HR activities that used to be dispersed across many systems will now be hosted in Oracle. Some of these activities include:

• Compensation information
• Payroll processing
• Viewing paystubs
• Benefits administration (February 2023)
• Absence management (requesting PTO balance and accruals)
• Hiring manager recruiting activities
• Performance manager process (January 2023)
• Learning & development (LMS)

For more detail on these changes, please review the My UVACH HR crosswalk.

There will be some key differences in HR for processes with the new HR systems. These include:

• PTO Process
  Team members will now complete PTO cash outs and PTO donations electronically in the portal through the Employee Self Service portal.
• Oracle Directory
  Oracle offers a comprehensive directory where you can view your personal organization work chart as well as a system directory.
• Payslips
  Payslips are now being generated in Oracle for calendar year 2023. Team members can view their payslips after 1/6/2023 in the Oracle ESS portal.
• New Hire Recruitment
  Recruitment activities are being completed through a new process in the Oracle portal for hiring managers and recruiters.
• Career and Performance
  Effective January 2023, a new performance review process that includes focal point and goal-based reviews will be conducted in Oracle.
• Benefits
  Effective February 2023, Oracle benefits will be available for new hires to view their benefits for 2023 and qualifying life events.

To access Oracle at your UVA Health workstation, please use the following steps:

Step 1: Find the Oracle HR icon the UVA Community Health Intranet homepage.
Step 2: To log into Oracle, please click on the “Company Single Sign-On" option rather than using the User ID and Password fields that appear below it.

To access Oracle remotely with VPN, please use the following steps:

If you are a remote team member, you should have VPN access that will allow you to log into Oracle using the same method as team members using a workstation. Navigate to the UVA Community Health Intranet homepage and click on the yellow Oracle HR / Payroll icon.

To access Oracle remotely without  VPN, please use the following steps:

If you are trying to access the Oracle portal from home or a mobile device and do not have VPN access, please go to the Payroll Department page on the UVA Community Health Intranet. You will find a link under Resources titled “Access 2023 paystubs remotely without VPN: UVA Health Apps portal.” Click on this link and log into the Citrix portal using your UVA Health computing ID and network password. You will be prompted to use Duo Two Factor Authentication. Once in the Citrix portal, locate the “UVA Health Enterprise Apps” folder. Within the folder, there will be a button for Oracle Human Resources. Please use “Company Single Sign-On” to log in to Oracle. Click here for a video on accessing Oracle remotely without VPN.

Please note that using the UVA Health Apps portal requires having the Citrix workspace installed on your computer. Please click here to install the Citrix Workspace on your computer. If you need assistance installing the Citrix workspace, please reach out to the HIT Help Desk at (434) 924-5334.

If the single sign-on option does not work, please contact the HIT Help Desk for login assistance.

Please refer to the below training materials to familiarize yourself with the Oracle Self Service Portal:

• Oracle Team Member Self-Service (ESS) Manual
• Oracle Employee Self Service (ESS) Portal Demo video
• Oracle Manager Self Service (MSS) Training Manual

All team members should complete the following activities:
After December 18, 2022: 

• Confirm direct deposit set up in Oracle Pay module
• Confirm team member demographic information is correct in Oracle Personal Information module
• Enter in secondary email and emergency contact information in Oracle Personal Information module

After January 6, 2023: 

• Review first Oracle payslip to ensure accuracy in Oracle Pay module
• Review 2022 end of year documents out of Doculivery
• Review your W-4 and validate that your exemptions and preferences are accurate and up to date in Oracle Pay module

Please refer to the below contacts for support per subject area. For additional HR contact information, please visit the HR Contact Information page on the UVA Community Health Intranet.

• Payroll: Payroll@culpeperhospital.com
  Payroll Call Center: (540) 829-8895
• Benefits: MyUVACHHR@uvahealth.org
• General HR: MyUVACHHR@uvahealth.org
• Learning Management: UVACHLearning@uvahealth.org
• Performance Management: UVACHPerformance@uvahealth.org
• Employee Health: UVACHEOH@uvahealth.org
• HIT Help Desk: Submit a ticket on the UVA Health IT Website or contact Helpdesk@hscmail.mcc.virginia.edu or (434) 924-5334
• AMP Process: mccsecurity@hscmail.mcc.virginia.edu
• Contingent Workers: UVACHHRCW@uvahealth.org

Paychecks began processing in Oracle on January 6, 2023. If you have any questions regarding your pay for the pay period of January 6, please utilize the Payroll Call Center. The Payroll Call Center is available through Jan. 13 from 8am – 5pm EST and can be reached at (540) 829-8895 or Payroll@culpeperhospital.com.

Kronos is a time and attendance system similar to API. Starting December 18, 2022, API timeclocks across all UVA Community Health facilities and web applications were transitioned to Kronos Timeclocks. This means team members discontinued their use of API clocks and began using UVA Health Badges to clock into Kronos timeclocks.

To access Kronos on the UVACH Intranet, please use the following steps:

Step 1: Find the Kronos icon the UVA Community Health Intranet homepage.
Step 2: Log in using your UVA Health credentials (e.g., abc123) on a computer or use your UVA Health badge at a timeclock.

If you are experiencing difficulty logging in, you may need to reset your password using these instructions or contact the HIT Help Desk at 434-924-5334.

Because all UVACH facilities will operate through one shared time and attendance system, Kronos, we have aligned department codes across UVACH.

The Kronos timeclocks will automatically log you in to your home department when clocking in and out. Team members should familiarize themselves with the Department Codes Crosswalk to ensure they know the correct department codes to use.

Please refer to the below training materials to familiarize yourself with Kronos:

• Time Entry
  • Timeclock Job Aid
  • Desktop App Job Aid
  • Demo Video
• View Schedule and PTO
  • Schedule Job Aid
• Self-Scheduling
  • Job Aid
  • Demo Video
• Timekeeping & Approving (Managers and Timekeepers only)
  • Time & Attendance Guide
  • Time & Attendance Training Video
  • Accessing Team Members in Kronos
  • Scheduling Work Rule Transfers in Kronos
• Advanced Scheduling (Schedulers only)
  • Advanced Scheduling Guide
  • Advanced Scheduling Training Video

For questions about Kronos, please submit a ticket with the HIT Help Desk, call (434) 924-5334, or email Helpdesk@hscmail.mcc.virginia.edu.