UWMSN - JEMS HIRE - Zero Dollar, Back-up Appointments or Lump Sum Payment

This knowledge base (KB) document provides instructions to complete zero dollar, back–up appointment or lump sum payment hiring transactions in JEMS HIRE.It is recommended to

Procedure At–a–Glance

Category: Zero Dollar, Back-up, or Lump Sum Payment Appointments
Audience: Department and Division staff who enter appointments.
Overarching Process: Hiring into a Zero Dollar, Back-up, or Lump Sum Payment Appointments.
Navigation:
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

General Description:

This knowledge base (KB) document provides instructions to complete zero dollar, back–up appointment or lump sum payment hiring transactions in JEMS HIRE. It is recommended to review KB 38920, UWMSN - JEMS HIRE - Introduction to the system, prior to reviewing this KB document.

Procedure Steps

Main Menu

From the Main Menu screen the following functions are available. If the button is 'grayed' out it is not navigable (access is based on security role).

Click the My New Hire Basket button to see transactions requiring review and processing.
Exit out of the system

Find/Add Hire Tab

The first screen that will appear is the Find/Add Hire Tab. Use the steps below to complete this tab.

Fill in one or more of the fields (Empl ID, Name, SSN#) in the top search section.
Click the Search button to search the system (searching in JEMS uses information from IADS, EPM and HRS).
Check the Select box next to the person you would like to use (Review HRS - UW Multiple Jobs Summary to select correct person).
Add in the "Recruitment Type", No Associate PVL/Waiver
Click Add Hire button.

Person Tab

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
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 in 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 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 Tab

zero_dollar_person_addr_tab2

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

zero_dollar_home_addr2 zero_dollar_office_addr2

Add both Home and Office address and then click the Save/Close button.

Position Tab

zero_dollar_position_tab

FIELD	DESCRIPTION / INSTRUCTIONS
Position Effective Date*	Start date of the job
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*	Select the appropriate employment type from the drop down. See HRS KB 15813 for more information regarding Empl. Class.
Job Code*	Title Code (Select from drop down list)
FTE*	Enter in 0
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	This field is used only for Fixed Term Renewable Academic Staff appointment with job security Leave BLANK if no Job security. To grant Job security the Continuity Status has to be 03 = Fixed Renewable. Then select one of the two: Multiple Year Rolling Horizon
Guaranteed Length	This field is used only for Fixed Term Renewable Academic Staff appointment with Job Security If Job Security is selected then choose the Guaranteed Length. Guaranteed Length must reflect the length of the Rolling Horizon or the Multiple years

Job Tab

FIELD	DESCRIPTION / INSTRUCTIONS
Hire Type*	Hire = The person does not have an active appointment, or this job will be an concurrent position
Empl Rcd#	Leave Blank- The Empl Record will be automatically generated when the appointment is successfully 'pushed' into HRS Selection is required when hire type is transfer.
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 (if applicable)
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 in a Lump Sum basis, enter the lump sum amount
Pay Basis*	No Pay basis
Comp Rate*	Not applicable

Benefits

zero_dollar_benefits_tab

FIELD	DESCRIPTION / INSTRUCTIONS
Rehired Annuitant	Not applicable
Visiting from Other Institution	Not applicable
Work Out of State Required	Not applicable
Eligible for Full Employer Contribution	Not applicable

HR Contact Tab

The HR Contact Tab stores information about one or more individuals whom may be contacted about the appointment. You can have multiple additional contacts listed. Paid appointments require primary and funding contact(s). Zero dollar appointments only require a primary contact.

To add a contact, click the Add Contact button to open up the entry fields in the bottom portion of the screen

FIELD	DESCRIPTION / INSTRUCTIONS
Contact	Primary Contact: The primary person to be contacted regarding the appointment is required Funding Contact: The person who enters the funding information to be contacted when the appointment is successfully entered in HRS Additional Contact: Name of a secondary contact (optional)
Last and First Name*	Enter in the contacts first and last name
Address	Address is not required
Phone Number*	Enter in the phone# for the contact, e,g., 608-263-2511
Email Address*	Enter in the contact email address (email is required for the primary contact)

Comments Tab

This tab is for comments associated with the individual position. These comments are created by staff that are authorized for hire. Only users with the proper Department authorization are able to access this tab. Those who have access to the tab can view all comments. Also listed on this tab are reports from the HRS Processing Log. Comments are listed in descending order.

FUNCTION	DESCRIPTION / INSTRUCTION
To Add Comment	Click the Add Comment button
To Edit/View	Click the comment to update and click the Edit/View button
To Delete Comment	Click the comment to delete and click the Delete Comment button (can only delete comments you created)

Status History Tab

The data on this tab is not modifiable. It displays the history of statuses that a particular hire has had. Anyone with update or view access can view the status history of the appointment. The statuses are displayed in descending order.

Possible Statuses:

Draft
Entered
Department Approved
Division Approved – Sent to HRS
Finished – Entered In HRS

Keywords:	hire,limited,back up appointment,backup appointment,zero $,0$,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 Suggest keywords	Doc ID:	17332
Owner:	Joshua S.	Group:	HR Communities of Practice
Created:	2011-03-16 19:00 CDT	Updated:	2018-03-27 16:26 CDT
Sites:	HR Communities of Practice, Human Resource System (HRS)
Feedback:	1 4 Comment Suggest a new document