Topics Map > DOCUMENT TYPE > User Procedure
Topics Map > FUNCTIONAL AREA > Human Resources (HR)
HR - View Job Inquiry/Employee Job Data Record in HRS
This document points out data fields in an employee's HRS Job Data record. This job aid also identifies fields on the employee's Job Data record which may be helpful for accountants, budget analysts, and financial specialists.
Your HRS security role determines whether or not you have access to display all information on an employee's Job Data record.
HRS Security Role Needed: HR Job Data View Only
Information Needed for this Procedure:
- Employee's name (e.g. Paul Professor)
- 8-digit Employee ID (e.g. 00004099)
View Job Inquiry/Employee Job Data Record in HRS
1. From the HRS Main Menu, use navigation path: Workforce Administration > Job Information > Job Data.
2. In the Job Data screen, the Find an Existing Value tab displays searchable fields.
a. Empl ID (Employee ID) is a unique 8-digit employee identification number (e.g. 00004099).
Note: This was known as the Person ID in the legacy IADS (Integrated Appointment Data System).
b. Empl Rcd Nbr (Employee Record Number) identifies each job. For most employees, the Empl Rcd Nbr will be 0. Employees with multiple, concurrent jobs will have a unique record number for each job, assigned sequentially based on date of hire for each job (e.g. 0, 1, 2, 3, etc.) Per UW policy, after a job ends, the employee record number will be reused for future jobs.
c. Name consists of the employee's first name (given name) and last name (surname). Example: Jane Doe.
Note: You can do a partial name search.
d. Last Name is the employee's last name or surname (e.g. Doe). Note: You can do a partial last name search.
e. Middle Name is the employee's middle initial or middle name (e.g. A or Anne), if applicable. Note: You can do a partial middle name search.
f. Include History. When selected, this allows you to display the future, current, and historical job data records for the employee. If unselected, you only display the employee's future-dated record or current record.
g. Click the Search button to display results based on your search criteria.
Example of Searching for Employee by Employee ID
Example of Searching for Employee by Name
3. Depending upon your search criteria, the following may display:
a. No matching values were found. [Solution: Verify that you entered the information correctly. Also try narrowing your search criteria].
b. The Work Location tab displays the employee's Future or Current Job Data record. [Skip to Step 4].
c. If more than one Job Data record exists for the employee, a Search Results section displays. Locate the Job Data record you wish to view (e.g. Empl Rcd Nbr 0), and click on it. (See screenshot below).
4. The Work Location tab displays the employee's Future or Current Job Data record. To display History job data records, use the scroll area. (See screenshot below).
b. In the Work Location section, a scroll area displays if the employee has more than one job data record. Note: If you did not select Include History on the Find an Existing Value tab in Step 2f above, you can click the Include History button (at the bottom right area of the screen) to change the scroll area display to view historical job data records. When the Include History button is active, it displays as "grayed out."
(1) The HR Status (e.g. Active) and Payroll Status (e.g. Active) display for the employee's Future or Current job data record.
Note: Employees who are in Active HR Status and Active Payroll Status need to have payroll funding entered on the Funding Data Entry page in HRS for their Future or Current job data record. Exception: Non-paid employees with a Pay Group code of "NON" are not paid through HRS; consequently, these non-paid employees do not need funding entered in HRS. (You can find an employee's Pay Group code on the Payroll tab).
Tip: If you wish to see funding information for all employees in Active HR Status, you can run an Employee Funding Summary Report by campus, division or department. Refer to HRS KnowledgeBase document 17922, FN - Run the Employee Funding Summary Report .
(2) The Effective Date (e.g. 08/26/2013) represents the "as of" date of the employee's job Action (e.g. Pay Rate Change). The effective Sequence field (e.g. 2) indicates 0 for the first entry, 1 for the second entry, 2 for the third entry, etc., for multiple entries with the same job Effective Date. The highest effective Sequence number takes precedence.
(3) The Action field (e.g. Pay Rate Change) indicates what personnel action took place on the Effective Date. The Reason field (e.g. Merit) describes the Action.
(4) The Job Indicator field (located to the right of the Reason field) displays either Primary Job or Secondary Job for the employee's Empl Rcd #.
(5) Underneath the Action and Reason fields, a thin, blue line separates the top and bottom portion of the Work Location section. Look to the right of the thin, blue line to see whether the job record you are displaying is the employee's Future, Current or History job record. (See screenshot below).
(7) The Position Number field (e.g. 00003715) is formerly known as the Appointment ID. If the Position Number is blank, this means the employee (e.g. Student Help) was not hired into a Position. Note: To display detailed Position information, refer to HRS KnowledgeBase document 18084, HR - Search For an Employee's Position Number From Job Info .
