can reclassify the Work Studies to another Student Worker type, if
reclassified funds are exhausted as Work Studies, and services are still needed to continue the
assignment.
2. Pay rate change The Budget Department approves the pay rate change
is approved and
released
3. Modified Upon approval, HR or the Division for the College provides the Work Study or
contracts are Student Worker with a modified contract containing the increased rate.
sent to Work
Study or
reclassified
Student Worker
4. New rates are The copy of the contract or a spreadsheet containing the new rates is sent to
sent to Payroll Payroll.
5. Data entry into The Payroll analyst updates the Work Study’s CIPPS record into the pay period.
CIPPS

Process Flow Diagram


Not available.

Comments
None

Page 74 of 93
Processing Payments for Adjuncts, Grant-Funded P14/Wage and Work Studies

Processing Payments for Contract or Adjunct Faculty with Credit or Non-


Credit Hours

Process Overview

To provide adjunct faculty members who teach lecture and laboratory courses with appropriate compensation,
the following procedures for determining the work load credits for pay purposes is utilized. Work Load Credits
– Lecture Hours plus 1/2 Laboratory Hours.

If any course requires the presence of adjunct faculty members more than one day per week, the college may
give a 1/2 work load credit in addition to the work load credits determined by the formula above. If the college
elects to give additional credit for multiple meetings, such credit must be applied on a college-wide basis.

Contact or teaching hours can come in various forms:


1. Raw hours
2. Adjusted contract hours
3. Raw credit hours
4. Adjusted raw credit hours
5. Special handling hours
6. Clinical hours

Adjunct faculty may be compensated for non-instructional services only through procedures governing wage
employment or by contract.

Academic divisions forward completed adjunct faculty personnel files to the Human Resource Office as early
in the semester as possible. The HR Manager reviews new and returning adjunct for conformance with the
VCCS-29 requirements, SACS requirements and VCCS/JTCC policies for determining rates of pay.

Academic divisions prepare adjunct contracts based upon the appropriate credit hour rate of pay times the
number of credits hours to be taught, and secure appropriate signatures.

As Is Business Process

Process Step Process Description


1. Course assigned The adjunct is assigned the Course.
to the Adjunct
2. Contract is Adjuncts can be assigned before a contact is finalized and approved.
generated
3. Contracts within The contract is the same for adjuncts covering different Divisions; and each
one or more contract has different rates, based on different credentials or Transcript stored
Divisions within or outside SIS. The same contract can be within the same Division, but
can have different credentials; hence the adjunct will be paid by different
Departments. (e.g. JSR)
4. Entry of contract The start date of the class is added on the contract for the term or the semester,
hour rates for with class and credit hours computed to come up with the per credit hour rate.
Contract Adjuncts cannot work more than 12 hours per day, even if they have more than

