L&S Instructions on Spring 2023 Jobs

The following documents outline the process and procedures for creating Student Assistant and Short Term Staff jobs in HRS for the Spring 2023 semester.

To: L&S Department Administrators and Payroll and Benefits Specialists

Please see Instructions on Spring 2023 Jobs, which outlines the process and procedures for creating Student Assistant and Short-Term Staff jobs in HRS.

Please read the instructions thoroughly and use these procedures to process your Spring 2023 Student Assistant and Short-Term Staff jobs.

Decentralized and Centralized with Delegations (C+) Departments:

We ask that all of your Spring 2023 jobs be Department-Approved in JEMS-New Hire or entered in JEMS Multi Hire by Friday, 12/02/22 to allow us sufficient time to process the large volume of new jobs by Friday, 12/23/22.

Centralized Departments:

We ask that you use the Excel document, Spring 2023 Jobs (TA, GraderReader, PA, RA), to convey information to your L&S Human Resources/Payroll Business Partner per the instructions. Please send your completed Excel document to your L&S Human Resources/Payroll Business Partner by Friday, 12/02/22 to allow us sufficient time to process the large volume of new jobs by Friday, 12/23/22.

Benefits

Benefits will terminate for employees whose fall 2023 job ends Wednesday, 01/04/23 if their new Spring 2023 is not processed into HRS before the Fall job terminates in HRS. Benefits restoration/reinstatement is not automatic. For each employee whose benefits terminate, the Spring 2023 job must first be processed into HRS, and then Madison Benefits Services (MBS) must be contacted to restore benefits. Delays in this manual process could impede an employee’s access to health care, so early and timely processing of Spring 2023 jobs to HRS is critical to ensuring continuity of benefits for employees.

Please see Benefits Restoration/Reinstatement for further information.

Reminders:

Personal Data of New Employees

MBS continues to see missing personal data of new employees such as gender, birth dates, home address, etc. This information is necessary for benefits enrollment and, when missing, can cause discrepancies with Employee Trust Funds (ETF) and subsequently delay the enrollment.

Payroll Implications of Foreign National

When making an entry for any Student Assistant employee who is a foreign national, check the ‘Foreign National’ box on the Person tab in JEMS. [This does not apply to Permanent Residents or U.S. citizens.]

Criminal Backgroud Check

When completing JEMS-New Hire entries for any employee who is BRAND NEW to the university:

1. Always include an email address for the employee;

2. In the comments section, include a note if the employee has lived outside the United States at any time during the past seven years. This information is needed for the criminal background check process.

If you have questions, please contact ChoonYee HO-JONAS.