HR - Add Employment Instance (Non-Madison)


Employees can hold multiple jobs within the UW system. This document describes how to add a Concurrent Job by creating an Employment Instance.


  • If the employee has a terminated Empl Rcd, rehire the employee using the lowest inactive Employee Record for the concurrent job. See HR - Rehiring an Employee.
  • The HR Indicator must be reflected accurately on each job. See HR - Updating HR Primary Indicator .
  • Consult with a Benefits Administrator to determine if the additional job has an impact on Benefits Eligibility.
  • If the Health Rate changes because of the additional job (due to accumulated FTE), the value must also be reflected on all jobs.


Navigation Path:

Workforce Administration>Personal Information> Organizational Relationship> New Employment Instance

  1. Enter Empl ID.

  2. Press the Tab key; note the Empl Rcd Nbr advances to the next available number.

  3. Click the  Add Relationship button.

  4. 92AddemploymentInstance.png

  5. If this job is not using a position, follow HR - Hire Employee into a Job without a Position (Non-Madison) to complete the hire.  Otherwise, continue with the steps below.

  6. On the Work Location tab, enter the start date of the job in the Effective Date field.

  7. Click the Calculate Status and Dates button if it appears.

  8. The Action defaults to Hire. Select the appropriate Reason code.

  9. If necessary, select the Job Indicator (Primary or Secondary). See HR - Updating HR Primary Indicator.

  10. Enter the Position Number.
  11. Note: When you tab out of the Position Number field, the attributes associated to the position will automatically populate.

  12. Enter an Expected Job End Date (EJED) if applicable (required on continuities 02A, 02B, 02C, 05A, 05B). 

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  14. Click the Job Information tab.

  15. Verify that the Job Code, Full/Part, Empl Class, Pay Basis, and Standard Hours/FTE fields have auto-populated.

  16. If necessary, select the value for the Seasonal field. See HR - Maintain Workforce - Seasonal Employees.

  17. If necessary, select the value for the Officer Code field. See HR - Officer Code Listing - Job Aid.

  18. If necessary, click the Next Contract Number button.

  19. Click the Job Labor tab. Values on this tab will default from either the Position number or the values entered on Work Location and Job Information tabs.

  20. Click the Payroll tab. Values on this tab will default from Position or the values entered on the Work Location and Job Information tabs.

  21. Click the Salary Plan Tab. Values will default from Position or the values entered on the Work Location and Job Information tabs.

  22. Click the Compensation tab.

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  24. Click the Default Pay Components button.

  25. Verify the correct Rate Code populated based upon the employee's Pay Basis. See HR - Comp Rate Frequency Overview.

  26. Enter the Comp Rate amount.

  27. Verify that the bottom Frequency populated correctly. See HR - Comp Rate Frequency Overview.

  28. Verify or edit the top Frequency. The top Frequency will populate correctly for employees with a Rate Code of NAHRLY; however, all employees with a Rate Code of NAANNL will need to be changed to either 9M or M based upon the employee's pay basis. See HR - Comp Rate Frequency Overview.

  29. Click the Calculate Compensation button.

  30. Verify the Compensation Rate in the top Compensation section is accurate.

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  32. Click the UW Custom tab.

  33. Review the Continuity field.

  34. Select a Probation Type.

  35. If required, enter Probation End Date.

  36. If appropriate, click a checkbox in the Rate Exceptions fields.

  37. Enter the Working Title if needed.

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  39. Click the UW Benefits tab.

  40. Leave the Previous WRS State Service and Previous WRS Local Service fields blank.

  41. If known, select the value for the WRS Before July 1, 2011 field. If unknown, leave as the default value of No.

  42. Enter the correct value for the Rehired Annuitant Field if known. If unknown, leave as the default value of No.

  43. Leave the Visiting from Other Institution field blank.

  44. If the employee is required to work out of state for their job, select Yes from the drop-down for the Work Out of State Required field.

  45. If the employee is expected to work less than 20 hours per week, select Less than Half Time Rate in the Health Rate field.

  46. Click on the Employment Data Link at the bottom of this page.

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  48. If applicable, enter the Criminal Background Check date.

  49. If this is a Faculty hire that is eligible for tenure:
    1. Click the flag icon.
    2. Click the Accrue Tenure Services checkbox.

  50. 92accruetenureservices2.png

  51. Click OK to save the new Job Record.


Related KBs:

Related Links:

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Keywords:Employment Instance Concurrent Job Concurrent Position POI Hire Person of Interest Multiple Jobs   Doc ID:17121
Owner:Tami E.Group:Human Resource System (HRS)
Created:2011-02-28 19:00 CDTUpdated:2020-02-03 14:00 CDT
Sites:Human Resource System (HRS)
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