Page 75 of 93
Amounts one class to teach. The course duration can be split within the semester, before
the end date comes up. The percentage of classes can also vary, which will
change the end date for the contract.
5. Contract start and Contract time matches course duration. The contract start date is the beginning of
end dates the semester or course, but the payroll start date can vary, depending on the
completion of the paperwork. The contract start date can be before the course
start date or the adjunct start date. Contract start and end dates are firm; any
changes will create a new contract. The end date is the same as the end of the
semester or course date.
6. Calculation of The calculation of workload hours comes from an external system called
Credit Hours Productivity Analysis System (PAS), which calculates workload hours and
overload hours from the number of classes taught, which are stored in SIS.
7. Contract is The rate and course load is included in the contract information, and then printed
received by for the adjunct. The Contract is issued by the Department, based on location,
Adjunct enrollment policy, credentials, course load and rank.
8. Longevity As soon as adjuncts exceed 30 hours of paid credit per year, longevity
Determination calculations begin. The start date included in the contract does not constitute the
start of longevity; instead the calculation uses the first pay date after the teaching
assignment is established.
9. Contract The contract is prorated for the adjunct that left; and a new contract is prepared
proration for for the incoming adjunct to replace the incumbent.
adjunct
replacements
10. Other types of Clinical contracts, with primary instructors who have the credentials for the
contracts with contract holder, and who have several instructors who perform the clinical
different credit courses (i.e., nurses), will need individual calculations for credits for each
rates clinical instructor as separate from the primary instructor.
11. Contract renewals Contracts are renewed based on the need to extend the length of the adjunct’s
or changes tenure, or oftentimes changed, if the adjunct is assigned another course for
another College. (e.g. Tidewater).
12. Adjunct status Statuses of the adjuncts are tracked by the Division, and are stored in PeopleSoft
SIS. Adjunct information is downloaded from SIS into the contracts
13. Agency Transfer If the correct programmatic or budget code is not assigned to the adjunct, an
Voucher (ATV) ATV is performed in Payroll, to reclassify the charges into the correct funding
Funds classifications. These are moving funds processed all the way to Payroll under
one fund. Once the budget approval hits AIS, the fund amount goes to the
correct fund. The funding is by dollar amount and not by percentage, as seen in
W Lancaster.
14. Pay rate For credit hours, calculating the rates is based on ranking (instructors, professors,
calculation using senior professors) and the number of classes (credit hours can relate to the
credit hours amount of pay). These rates are typically discretionary and vary for each
adjunct. There are VCCS guidelines to provide for generated rate determination,
but are not consistently used.
15. Dual enrollment Dual enrollment adjuncts are the same as regular adjunct instructors, who have
adjuncts credentials and yet teach for the High Schools. They are not paid by the College,
but by the High School. They can also be instructors who teach in two different
Colleges, and separate payments and credit calculations take place for these
adjuncts.
16. External courses Special instructions are added into the Contracts for adjuncts who teach external
courses, and the distinction can reclassify them as Wage hourly employee

Page 76 of 93
positions.
17. Lecturer Payment Academic divisions prepare Lecture Payment Request forms, which are
Request forms to forwarded, together with the signed contracts, to the Human Resource Office.
HR
18. Payment Terms The Lecturer Payment Request forms are prepared for the three different
categories of adjunct faculty who:
19. carry 9 credits or more and clinical faculty - have the option of being paid bi-
weekly, three times during the semester or once at the end of the term,
20. teach the full semester - can be paid three times or once at the end of the
semester,
21. teach a short-term course (eight weeks or less) - will be paid once, at the end
of the course.
22. Adjunct Faculty At the beginning of each semester, adjunct faculty are required to complete an
Payment form Adjunct Faculty Payment form (HR-207)
23. HR notifies HR notifies divisions of the Lecturer Payment Request and check availability
Divisions on schedule at the beginning of each semester.
check availability
24. Adjunct Official personnel files of credit Adjunct faculty members who have not been on
Retention process the College Payroll <JT> for a full semester are pulled from the active files of
the Human Resource Office. The files are stored as required by state policies for
the retention of state records.
25. Adjunct Purge In the Fall and Spring of each year, the JT Payroll Manager purges Adjunct files
Process and stores the files of Adjunct Faculty who did not teach the previous semester,
and a listing of files stored is distributed to each Division.

Process Flow Diagram


Not available.

Comments
None

Processing Payments for Grant-funded P14/Wage Employees

Process Overview

The Grant-funded employees are hourly part-time employees who are funded by Grants, either by the College
or by the State, and are seasonally-hired. When the funds are exhausted, they are no longer employed and their
assignments are terminated. The maximum number of work hours is set at 1,500 hours per year and they are
hired for seasonal purposes or for replacing a full time employee who went on extended leave.

As Is Business Process

Process Step Process Description


1. Assignments Just like Work Studies, Grant-funded employees are limited by the funded
within one or dollars, and the contract is assigned with one or more AIS codes, for payment
more AIS codes reporting.
2. Entry of hourly The hourly rates are defined by the Grant administrator, and are also added to the
rates Assignment
3. Start and end The start dates are based on the approval of the Grant(s), and end dates are open-

Page 77 of 93
dates ended, based on the exhaustion of funds.
4. Payments from Payment is made by Payroll, upon submission of the manager’s verified hours
Payroll worked.

Process Flow Diagram


Not available.

