JEMS Hire - Completing TREMS Recruitment
This knowledge base document provides instructions on how to hire open recruitment appointments (new appointments to UW System) into JEMS Hire. These transactions require a PVL/Waiver. It is recommended to review KB 38920 prior to reviewing this document.
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Procedure At–a–Glance
Category: Faculty (FA), Academic Staff (AS), Limited Appointees (LI)Audience: Department and Division staff who enter appointments.
Overarching Process: Hiring FA, AS, and LI appointments that are done using the Talent Recruitment and Employee Engagement Systems (TREMS).
Navigation:
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids/KBs (below)
General Description:
This knowledge base document provides instructions on how to complete the JEMS HIRE transactions for appointments that are done using the Talent Recruitment and Engagement Management System (TREMS).
Procedure Steps
Main Menu Screen
From this screen the following functions are available
- Click the My New Hire Basket button to see the Hire/Transfer employee records requiring review or completing hire transactions that require open recruitment.
- Exit out of the System
JEMS Search
When completing a hiring transaction, make sure you have the JEMS PVL or TREMS number. This number allows for information to pull from JEMS PVL and TREMS and decreases the amount of information that will need to be entered.
| Step | Instructions |
|---|---|
| 1 | Click the My New Hire Basket Button. |
| 2 | Click on the Advanced Search tab. The first time logging into JEMS HIRE the search tool has a default. Users can modify their default search results by accessing the Change My Search Profile button on the Quick Search tab. |
| 3 | Enter the PVL number. If necessary, change the status date range. |
| 4 | Click the search button. |
| 5 | The results should show the selected applicant(s) that were offered the appointment in TREMS. Select the person you are hiring by clicking on the person's name. |
| 6 | Click the Modify button to complete the hiring transaction. |
Person Information Tab
Once you have clicked on Modify, the Person Information tab will appear. All of the fields with an asterisk are required. The majority of the fields will automatically populate (this information pulls from the original PVL and TREMS transactions).
| Field | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Empl ID | The Empl ID will automatically populate if there is a person found (HRS, EPM, IADS). A review of the UW Multiple Jobs Summary in HRS is necessary to select the correct hiring action. |
| Person Effective Date* | This date must be before or equal to the hire date of the first job |
| Waived Person | Not Applicable for JEMS Hire with a PVL - New to System |
| Name, First, Middle, Last & Suffix* | Enter the legal name of hire |
| Date of Birth* | Enter the date of birth in mm/dd/yyyy format |
| Gender* | Select the gender option |
| Ethnic Group | Select the ethnic group (optional) |
| National ID/Social Security Number (SSN) | Enter the social security number. Leave blank if you do not have the SSN#; this will add the record to the WED dashboard in HRS. For more information regarding this, see HRS KB 16907 or KB 33384 |
| Foreign National | If the person is a foreign national, review their visa page in HRS (KB 16745). If the visa type is not entered in HRS, check the “Foreign National” box during JEMS hire. This will populate the HRS visa page and prompt the creation of a Glacier account. Foreign nationals on UW payroll must have a Glacier account and enter their immigration information. A higher tax rate will be applied if the relevant information is not added to HRS, and the Glacier account completed by the employee. If the HRS visa page is already populated with a visa type, leave the “Foreign National” box unchecked. |
| Foreign National Working Outside of United States (US) | Click this box ONLY if all four conditions are met: 1) Certain the individual will not pass the IRS Substantial Presence Test in the calendar years involved, 2) Individuals will remain outside the U.S. throughout the time the checkbox is selected in HRS, 3) Individual has provided a Foreign Source Income Statement to hiring department and UW Glacier account administrator, and 4) Individual has provided an updated UW W-4 indicating their work location outside the U.S. |
Person Contact Information Tab
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Release Home Information | Defaults to NO (unless the employee specifically requests otherwise) |
| Home & Office Addresses | Click the Edit/View Address Detail button to add/edit the home/office address |
| Phone Information | Enter the person home/office phone number if available (check one if preferred) |
| Home email address | Enter the Home email address (NOT the office) of the employee if available |
Edit/View Address Detail Button (on the Person Contact tab)
When the Edit/View Address Detail button is clicked, the Add/Modify Address screen will automatically appear. Add both Home and Office address and click the Save/Close button.
