HRMS Forms & Manuals

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HRMS Access

• Complete an HRMS Access Request Form. The form is a Word document. For legibility reasons, we recommend the form be completed in Word, then printed and signed.
• Send the completed HRMS Access Request Form to Human Resources, attn Kathy Hansen.
• Once your application is processed, you will need to configure the portal to make the HRMS application available. Please refer to Chapter 1 in the HRMS Navigation and Inquiry Guide for instructions on how to do this. The guide is in pdf format and requires Adobe Reader version 6 or higher to view.

eRecruit Access

• Complete an eRecruit Access Request Form. The form is a Word document. For legibility reasons, we recommend the form be completed in Word, then printed and signed.
• Send the completed HRMS Access Request Form to Human Resources, attn Kathy Hansen.

HRMS Manuals

The following documents are available for HRMS users:

HRMS Navigation and Inquiry Guide – This document provides instruction on how to use your HRMS inquiry and reporting access.

• Set up your access via CWL and the MyUBC Portal
• Sign on
• Navigate through the system
• Find information on your employees
• See information on jobs/appointments either by individual event or in summary
• See payroll information
• Learn about HR set-up tables
• Run reports and extract data

eRecruit manual - This document provides instruction on how to use the HRMS recruitment module, eRecruit.

• Role-based See documentation for a specific role: Recruiter, Approver, etc.
• Page help See documentation of specific pages – organized by module.
• FAQs See FAQs for a specific role.
• Quick Reference Guide for staff recruiting.

Position Management User Guide - This document provides instruction on how to use UBC’s new Position Management module coming this fall.

• Create and modify existing positions
• Create and modify budget information for new and existing positions
• Copy existing positions
• Understand how positions affect your departmental salary budget
• Position Management Quick Reference Guide (PDF)
• Position Management Processing Scenario Guide (PDF): Provides instruction on how to deal with unusual position scenarios such as Leave Replacements and Temporary Promotions

HRMS: Updating Your Employees’ Addresses, Phones and Emails – This document provides instruction on how to use your HRMS “update” access, and shows you how to update your employees’ contact information.

• Update home addresses for employees
• Update phone numbers for employees
• Update email addresses for employees

Self-Service Overview- This document describes the features of Faculty and Staff Self-Service, including how to update your own personal information.

• View and update personal information (emergency contacts, addresses, phones, emails, etc.)
• View current and past pay cheques and advices
• View benefits enrolment information

Management Systems Portal Sign-on Guide – This document describes sign-on procedures for users that access MSP for both administrative and self-service purposes.

• Accessing MSP and self-service with a single CWL ID
• Accessing MSP and self-service with a second CWL ID

Self-Service Sign-on Guide- This document describes sign-on procedures for users that access MSP for self-service purposes only.

• Accessing self-service with a single CWL ID
• Accessing self-service with a second CWL ID