Comments
None

Processing Payments for Federal and non-Federal Work Studies

Process Overview

Work Studies are funded by Financial Aid and are hired every Fiscal Year, with July 1 as the cut-off. Once the
fiscal year is over, the Work Studies are released or terminated. Some Colleges distinguish Federal Work
Studies (FWS) from Work Studies, in that the former are for Federally-funded Student Workers, and the latter
are funded by the College Financial Aid or any non-Federal Financial Aid. Work Studies can have separate
State funds.

Work Studies are hourly or non-exempt employees, who are not eligible for benefits, and are hired as
needed by the Colleges. Work Studies are required to retain their Student status throughout the Fiscal
Year. Federal Work Studies are not allowed to be replacements for permanent positions, which is what
P14/Wage employees are hired for. Their assignments are approved by Financial Aid administrators, and
once approval is provided and after their background checks are completed, their start dates and
hourly rates are applied into their contracts and entered by the HR Analysts into the Colleges’ side
systems. They are then communicated to Payroll to set up their pay frequencies and pay status.

The College Financial Aid Office manages the Federal Work-Study and the Work Study programs only. Both
types of Work Study programs have similar paperwork, campus contacts and College Financial Aid Office
contacts. In NVCC, the NOVA Board provides a limited amount of funding from the institutional budget for
NOVA Work Study. If Students are not qualified for Federal Work-Study, they can qualify for the NOVA
Work-Study program.

As Is Business Process

Process Step Process Description


1. Eligibility for a. The student must complete the Free Application for Federal Student Aid
FWS (FAFSA) and meet all general eligibility requirements for financial aid.
b. The student must have remaining financial need--after all other aid is
applied--sufficient to accommodate a FWS award.
c. The student must be enrolled in and attending a minimum of six credit
hours each term.
d. The student must accept/decline the award on-line before the deadline.
e. The student must contact a FWS supervisor and secure a position.
f. The student must work as scheduled and fulfill all the requirements of
the position.
2. Hourly Rates and Work Studies can have multiple funding reported to AIS, and therefore, can have
Fund codes more than one AIS codes, (eg. 75% allocation and 25% matching)

Page 78 of 93
3. Pay Status in Once the Work Studies are sent to Payroll, they are assigned a standard 20 hours
Payroll per week schedule. Some Colleges allow overtime work, but this is against
policy for FWS.
4. Excess Work Work Studies must not work more hours than authorized based on the specific
Hours Unpaid award and remaining WS dollars.
5. Hours worked To calculate the number of hours WS works per week:
calculations Divide total award by weeks remaining in academic year (total year is normally
about 32 weeks)
Divide again by hourly rate = number of hours you can work per week
Students not starting at the beginning of the year should calculate remaining
weeks.
6. Hours earned WS does not earn more than half of the total hours in the first term, and must
work an average number of hours per week, to enable work over the entire award
period.
7. Timesheet entries At the end of the biweekly pay cycle for each College, manual or
electronic timesheets are prepared by the College Administrative staff (in
some cases, the WS employees themselves, who then submits them to
their supervisors).
8. Timesheet Timesheets of Work Studies are approved by their Supervisors. A copy of
approvals the signed timesheets constitutes the statement of exact work hours.
9. Time entry into Timesheets are also completed online for Payroll before the deadline for the
Payroll biweekly pay cycle.
10. Rollovers If at the end of the fiscal year, funds for the Work Studies are still available;
these funds can roll over to the next fiscal year, but only 10% of the funds can be
used from the prior year.
11. Rehires Once the funds are rolled over, the Work Studies are rehired as hourly
employees for the next fiscal year. Positions can change upon rehire.
12. Pay Status When rehires are performed, the Work Study can work for another Department,
Changes to and their original awards are decreased by the amount earned from award
Payroll payments.
13. Non-attendance After periods of non-attendance, a WS must complete a new WS Approval Form
before working again. If a student has an entire year of non-enrollment, he/she
must complete the entire process.
14. Multi-department If the Work Study is assigned to multiple Departments (like in JSR), only one
funding Department provides the funding.
15. Pay Status If rates are changed in the next fiscal year, or through reclassification of Student
Changes to Worker type, the entries are sent to Payroll.
Payroll

Process Flow Diagram


Not available.

