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 a PVL waiver (e.g., SA, ET, OT).

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Procedure At–a–Glance

Category: Student Assistants (SA), Post Degree Training (ET), Other (OT) Appointments
Audience: 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 a PVL waiver (e.g., SA, ET, OT).

Procedure Steps

Main Menu

JEMS Hire Main Menu Screen

Initial Instructions
 Step  Instructions
 1  Access the JEMS Hire main menu 
 2  Click on the Hire/Transfer button

Find/Add Hire Tab

Screenshot of the Find/Add Hire tab
Instructions for using the Find/Add Hire tab
 Step  Instructions
 1  Use the Search function to verify if the person being hired already has an HRS record using the Empl ID, employee's name, or SSN#
 2  Click Search (the search function will search the EPM and HRS databases)
 3  If the person is found, 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

JEMS HIRE Person Tab

List of Fields with Descriptions for the Person tab
 Field  Description/Instructions
Empl ID The Empl ID will automatically populate if the person was found (HRS, EPM).
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 Waiver
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)
Adj Cont Service Date Enter the adjusted continuous service date. Refer to the Continuous Service policy for more details: Continuous Service policy.
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 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


List of Fields with Descriptions for the Person Contact 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

JEMS HIRE Position tab

List of Fields with Descriptions for the Position tab
 Field  Description/Instructions
 Position Effective Date*  This date should be on or before the Hire Date.
 Position Number  Number is automatically generated when the transaction is successfully 'pushed' into HRS
 Department *  Appointing Department (UDDS). Must be a valid UDDS.
 Empl Class* Enter in the appropriate employment classification. 

AS = Academic Staff – the titles should be one of the following:

  • Visiting title
  • IF D41NN,D42NN,D43NN,D44NN & >= 50%
  • Zero–dollar appointment
  • Emeritus with title IC021, IC020, IC019, IC018
  • With Limited Title

ET1= Research Associate

ET2 = Misc No Withholding

ET3 = Misc With Withholding

ET4 = Grad Intern/Trainee

SA1 = Fellow, Scholar, Trainee

SA2 = Research Assistant (RA)

SA3 = Teaching Assistant (TA)

SA4 = Undergrad Asst

SA5 = Program/Project/Grad Assistant

OT1 = Ad Hoc Program Specialist

OT2 = Zero Dollar Conc/Teaching Supervisor

OT4 = Honorary Assoc/Fellow

 Please refer to HRS KB 15813 for more information regarding Employee Classifications (Empl Class).
 Job Code*  Title Code (Select from drop-down list)
 FTE*  Enter the appropriate FTE value.
 HR Dept Location*  The building location of the appointing department HR office.
 Back-Up for Limited Appointee  Only change to YES if this is a concurrent backup appointment to accompany a Limited Appointee hire.
 FLSA Status  Select exempt or non-exempt for paid appointments
 Reports To*  Enter the supervisor's Empl ID. Click on the magnifying glass to select the correct Job/Position Number of the supervisor.
 Continuity*  Select the correct continuity based on the appointment start/end dates.  Please see KB 16903 for more information.
 Job Security Not Applicable
 Guaranteed Length Not Applicable

Job Tab

Job Tab

List of Fields with Descriptions for the Job tab
 Field  Description/Instructions
 Hire Type*  A review of HRS > UW Multiple Jobs Summary is necessary to select the correct hiring action:
Hire - The person does not have an active appointment, or this job will be a concurrent position
Transfer - The person has an active appointment in HRS that will end when this appointment begins
 Empl Rcd#  If the hire type is 'Hire,' leave this field blank and the Empl Record will be automatically generated when the appointment is successfully 'pushed' into HRS.
If the hire type is 'Transfer,' click the magnifying glass to select the correct Empl Record # for this hire to be entered on in HRS
 Action  Defaults to "HIRE". No entry is needed
 Action Reason Click the magnifying glass to select the appropriate Action Reason.
 Effective Date*  Start Date of the Job
 Business Title  Enter the Business Title of the position (if applicable)
 Expected Job End Date  Required for Fixed-Term terminal appointment
 Criminal Background Check (CBC Date)  Enter the date the Criminal Background Check is completed. Refer to the Criminal Background Check policy for more information.
 Position of Trust  Enter Value that is appropriate for the position. Refer to the Criminal Background Check policy for information about Positions of Trust.
 Probation Type  Not Applicable
 Probation End Date  Leave blank
 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
 Salary Threshold Exemption  If applicable, select the correct FLSA salary threshold exemption
 Pay Basis*  Select the Pay Basis. To learn more about Pay Basis, refer to HRS KB 29426 or Pay Group Descriptions KB 29890
 Comp Rate*  Enter the salary amount.

Benefits Tab


List of Fields with Descriptions for the Benefits tab
 Field  Description/Instructions
 Rehired Annuitant

Select the appropriate option

  • No
  • Retire Post 7-1-13 elect WRS
  • Retire Post 7-1-13 no WRS
  • Retire Post 7-1-13 require WRS
  • Retire Pre 7-2-13 elect WRS
  • Retire Pre 7-2-13 no WRS
 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.

  • Assistant/Associate/Visiting Professor (IC031, IC030, IC029)
  • Visiting Instructor (IC032)
  • Assistant/Associate/Senior Visiting Scientist (RE130, RE131, RE132)
  • No = not on LOA from another institution – eligible for WRS
  • Yes = on formal LOA from another institution – not eligible for WRS
 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 = Employee is .5 or greater FTE.  The employee will receive the 50% or greater (full) employer contribution towards health insurance 
Part-time = Employee is less than .5 FTE.  The employee will receive the less than 50% employer contribution towards health insurance
Once complete, click <Submit>, then <Approve> from the Actions menu.  The division-level approver must review the transaction and click <send to HRS>.  Data is sent from JEMS to HRS every 30 minutes on the hour and half hour.

Related Policies

Related Job Aids

Related HRS Knowledge Base Documents

Related Misc

KeywordsTeaching Assistant,Research Assistant,Project Assistant,Program Assistant,Research Associate,Employee-In-Training,EIT,Student hourly,find/add hire tab,person tab, person contact tab,position tab,job tab,benefits tab,HR contact tab,comment tab,status history tab, JEMS hire rehire   Doc ID17487
OwnerCaitlin R.GroupHR COP
Created2011-03-27 19:00:00Updated2024-06-10 08:23:20
SitesHR Communities of Practice, UW–Shared Services
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