L&S Instructions on Spring 2022 Jobs
The following documents outline the process and procedures for creating Student Assistant and Short Term Staff jobs in HRS for the Spring 2022 semester.
To: L&S Department Administrators and Payroll Specialists
Please see Instructions on Spring 2022 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 2022 Student Assistant and Short-Term Staff jobs.
Decentralized and Centralized with Delegations (C+) Departments:
We ask that all of your Spring 2022 jobs be Department-Approved in JEMS-New Hire by Friday, 12/03/21 to allow us sufficient time to process the large volume of new jobs by Thursday, 12/23/21.
We ask that you use the Excel document, Spring 2022 Jobs (TA, GraderReader, PA, RA) to convey information to your L&S Human Resources/Payroll Representative per the instructions. Please send your completed Excel document to your L&S Human Resources/Payroll Representative by Friday, 12/03/21 to allow us sufficient time to process the large volume of new jobs by Thursday, 12/23/21.
Benefits will terminate for employees whose Fall 2021 job ends Wednesday, 01/05/22 if their new Spring 2022 job 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 2022 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 2022 jobs to HRS is critical to ensuring continuity of benefits for employees.
Please see Benefits Restoration/Reinstatement for further information.
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 International Telecommuting (aka Foreign Source Income)
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. If the foreign national employee is telecommuting from overseas, please include a note to that effect in the comments section.
Please see https://hr.wisc.edu/pay/foreign-source-income/ for information and needed actions for Foreign Nationals who are telecommuting from overseas. This information 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.