UWMSN - Non-Resident Alien Scholarship Lump Sum Payment Procedure
This document is used by department and division Payroll Coordinators on the UW-Madison campus to determine and manage lump sum payments to non-resident aliens.
- This document applies only to UW-Madison. Users from other campuses should refer to documentation intended for their campuses.
Procedure At–a–Glance
Category: Non-resident Aliens
Audience: Department and Division staff who make lump sum scholarship payments to non-resident aliens.
Overarching Process: High-level overview of how to determine and manage lump sum scholarship payments to non-resident aliens.
Navigation:
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Procedures
Determination of Scholarships to International Students
The first step in making scholarship payments (lump sum payments) to international students is to determine if the scholarship recipient is an international student based on information from the students employing department, the student, the student information system (SIS), and/or the common scholarship application (CSA).
Once you have determined if the scholarship payment is being made to an international student, you will begin the process. When completing the transaction you should determine if the student has an Empl ID in HRS or not.
Empl ID | Action |
Yes | Determine if the scholarship recipient already has an Empl ID, review and follow step a or b. a) if you are paying the additional pay/lump sum payment to an existing and active scholar or fellow employee record, skip to Existing Employee Record# Steps. |
No | If the scholarship recipient does not have an Empl ID, skip to Create a New Employee Record# Steps. |
Create a New Employee Record# Steps
You will need to create a new transaction in JEMS Hire. This will create a new employee record number associated with a new employee ID or an existing employee ID.
*JEMS Hire access is security dependent. Consult with your manager or division HR office to determine if you should have access to JEMS Hire.
Step | Instruction |
1 | Access the JEMS Hire main menu. You can locate the login button from the JEMS homepage. |
2 | Select the Hire/Transfer button if you are starting the transaction for the first time. Select the My New Hire Basket button if you are completing a transaction. |
Person Data Page
Field Description Empl ID If the scholarship recipient does not have an HRS record, the Empl ID field will automatically populate once the transaction is "pushed" to HRS. Effective date Enter the effective date - Use the start of the month when you want to pay them (e.g., if you want the payment to be made in May, enter in 5/1/18) First name Enter the legal first name Last name Enter the legal last name Date of birth Enter the date of birth (MM/DD/YYYY) Gender Enter the gender Ethnic group Enter the ethnic group if the employee provides it (*not a required field) Adj Continuous Service Date Leave blank National ID Enter the social security number. If unknown at the time of completing the transaction, enter in XXX-XX-XXXX Foreign National Check the foreign national box
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Person Contact Tab
Complete the person contact tab.
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Position Data Tab
Field |
Description |
Position Effective Dat |
Enter the position effective date - Enter the same data as the job effective date |
Department |
Enter the department |
Empl Class |
Select Fellow, Scholar, Trainee, AOF (SA1) |
Job Code |
Select Y21NN (Fellow) or Y22NN (Scholar) - If unsure, default to Y22NN. |
FTE |
Enter 0 in the FTE |
Back-up for limited appointment |
Select no |
Reports to field |
Leave blank |
FLSA status |
Leave blank |
Continuity code |
Select 02A |
Job Security | Leave blank |
Guaranteed length | Leave blank |
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