(8) The Business Unit field (e.g. UWMSN) displays the 5-character campus code identifier. Note: For a list of campus identifiers and institutions, refer to HRS KnowledgeBase document 16632, Document 16632 is unavailable at this time. .
(9) The Department field (e.g. A487400) is the employee's appointing department. Note: The appointing department in HRS always begins with the alpha code campus identifer. This was formerly known as the Major Dept in our legacy system.
Note: For a summary of campus codes used in the appointing Department field, refer to HRS KnowledgeBase document 26615, HR - Summary of Campus Codes used in Location / Appointing Department / Academic or Summer Pay Groups.
(10) The Date Created field is the date the information was entered into HRS.
(11) At the bottom of the Work Location tab (e.g. page), all of the available tab names are listed (Work Location, Job Information, Job Labor, Payroll, Salary Plan, Compensation, UW Custom, UW Benefits).
• The current tab you are displaying (e.g. Work Location) is not underlined.
• When at the bottom of a page, use the underlined tab names to quickly navigate among tabs.
5. If an employee's History record displays a Hire Action, effective date of 02/10/2011, with the Reason of Conversion, this is the date all employees' personnel records were converted to HRS from our legacy payroll system. (See screenshot above).
To verify the original start date of the employee, click the Employment Data link, located at the bottom of the Work Location tab. (See screenshot below).
6. After clicking the Employment Data link (at bottom of Work Location tab), the Employment Information tab displays. (See screenshot below):
a. The Original Start Date equals the Appointment Effective Date for jobs converted to HRS on 02/10/2011 from the legacy payroll system. (See screenshots below).
b. The Adj Cont Service Date (Adjusted Continuous Service Date) field is the Seniority Date for Hourly employees. (See screenshot below for Stanley Steamfitter).
Display Tenure Tracking for Faculty Appointment
c. To display whether a faculty appointment is tracking tenure data: (See screenshot below for Paul Professor)
(1) expand the USA section. (See screenshot below for Paul Professor).
(2) the Accrue Tenure Services field shows a checkmark when HRS tracks tenure data for faculty appointments.
Note: For more information on tenure tracking, refer to HRS KnowledgeBase document 15815, HR - Tenure Tracking .
d. To return to the Job Data, Work Location tab, click the Job Data link at the bottom of the Employment Information page.
Example for Faculty Appointment
Example for Hourly Employee
7. From the Work Location tab, click the Job Information tab. In the Job Information tab (see screenshot below):
a. The Job Code field and description are equivalent to the legacy terms, "Title Code" and "Title Name."
b. The Empl Class (Employee Classification) field is equivalent to the legacy term, "Appt Type." For example, AS = Academic Staff; FA = Faculty; SH = Student Hourly; CP =University Staff Ongoing (Classified Permanent).
Note: For a complete list of employee classification categories, refer to HRS KnowledgeBase document 15813, HR - Empl Class Overview .
c. The Full/Part (Full-Time/Part-Time) field is used in HRS reporting.
d. The Pay Basis field was formerly known as "Salary Basis." It is defined as the principal condition in terms of time, production, or other criteria, along with salary rate, which determines the compensation paid to an employee.
(1) At UW, employees with a Pay Basis of No Pay Basis are unpaid appointments and do not need payroll funding entered in HRS.
(2) For a list of the seven types of Pay Bases used at UW, refer to HRS KnowledgeBase document 29426, PY - Pay Basis Descriptions .
e. In the Standard Hours section:
(1) The Combined Standard Hours/FTE field shows both the employee's standard hours and the FTE (full-time equivalent) percentage for all active jobs.
Note: If employee has more than one job, the combined standard hours are those in effect at the time of this Effective Dated row.
(2) The Encumbrance Override field allows a campus department to choose whether or not to encumber an employee's earnings. When the Encumbrance Override indicator displays a checkmark , any data entered in the UW Custom tab, Encumbrances section is ignored.
Note: For more information on Encumbrances, refer to HRS KnowledgeBase document 16729, HR - Encumbrance Definitions - Job Aid .
f. In the expanded USA section, the FLSA (Fair Labor Standards Act) Status field indicates whether the job is exempt from overtime pay or nonexempt.
8. To display labor union information for an employee, click the Job Labor tab. On the Job Labor page (see screenshot below):
a. The Bargaining Unit field was formerly known as "Union Local" in our legacy system. If an employee's Job Code is associated with a labor union, the Bargaining Unit field displays the labor union number and description.
b. The Union Code field was formerly known as "Bargaining Unit" in our legacy system.