Comments
None

Page 79 of 93
Filing Grievances

Filing Grievances for Full Time Classified or Salaried Employees

Process Overview

The grievance procedure is similar for Classified Employees, and most of the Colleges currently perform these
steps manually through paper forms and supporting documentation. The process is confidential and is not
discussed during the annual performance review processes.

Classified employees are covered by Department of Employment Dispute Resolution (EDR) Grievance
Procedure. Full-time faculty-ranked positions are covered by VCCS Grievance Procedure.

NVCC uses Denosys to process grievances through the Labor Relations Administration pages, which also has
reporting capabilities.

As Is Business Process

Process Step Process Description


1. NVCC Denosys is used by NVCC to process and track Grievance Steps and Grievance
Grievance Tracking.
Procedure
2. Grievance For the other Colleges, grievance procedures for Classified Employees are
procedures performed manually, using paper forms and internal filing systems.
3. Checklists Manual checklists for grievance steps with statuses of each step are performed
manually by each College HR department.
4. Reports Reports are generated annually to track the number of grievances filed, and the
outcomes resulting from the grievance procedures.
5. Reports Reports are also generated annually to track the number of grievances filed, and
the demographic information related to the grievance filed.
6. Reports Reports are generated annually to track the number of contacts made and the
reasons behind the contact procedure.

Process Flow Diagram


Not available.

Comments
None at this time

Filing Grievances for Adjunct Faculty

Process Overview

Most of the Colleges currently perform these steps manually through paper forms and supporting
documentation. The process is confidential and is not discussed during the annual performance review
processes.

Page 80 of 93
Thee Adjunct faculty are covered by VCCS Grievance Procedure.

NVCC uses Denosys to process grievances through the Labor Relations Administration pages, which also has
reporting capabilities.

As Is Business Process

Process Step Process Description


1. NVCC Denosys is used by NVCC to process and track Grievance Steps and Grievance
Grievance Tracking.
Procedure
2. Grievance For the other Colleges, grievance procedures for Adjunct Faculty are performed
procedures manually, using paper forms and internal filing systems.
3. Checklists Manual checklists for grievance steps with statuses of each step are performed
manually by each College HR department.
4. Reports Reports are generated annually to track the number of grievances filed, and the
outcomes resulting from the grievance procedures.
5. Reports Reports are also generated annually to track the number of grievances filed, and
the demographic information related to the grievance filed.
6. Reports Reports are generated annually to track the number of contacts made and the
reasons behind the contact procedure.

Process Flow Diagram


Not available.

Comments
None at this time

Filing Grievances for P14/Wage Employees

Process Overview

Wage employees are not eligible to use the state grievance procedure. Wage employees may file complaint
with Department of Human Resource Management’s Equal Employment Opportunity Office.

As Is Business Process

Process Step Process Description


1. Consult for Employees may file complaint with Department of Human Resource
Grievance Management’s Equal Employment Opportunity Office.
Procedure
2. File a Employee uses the State Employees’ Discrimination Complaint procedures
Complaint

Process Flow Diagram


Not available.

Page 81 of 93
Comments
None at this time

Disciplinary Actions for Full Time Classified or Salaried Employees and Hourly
P14/Wage Employees

Process Overview

The disciplinary procedures are similar for both Full Time Classified or Salaried Employees and Hourly
P14/Wage Employees, and are currently performed manually through paper forms and supporting
documentation. The process is confidential and is not discussed during the annual performance review
processes.

NVCC uses Denosys to process disciplinary actions through the Labor Relations Administration pages, which
also has reporting capabilities.

As Is Business Process

Process Step Process Description


1. NVCC Denosys is used by NVCC to process and track Disciplinary Actions and
Grievance Probationary procedures.
Procedure
2. Disciplinary Disciplinary procedures for Classified Employees are also performed manually at
procedures the Colleges using paper forms and internal filing systems, and can be included in
the employee’s annual performance review.
3. Warning Warning Notices are also issues for overdue disciplinary action measures.
notices
4. Checklists Disciplinary Step checklists are also used to monitor the progress of the procedure,
and the timeline associated with the entire process.
5. Contacts by For disciplinary actions, contacts are made by phone, and not within any paper
phone form processing.
6. Probationary NVCC generates the Probationary Notice Tracking report through Denosys.
Notice
Tracking
Report
7. Reports Reports are generated annually to track violations and actions taken (counseling,
reprimands, suspensions, termination, etc.)
8. Reports Reports are also generated annually to track the disciplinary actions by department
and other organizational metrics.
9. Reports Reports are generated annually to track the number of contacts made and the
reasons behind the contact procedure.