Position Information Tab
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Position Effective Date* | Start date of the job |
| Position Number | If there is a PVL, this field will automatically populate with the PVL released date If there is a waiver, this field will automatically populate with the PVL Waiver approved date |
| Department * | Appointing Department (UDDS). Must be a valid UDDS If there is PVL or Wavier, it must match one of the UDDS on the PVL |
| Empl Class* | The employment type will automatically pull in from the PVL and TREMS transaction. See HRS KB 15813 for more information regarding Empl Class. |
| Job Code* | Title Code (Select from drop-down list, if unsure which one to choose, check the PVL) |
| FTE* | Enter the appropriate FTE value if the PVL has a range. Otherwise, it will be automatically populated from the PVL |
| HR Dept Location* | The building location of the appointing department HR office. This is where the paper yellow leave statements are sent |
| Back-Up for Limited Appointee | Not applicable |
| FLSA Status | Select exempt or non-exempt |
| Continuity* | 01 = Ongoing 03 = Fixed Renewable 02A = Fixed Term for less than one semester - 6 months 02B = Fixed Term for a period greater than or equal to 1 semester or 6 months but less than one academic year or 12 months 02C = Fixed Term for a period greater or equal to one academic year or 12 months 05A = Acting/Interim for less than one semester - 6 month 05B = Acting/Interim for a period equal to or greater than 1 semester but less than one academic year or 12 months 05C = Acting/Interim for greater than one academic year or 12 month |
| Job Security | This field is used only for Fixed Term Renewable Academic Staff appointment with job security Leave BLANK if no Job security. To grant Job security the Continuity Status has to be 03 = Fixed Renewable. Then select one of the two:
|
| Guaranteed Length | This field is used only for Fixed Term Renewable Academic Staff appointment with Job Security If Job Security is selected, then choose the Guaranteed Length. Guaranteed Length must reflect the length of the Rolling Horizon or the Multiple years. |
Job Data Tab
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Hire Type* | Hire = The person does not have an active appointment, or this job will be a concurrent position |
| Empl Rcd# | Leave Blank- The Empl Record will be automatically generated when the appointment is successfully 'pushed' into HRS. The Empl Record number is required when hire type is transfer. |
| Action | Defaults to "HIRE". No entry is needed. |
| Action Reason | Defaults to "Original/New Hire". No entry is needed. |
| Effective Date* | Start Date of the Job |
| Working Title | Enter the working title of the position (if applicable) |
| Expected Job End Date | For Fixed-Term terminal and Acting/Interim positions an EJED is required |
| Criminal Background Check (CBC Date) | Enter the date the Criminal Background Check is completed. Refer to the OHR HR policies for information regarding the Criminal Background Check. |
| Position of Trust | Enter Value that is appropriate for the position. Refer to the OHR HR policies for information regarding the Criminal Background Check. |
| Probation Type | Enter Probation type, if applicable.
|
| Probation End Date | Probationary End Date |
| Seasonal Status | Blank or from 5 months to 11 months |
| Additional Pay / Lump Sum | If this appointment is paid on a Lump Sum basis, enter the lump sum amount. If a lump sum is entered, the pay basis should reflect this. |
| Pay Basis* | The Pay Basis will automatically transfer from the PVL to this screen. To learn more about Pay Basis, refer to HRS KB 29426 or Pay Group Descriptions KB 29890 |
| Comp Rate* | Enter the salary amount. The amount has to be within the range entered in the PVL. |
Benefits Tab
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Rehired Annuitant |
Former state or local WRS participants that receive a WRS annuity are exempt from receiving UW benefits regardless if their position qualifies
|
| Visiting from Other Institution |
Not applicable. This field is required only for Academic Staff with Visiting title |
| Work Out of State Required |
Yes = The employee is eligible for the standard out-of-state rate because the job REQUIRES living out of state.
No = The employee is NOT eligible for the standard out-of-state rate because the job DOES NOT require living out of state.
|
| Eligible for Full Employer Contribution |
This field will drive the full or part-time health insurance rate
Full-time = The employee will receive the 50% or greater (full) employer contribution towards health insurance.
Part-time = The employee will receive the less than 50% employer contribution towards health insurance.
|
HR Contact Tab
The HR Contact Tab stores information about one or more individuals who may be contacted about the appointment. You can have multiple additional contacts listed. Paid appointments require primary and funding contact(s). Zero dollar appointments only require a primary contact.
To add a contact, click the Add Contact button to open up the entry fields in the bottom portion of the screen.
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Contact |
Primary Contact: The primary person to be contacted regarding the appointment is required.
Funding Contact:The person who enters the funding information to be contacted when the appointment is successfully entered in HRS.
Additional Contact:Name of a secondary contact (optional)
|
| Last and First Name* | Enter in the contact's first and last name |
| Phone Number* | Enter in the phone# for the contact, e,g., 608-263-2511 |
| Email Address* | Enter in the contact email address (email is required for the primary contact) |
Comments Tab
This tab is for comments associated with the individual position. These comments are created by staff that are authorized for hire. Only users with the proper Department authorization are able to access this tab. Those who have access to the tab can view all comments. Also listed on this tab are reports from the HRS Processing log. Comments are listed in descending order.
| FUNCTION | DESCRIPTION / INSTRUCTION |
|---|---|
| To Add Comment | Click the Add Comment button |
| To Edit/View | Click the comment to update and click the Edit/View button |
| To Delete Comment | Click the comment to delete and click the Delete Comment button (can only delete comments you created) |
Status History Tab
The data on this tab is not modifiable. It displays the history of statuses that a particular hire has had. Anyone with update or view access can view the status history of the appointment. The statuses are displayed in descending order.
Possible Statuses:
- Draft
- Entered
- Department Approved
- Division Approved – Sent to HRS
- Finished – Entered In HRS
Related Policies
- UW Madison HR polices
- Criminal Background Checks HR Policy
- University Staff Probation Policy
- Academic Staff Probation Policy
- Academic Staff Job Security
Related Job Aids
- Talent Acquisition Toolkits
- How to Determine the Effective Date for a Hire
- Recruitment Waiver Reasons
Related HRS Knowledge Base Documents
- HR -View UW Multiple Jobs Summary for an Employee (KB 29424)
- HR - FTE to Standard Hours Conversion Table (KB 18202)
- PY - Pay Basis Descriptions (KB 29426)
- HR - Empl Class Overview (KB 15813)
- HR - Add Visa Data (KB 16745)
- HR Continuity Status Overview (KB 16903)