HR - Add a Person - Job Aid
This document explains the fields within the Add a Person link of HRS.
Biographical Details tab
Required Fields Comments Effective Date (top one on the page in the Name section) It should be the current date or the start date of the job, whichever is earlier. This is the date this person is added into HRS. It does not have to match the hire date, which may be later. You cannot use a date in the future when you add a person; you CAN use a future date for the hire date however. Display Name (Add Name or View Name link) Enter names in ALL CAPITAL LETTERS. Although HRS will allow you to use mixed case letters for entering names and other information, for consistency, ALWAYS use capital letters for names.
- Enter the middle name or initial if you have it
- Prefix (Dr., Ms.) and Suffix are optional (Jr.)
- Click Refresh Name when you are done
Date of Birth Benefits will use the Date of Birth to determine rates for various insurance programs. Be sure to complete this field! If you do not know, it can be entered later but it must be added. Gender Gender is a required field; if you don't know, Unknown is acceptable. National ID Social Security Number (SSN) is the default for National ID Type (NID). There are several other options you may choose if needed, and then enter the number in the National ID field. The Primary ID box should also be checked.
Note: If you don't have the NID/SSN when you initially add a person, just leave the field blank. If you don't enter a SSN, when it saves the record it will default XXX-XX-XXXX into this field and can be updated later. The best practice is to enter this whenever you do have it.
Other Fields Comments Format Type Defaults to English Birth Country Not required/used Birth State Not required/not used Birth Location Not required/used Waive Data Protection This is not being used; there's another field to Release Home Information. Effective Date (lower one in Biographical History section) Not required for initial hire. *Highest Education Level Sometimes required fields - with the asterisk - may have default values that don't require a change, for example, this field may be left with the default data. UWSA is NOT using this field for tracking degrees; that occurs in a different area of HRS (used primarily for faculty). Marital Status Enter Marital Status if you know it. The Benefits module also has marital status fields; data flows both ways. Language Code Not required/used Alternate ID Not required/used Foreign Nationals Comments Notes about NID type for Foreign Nationals Employees who are international students receiving a stipend are not eligible for a SSN, so they must use an ITIN. If an employee who meets this definition currently has an ITIN, then let National ID Type default to SSN and save the record. The National ID number will default to XXX-XX-XXXX. Next, add a new row and enter National ID Type of "Individual Tax ID Number" and associated number. Check the "Primary ID" box associated with "Individual Tax ID Number."
If the employee currently does not have either a SSN or ITIN (e.g., foreign national without prior USA work experience), then let National ID Type default to SSN and save the record. The National ID number will default to XXX-XX-XXXX. Next, add a new row and enter National ID Type of "UW Reporting ID" and a National ID number that is equal to 0 + EmplD. Check the Primary ID box associated with UW Reporting ID.
For a foreign national working outside of the USA, leave the National ID Type blank and let it default to XXX-XX-XXXX. No additional information is needed.
Address Details If you are entering data for a foreign national who has not yet arrived in the USA to begin work, you would need to change the country. A foreign national working outside of the USA (and a foreign-national employee who has not yet arrived in the USA to begin work) will have a foreign address as a home/tax address. For a foreign address, select the country and click Add Address. The entry screen will be formatted to the country's address fields. Also note that if you are entering an address for outside the United States, check the Override Address Verification box. Email Address For a foreign-national employee, an e-mail address (Business Other) must be entered as soon as possible so that Glacier third-party software can contact them to determine substantial presence and evaluate applicable tax treaties.
Contact Information tab
Required Fields Comments Current Addresses:
Add Address Detail
Click the Add Address Detail link.
The country defaults to USA but you can change that if needed. In the Current Addresses section, click Add Address Detail and enter home/tax address. Add an additional row and enter other applicable addresses (e.g., business address). If you have more than one address, you must choose a Preferred address.