Process Flow Diagram


Not available.

Comments
None at this time

Page 82 of 93
Terminations
Termination of Full Time Classified, Administrative and Professional Faculty

Process Overview

Terminations for full time classified or salaried employees and faculty are performed as soon as request is sent
by employee or manager. PMIS and BES are updated with the termination action for their employment and
their benefits. Payroll is also updated using the P-3 form, along with the copy of the resignation letter. Final
pay and final leave are calculated by HR/Payroll, and PMIS is updated with the Leave Pay out amt.

As Is Business Process

Process Step Process Description


1. Termination The employee informs their manager that he/she is terminating. The Manager
request is sent to informs the termination information to HR.
HR
2. Employee For Full Time Employees, HR issues an Employee Separation Package, which
Separation contains a Checklist of College-issued items that need to be returned. Otherwise,
Package the terminating employee will be charged for the items that are not returned, and
will be deducted from their final paycheck.
3. Data entry of The HR analyst conducts an exit interview and enters the termination date into
termination in PMIS or any other alternate systems.
PMIS
4. Benefit The Benefits analyst terminates the employee’s benefits automatically in the BES
termination system.
5. Send The HR analyst informs Payroll of the change via a P-3 form, email, or copy of
termination the resignation letter.
request to
Payroll
6. Final hours The Payroll analyst enters the hours for the final pay period.
entered in
CIPPS
7. Remaining For 12-month faculty, the remainder of the contract is calculated and paid.
hours calculated
for Faculty
8. Final deductions The payroll contact calculates the final deductions, which will be doubled, if the
calculated termination occurs in the first pay period of the month.
9. Non-auto pay Once paid out, the payroll contact manually updates deductions to a non-auto
status for status.
deductions is set
10. Final leave is Final leave is calculated by HR/Payroll and PMIS is updated with the Leave Pay
calculated out amt.
11. Final leave The amount is communicated to payroll and the employee is paid their leave
amount is paid balance.
12. Extended The HR analyst sends the employee a custom Extended Coverage or COBRA
Coverage Letter letter.
is sent
13. Employee sends The employee sends the letter to either the Agency HR or DHRM.
the letter to HR

Page 83 of 93
14. Extended If sent to the agency HR, the Benefits analyst enters the Extended Coverage in
Coverage is BES.
entered in BES
15. Extended The Extended Coverage information is sent to the provider and the provider direct
Coverage is sent bills the employee for the next month.
to provider

Process Flow Diagram


Not available.

Comments
A sample of the P-3 form and P-3A form are attached.

P3_Form - Report of Appointment or Change of Status.pdf


P3A_Form - Personal, Faculty and Miscellaneous Data.pdf

Termination of 9-month or 12-month Teaching Faculty

Process Overview

Terminations for 9-month or 12-month teaching faculty are also similar to full time classified or salaried
faculty. PMIS and BES are updated with the termination action for their employment and their benefits.
Payroll is also updated using the P-3 form, along with the copy of the resignation letter. Final pay and final
leave are calculated by HR/Payroll, and PMIS is updated with the Leave Pay out amt.

As Is Business Process

Process Step Process Description


1. Termination The employee informs HR or their manager that he/she is terminating.
request is sent to
HR
2. Employee HR issues an Employee Separation Package, which contains a Checklist of
Separation College-issued items that need to be returned. Otherwise, the terminating
Package employee will be charged for the items that are not returned, and will be deducted
from their final paycheck.
3. Data entry of The HR analyst conducts an exit interview and enters the termination date into
termination in PMIS or any other alternate systems.
PMIS
4. Benefit The Benefits analyst terminates the employee’s benefits automatically in the BES
termination system.
5. Send The HR analyst informs Payroll of the change via a P-3 form, email, or copy of
termination the resignation letter.
request to
Payroll
6. Final hours The Payroll analyst enters the hours for the final pay period.
entered in
CIPPS
7. Remaining For 9-month faculty, the remainder of the contract is calculated and paid.
hours calculated

