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 AppointmentsAudience: 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).
Find/Add Hire TabThe 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
| 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 then click the Save/Close button.
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:
|
| 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
| 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
Related Policies
Related Job Aids
- TRE Toolkit
- How to determine the effective date for a hire
- JEMS PVL and CHRIS Direct Hire Waiver Reason Codes
Related HRS Knowledge Base Documents
- HR -View UW Multiple Jobs Summary for an Employee (KB 29424)
- HR - FTE to Standard Hours Conversion Table (KB 18202)
- PY - Pay Basis Descriptions (KB 29426)
- HR - Empl Class Overview (KB 15813)
- HR - Add Visa Data (KB 16745)
- HR Continuity Status Overview (KB 16903)
Related Misc