Note: There is an address "cleansing" program that runs behind the scenes. It automatically validates and standardizes data that is entered here. When it recognizes a street address, it will automatically enter the County and the Postal Code. You will see a warning if street numbers are not correct for the location, and valid street numbers will be suggested. (You can save the address even if you receive a warning. Do not click Override Address Verification)
Enter the Business Address, including the location (work location). This is the Alpha character plus the building code, for example, H0095 Phone Information Enter a phone type and a number into the Telephone field. Click the Add a new row button to add another phone number. If you enter more than one number, you must choose a Preferred number. Only phone types of "Business" and "Business Other should be marked Preferred. Email Address
Enter an email address into the Email Address field. Click the Add a new row button to add another email address. If you enter more than one email address, you must choose which one is the Preferred address.
Do NOT enter a Business email address; if you do, it will be overwritten by the system during processing when the business email is auto-populated. Leave this blank.
The Regional tab may not be visible by all users; it is based on security and your role. In the Regional tab, enter the second section of the Veterans Survey from page 4 (from the W4 packet on the UWSS Service Operations website) of the Employee Self–Identification Form.
Note: If you're updating an employee's existing record, you will need to add a new effective dated row in the History section.
Required Fields Comments Ethnic Group Choose from the list of Ethnic Groups (click the look up to see the list of options.)
- You can enter one or more than one ethnic group.
- Click the Add a new row button and choose another ethnic group.
- Click the View All link to see both row
Do NOT choose a Primary ethnicity - leave the checkboxes blank.
This field is important for regulatory reporting. New employees will be asked to self-identify on a form they complete when they are hired.
Other Fields Comments Eligible to Work Should be checked by default. Citizenship (Proof 1) and Citizenship (Proof 2) These fields will be populated by the Glacier interface during the hiring of a foreign national, however data may be entered directly into these fields. Military Status Choose the appropriate value in the drop-down list. Military Discharge Date To enter or edit the Military Discharge date, click the Edit Discharge Date link (see screenshot above). A new tab will open when adding or updating the date.
UW Personal tab
The State of Wisconsin Additional Fields (Disabled and Veterans) may not be visible for all users; this is based on security and your role.
Required Fields (depends on the hire) Comments Adj Cont Svc Dt Adj Cont Svc Dt is the Adjusted Continuous Service Date field and is used for WRS eligible employees. In some instances, an employee may have had a break in service. There is an online seniority calculator from OSER that determines the Adjusted Continuous Service Date. This is seniority date minus breaks in service, as defined by the UW and State of Wisconsin policies. This date was converted from IADS for people who already had this in their employee record. It can be manually entered when needed. Release Home Information The default is No. Check this box if the person you are adding has elected to release their home info (e.g. for the directory). (Do not use the field called "Waive Data Protection" located on the previous tab.) Effective Date Enter the effective date, which is either the current date or the start date of the job, whichever is earlier. Foreign Nat Working Outside US/ or Working Inside US If you are hiring a foreign national, you can check the Foreign Nat Working Outside US/Inside US box as needed. Selective Service Recording Selective Service in HRS is optional.
Organizational Relationships tab
Required Fields (depends on the hire) Comments Choose Employee or Person of Interest. The employee's personal data has been completed. On this tab you choose if the person is an Employee or a Person of Interest.
Do NOT use Contingent Worker; we are not using this.
Person of Interest If you create a Person of Interest (POI), when you check the box another field appears, listing the various POIs.
These records are for non-employees and may include consultants, emeritus faculty, non-UW time approvers for time and labor, or other individuals requiring an affiliation with a UW institution, other than employer-employee.
For a POI you would most likely enter minimal information in these Person Data tabs, as it is not required and complete information may not be available.
Additionally, all employees who terminated within five years prior to the HRS implementation date are included in the HRS system as POIs.
Add the Relationship Click this button to Add the Relationship. This saves the person's data and the system automatically navigates to the pages where job data is entered. You may see some warnings or have error to correct.
Continue with hiring the person or Save this person's record and Add an Employment Instance via Job Data at a later time.
Note: A Person ID will be assigned to the Person once you have clicked the Add the Relationship button or Saved. Once you hire the Person into a Position or Job, the Person ID becomes their EmplID.