Page 84 of 93
for Faculty
8. Final deductions The payroll contact calculates the final deductions, which will be doubled, if the
calculated termination occurs in the first pay period of the month.
9. Non-auto pay Once paid out, the payroll contact manually updates deductions to a non-auto
status for status.
deductions is set
10. Final leave is Final leave is calculated by HR/Payroll and PMIS is updated with the Leave Pay
calculated out amt.
11. Final leave The amount is communicated to payroll and the employee is paid their leave
amount is paid balance.
12. Extended The HR analyst sends the employee a custom Extended Coverage or COBRA
Coverage Letter letter.
is sent
13. Employee sends The employee sends the letter to either the Agency HR or DHRM.
the letter to HR
14. Extended If sent to the agency HR, the Benefits analyst enters the Extended Coverage in
Coverage is BES.
entered in BES
15. Extended The Extended Coverage information is sent to the provider and the provider direct
Coverage is sent bills the employee for the next month.
to provider

Process Flow Diagram


Not available.

Comments
A sample of the P-3 form and P-3A form are attached.

P3_Form - Report of Appointment or Change of Status.pdf


P3A_Form - Personal, Faculty and Miscellaneous Data.pdf

Termination of Part Time Classified Employees

Process Overview

Terminations of Part Time Classified Employees are also similar to full time classified or salaried employees.
PMIS and BES are updated with the termination action for their employment and their benefits. Payroll is also
updated using the P-3 form, along with the copy of the resignation letter. Final pay and final leave are
calculated by HR/Payroll, and PMIS is updated with the Leave Pay out amt.

As Is Business Process

Process Step Process Description


1. Termination The employee informs HR or their manager that he/she is terminating.
request is sent to
HR
2. Employee HR issues an Employee Separation Package, which contains a Checklist of
Separation College-issued items that need to be returned. Otherwise, the terminating
Package employee will be charged for the items that are not returned, and will be deducted

Page 85 of 93
from their final paycheck.
3. Data entry of The HR analyst conducts an exit interview and enters the termination date into
termination in PMIS or any other alternate systems.
PMIS
4. Benefit The Benefits analyst terminates the employee’s benefits automatically in the BES
termination system.
5. Send The HR analyst informs Payroll of the change via a P-3 form, email, or copy of
termination the resignation letter.
request to
Payroll
6. Final hours The Payroll analyst enters the hours for the final pay period.
entered in
CIPPS
7. Remaining For 9-month faculty, the remainder of the contract is calculated and paid.
hours calculated
for Faculty
8. Final deductions The payroll contact calculates the final deductions, which will be doubled, if the
calculated termination occurs in the first pay period of the month.
9. Non-auto pay Once paid out, the payroll contact manually updates deductions to a non-auto
status for status.
deductions is set
10. Final leave is Final leave is calculated by HR/Payroll and PMIS is updated with the Leave Pay
calculated out amt.
11. Final leave The amount is communicated to payroll and the employee is paid their leave
amount is paid balance.
12. Extended The HR analyst sends the employee a custom Extended Coverage or COBRA
Coverage Letter letter.
is sent
13. Employee sends The employee sends the letter to either the Agency HR or DHRM.
the letter to HR
14. Extended If sent to the agency HR, the Benefits analyst enters the Extended Coverage in
Coverage is BES.
entered in BES
15. Extended The Extended Coverage information is sent to the provider and the provider direct
Coverage is sent bills the employee for the next month.
to provider

Process Flow Diagram


Not available.

Comments
A sample of the P-3 form and P-3A form are attached.

P3_Form - Report of Appointment or Change of Status.pdf


P3A_Form - Personal, Faculty and Miscellaneous Data.pdf

Termination of Quasi Full Time Classified Employees

Page 86 of 93
Process Overview

Terminations of Quasi Full Time Classified Employees are also similar to full time or part time classified
employees. PMIS and BES are updated with the termination action for their employment and their benefits.
Payroll is also updated using the P-3 form, along with the copy of the resignation letter. Final pay and final
leave are calculated by HR/Payroll, and PMIS is updated with the Leave Pay out amt.

