UWMSN - JEMS HIRE - Appointment without PVL/Waiver
This knowledge base document provides instructions on how to complete hiring transactions in JEMS HIRE for appointments that do not require open recruitment or waivers (e.g., SA, ET, OT).
Procedure At–a–Glance
Category: Student Assistants (SA), Post Degree Training (ET), Other (OT) AppointmentsAudience: Department and Division staff who enter appointments.
Overarching Process: Hiring into SA, ET, OT appointments
Navigation: Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)
General Description:
This knowledgebase document provides instructions on how to complete hiring transactions in JEMS HIRE for appointments that do not require open recruitment or waivers (e.g., SA, ET, OT).
(Excludes Zero Dollar and Back-up Appointments and Lump Sum Payments)
Procedure Steps
Main Menu
Step
Instructions
1
Access the JEMS Hire main menu
2
Click on the Hire/Transfer tab
Find/Add Hire Tab
| Step | Instructions |
| 1 | Use the Search function to verify if the person being hired already has and HRS record using the Empl ID, employee's name, or SSN# |
| 2 | Click search (the search function will search the IADS, EPM, and HRS databases) |
| 3 | Select the box next to the person you would like to use (you may need to review information in HRS > UW Multiple Jobs Summary) |
| 4 | Select the recruitment type - No Associated PVL/Waiver |
| 5 | Click the add hire button |
Person Information
| Field | DESCRIPTION / INSTRUCTIONS |
| Empl ID | The Empl ID will automatically populate if there is a person found (HRS, EPM, IADS). A review of HRS > UW Multiple Jobs Summary 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 appointments without PVL or Waivers |
| Name, First, Middle, Last & Suffix* | Enter the legal name of hire |
| Date of Birth* | Enter the date of birth mm/dd/yyyy |
| 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 in HRS. For more information regarding this, see HRS KB 16907 or 33384 |
| Foreign National | If the person is a foreign national, review their visa page in HRS (KB 16745). If row(s) contain actual or dummy FNL visa types, do not change the default Foreign National checkbox setting in JEMS. However, if there is NO actual or dummy visa type in HRS, check “Foreign National” box during JEMS hire. This will populate the HRS visa screen and prompt the creation of a Glacier account. Foreign nationals on UW payroll must have a Glacier account and enter their immigration information into it so the UW can determine the correct amount and type of tax to withhold. |
| 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 |
Add/Modify Addresses
Add both Home and Office address and click the Save/Close button.
Position Information Tab
| FIELD | DESCRIPTION / INSTRUCTIONS |
| Position Effective Date* | Number is automatically generated when the transaction is successfully 'pushed' into HRS |
| 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* | Enter in the appropriate employment classification. AS = Academic Staff – the titles should be one of the following:
ET1= X01NN Research Associate ET2 = X10NN, X30NN ET3 = X7–0NN, X50NN, and X61NN to X67NN ET4 = X75NN Grad Intern SA1 = Y21NN, Y22NN, Y26NN SA2 = Y41NN – Research Assistant (RA) SA3 = Y32NN, Y33NN, Y33DN – Teaching Assistant (TA) SA4 = Y51NN Undergrad Intern SA5 = Y42NN, Y43NN, Y42ND, Y43ND Program/Project Assistants OT1 = Z91NN Ad Hoc Program Specialist OT2 = Z50NN Teaching Supervisor OT4 = Z90NN, Z99NN, Z89NN, Z97NN 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 (optional) |
| 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 | Not Applicable |
| Guaranteed Length | Not Applicable |
Job 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 |
| 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 a 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 | Not 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 |
| Pay Basis* | Select the Pay Basis. To learn more about Pay Basis, refer to HRS KB 29426 or Pay Group Descriptions 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 | This is only applicable to the following six job titles. Employees in these positions are eligible for WRS if they are not on LOA from another institution while the opposite exists for employees that are on LOA.
|
| 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 |
Related Policies
Related Job Aids
- TRE Toolkit
- How to determine the effective date of a hire
- JEMS PVL and CHRIS Direct Hire Waiver Reason Codes
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)
Related Misc
See KB-38920 for instructions on how to complete the HR Contact Tab and for information regarding the Comments and Status History Tabs.
KB-38920 also contains information on the steps needed to submit the Hire data to HRS.
Related Policies
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Related Jobaids
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Related Forms:
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