As Is Business Process

Process Step Process Description


1. Termination The employee informs HR or their manager that he/she is terminating.
request is sent to
HR
2. Employee HR issues an Employee Separation Package, which contains a Checklist of
Separation College-issued items that need to be returned. Otherwise, the terminating
Package employee will be charged for the items that are not returned, and will be deducted
from their final paycheck.
3. Data entry of The HR analyst conducts an exit interview and enters the termination date into
termination in PMIS or any other alternate systems.
PMIS
4. Benefit The Benefits analyst terminates the employee’s benefits automatically in the BES
termination system.
5. Send The HR analyst informs Payroll of the change via a P-3 form, email, or copy of
termination the resignation letter.
request to
Payroll
6. Final hours The Payroll analyst enters the hours for the final pay period.
entered in
CIPPS
7. Remaining For 9-month faculty, the remainder of the contract is calculated and paid.
hours calculated
for Faculty
8. Final deductions The payroll contact calculates the final deductions, which will be doubled, if the
calculated termination occurs in the first pay period of the month.
9. Non-auto pay Once paid out, the payroll contact manually updates deductions to a non-auto
status for status.
deductions is set
10. Final leave is Final leave is calculated by HR/Payroll and PMIS is updated with the Leave Pay
calculated out amt.
11. Final leave The amount is communicated to payroll and the employee is paid their leave
amount is paid balance.
12. Extended The HR analyst sends the employee a custom Extended Coverage or COBRA
Coverage Letter letter.
is sent
13. Employee sends The employee sends the letter to either the Agency HR or DHRM.
the letter to HR
14. Extended If sent to the agency HR, the Benefits analyst enters the Extended Coverage in
Coverage is BES.
entered in BES
15. Extended The Extended Coverage information is sent to the provider and the provider direct

Page 87 of 93
Coverage is sent bills the employee for the next month.
to provider

Process Flow Diagram


Not available.

Comments
A sample of the P-3 form and P-3A form are attached.

P3_Form - Report of Appointment or Change of Status.pdf


P3A_Form - Personal, Faculty and Miscellaneous Data.pdf

Termination of Adjunct Faculty

Process Overview

Terminations for Adjunct Faculty are also similar to classified and 12-month faculty. If the college has an
alternate tracking system for Adjuncts, they will be updated and removed from this system. If they are in
PMIS, their records are updated with the termination action for their employment information, but terminations
are not performed in BES. HR then informs Payroll and after the last payment, they are changed to a
‘terminated’ status in CIPPS.

As Is Business Process

Process Step Process Description


1. Termination Employee will inform their manager that they are terminating. The Manager will
request is sent to notify HR regarding the termination information.
HR
2. Employee An Employee Separation Package will be generated by HR, which contains a list
Separation of College-issued items. The Manager is responsible for collecting these items
Package from the terminating Faculty; otherwise the cost of the items will be deducted
from the final paycheck.
3. College’s side Alternate tracking system for adjuncts are updated with the termination
system is information, with removal of adjunct from the system.
updated
4. Send The HR analyst sends a form to payroll.
termination
request to
Payroll
5. Final hours The Payroll analyst enters the hours for the final pay period.
entered in
CIPPS
6. Remaining The Payroll analyst will determine how much the adjunct is due based on the
hours calculated varying pay schedule.
for Adjunct
7. Termination Once paid, they are changed to a ‘terminated’ status in CIPPS.
Status in CIPPS

Process Flow Diagram


Not available.

Page 88 of 93
Comments
None

Termination of P14/Wage Employees

Process Overview

Terminations for P14/Wage employees, including Grant-funded employees, are sent via memos to HR by the
Supervisors. If the college has an alternate tracking system for wage employees, they will be updated and
removed from this system. If they are in PMIS, their records are updated with the termination action for their
employment information, but terminations are not performed in BES. HR then informs Payroll via email or
note included in the wage employee’s final timesheet.

As Is Business Process

Process Step Process Description


1. Termination Employee’s supervisor informs HR of the termination.
request is sent to
HR
2. Employee An Employee Separation Package will be generated by HR, which contains a list
Separation of College-issued items. The Manager is responsible for collecting these items
Package from the terminating P14/wage employee; otherwise the cost of the items will be
deducted from the final paycheck.
3. College’s side Alternate tracking system for P14/wage employees are updated with the
system is termination information, with removal of P14/wage employees from the system.
updated
4. Send The HR analyst sends a note of the termination, together with the final timesheet,
termination to Payroll.
request to
Payroll
5. Final hours The Payroll analyst enters the hours for the final pay period.
entered in
CIPPS
6. Termination Once paid, they are changed to a ‘terminated’ status in CIPPS.
Status in CIPPS

Process Flow Diagram


Not available.

Comments
None

Termination of Student Workers – Federal and non-Federal Work Studies

Process Overview

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Federal Work Studies (FWS) and Work Studies (WS) can submit their resignations in the middle of the term.
If a supervisor is made aware of a resignation, the supervisor is required to submit a separation form to the
College Financial Aid Office (CFAO).

Involuntary terminations for WS and FWS can happen in the middle of the term, especially when issues take
place with the WS or FWS. If this happens, the supervisor should address the problem with the employee,
clearly state his/her expectations for improved job performance, and work with the student toward
improvement. Some offenses warrant immediate termination. If that is the case, or if improvement is not
shown after initial requests for changed behavior are made, a supervisor may terminate a student worker at any
time for unsatisfactory job performance and/or insubordination. Reasons can include but are not limited to:

• Repeated failure to arrive at work on time


• Failure to complete assigned tasks
• Disruption of the department
• Dissemination of confidential information
• Inappropriate behavior

As Is Business Process

Process Step Process Description


1. Termination Employee’s supervisor informs HR of the termination, and ensures that the last
request is sent to day worked is accurate.
HR
2. Employee An Employee Separation Package will be generated by HR, which contains a list
Separation of College-issued items. The Manager is responsible for collecting these items
Package from the terminating work study; otherwise the cost of the items will be deducted
from the final paycheck.
3. College’s side Alternate tracking system is updated with the termination information, with
system is removal of WS employees from the system.
updated
4. CFAO Upon termination, the supervisor must contact the CFAO Federal Work-Study
Coordinator Coordinator immediately.
notified
5. Student Once notified of the separation, the Coordinator will determine if the student is
eligibility to eligible to work in another department.
work for another
department
6. Discontinue net The supervisor must also submit a 105-45 to terminate the student’s network
work account account and must inform the Coordinator of that action.
7. Send The HR analyst sends a note of the termination, together with the final timesheet
termination and the last day worked, to Payroll.
request to
Payroll
8. Letter of If the FWS or WS resigned, the letter of resignation is submitted to Payroll.
resignation
9. Final hours The Payroll analyst enters the hours for the final pay period.
entered in
CIPPS
10. Termination Once paid, they are changed to a ‘terminated’ status in CIPPS.
Status in CIPPS

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Process Flow Diagram
Not available.

Comments
None

Retirement of Full Time Classified or Salaried Employees

Process Overview

Retirements are sent to HR by the employees who indicate that they will be retiring on a certain date.
Employee applies for retirement through the BES system. HR places the employee in a retiree status and
enrolls them in the Retiree ORP Benefits Group with elections. HR then informs payroll of the retiree and the
payroll pays out the retiree. Payroll changes their status to “terminated”. Any qualifying events or open
enrollment in the future are maintained by the Agency HR.

As Is Business Process

Process Step Process Description


1. Retirement Employee sends retirement request, with the specific retirement date.
request is sent to
HR
2. Employee Employee applies with Fidelity or TIAA-CREF through the BES system.
applies for
retirement with
third party
vendor
3. The Benefits The HR analyst places the employee in a retiree status and enrolls them in the
analyst enrolls Retiree ORP Benefits Group with elections.
the employee
into Retirement
program
4. Retirement is The HR analyst informs payroll of the retiree and the payroll pays out the retiree.
provided to
Payroll
5. Termination Payroll changes their status to “terminated”.
Status in CIPPS
6. Open enrollment Any qualifying events or open enrollment in the future are maintained by the
through HR Agency HR.

Process Flow Diagram


Not available.

Comments
None

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