9. To display Payroll information, click the Payroll tab. On the Payroll page (see screenshots below):
a. The Pay Group field is a 3-character code which ties the employee to a particular UW Payroll Calendar, with specific pay period begin and end dates. The first letter of the employee's Pay Group code identifies the applicable UW Payroll Calendar. (See table below).
Exception: If an employee's job has a Pay Group code of NON, these are non-paid appointments which are not paid through HRS.
Note: For more information on Pay Group codes, refer to HRS KnowledgeBase document 29890, PY - Pay Group Descriptions .
|If Pay Group begins with:||Applicable Payroll Calendar|
|Monthly Pay Schedule with 12 pay periods; paid monthly; Pay Period Begin Date is first day of month; Pay Period End Date is last day of month; (also known as A-Basis).|
| Academic Pay Schedule with 9 pay periods is specific for each campus; pay period begin and end dates differ; paid monthly (also known as C-Basis)
Note: The second letter of the Academic Pay Group code (e.g. CAR) is the campus identifier.
|Biweekly Pay Schedule; with 26 pay periods; paid hourly every 2 weeks for total hours worked (also known as H-Basis).|
| Not applicable. A Pay Group code of NON represents a non-paid, zero dollar appointment which is not paid through HRS. |
Note: Non-paid appointments do not need payroll funding entered in HRS.
| Summer Session (e.g. Teaching) calendar is specific to each campus; pay period begin and end dates differ; (also known as S-Basis)
Note: The second letter of the Summer Session pay group code (e.g. SAR) is the campus identifier.
| Summer Service (e.g. Research or Administrative) calendar is specific to each campus; pay period begin and end dates differ; paid monthly (also known as V-Basis)
Note: The second letter of the Summer Service pay group code (e.g. VAR) is the campus identifier.
b. The Employee Type field indicates whether the employee is salaried (e.g. S), hourly (e.g. H) or N (e.g. Not applicable, non-paid). The Employee Type field is used in HRS reporting. A salaried employee is paid monthly; an hourly employee is paid biweekly.
c. The FICA Status field displays whether or not an employee is subject to the Federal Insurance Contributions Act. Note: FICA is a U.S. law requiring a deduction from paychecks and income that goes toward the Social Security program and Medicare.
Example for Salaried Employee Paid Monthly for 12 Pay Periods (Monthly Payroll Calendar)
Example for Salaried Employee Paid Monthly for 9 Pay Periods (Academic Payroll Calendar; campus specific)
Example for Employee Paid Hourly for 26 pay periods (Biweekly Payroll Calendar
10. To display Salary Administration Plan information, click the Salary Plan tab. On the Salary Plan page (see screenshots below):
a. The Salary Administration Plan field is coded differently for salaried and hourly employees.
(1) For a salaried employee (e.g. Paul Professor), the breakdown of the code AD1C is as follows:
• First character (e.g. A) is the alpha code campus identifier. In this example, A represents Madison.
• Second and third characters (e.g. D1) equals the Title group.
• Fourth character represents either 9-months (e.g. C) or Annual (e.g. A).
Note: For policy information regarding compensation for salaried employees, refer to UW System, Unclassified Personnel Guideline #4 (Unclassified Compensation).
(2) For an hourly employee (e.g. Stanley Steamfitter), the Salary Administration Plan is a two digit number representing the pay schedule to which the classification is assigned [per the Office of State Employment Relations (OSER), Alphabetical Listing of Classifications].
b. The Grade field is coded differently for salaried and hourly employees.
(1) For a salaried employee (e.g. Paul Professor), the breakdown of the code I01 is as follows:
• First character is one of three values: I (e.g. Institution), S (e.g. System), or a numeric value (e.g. 0) to indicate whether the salary range is set at the System level, approved to be unique to the Institution (e.g. campus) level, or is Extraordinary.
• Second and third characters (e.g. 01) are the salary range which defines the minimum and maximum.
(2) For an hourly employee (e.g. Stanley Steamfitter), the Grade field represents the pay range within the pay schedule [per the Office of State Employment Relations (OSER), Alphabetical Listing of Classifications].
Example for Salaried Employee
Example for Hourly Employee
11. To display compensation information, click the Compensation tab. On the Compensation page (see screenshots below):
a. In the Compensation section, the Frequency: field is the compensation frequency of either H, M or 9M.
• H = Hourly
• M = Monthly
• 9M = 9 months
b. In the expanded Pay Rates section, the calculated dollar amounts are shown for Hourly, Monthly, 9-months, and Annual.
c. In the Pay Components section, in the Amounts mini-tab:
(1) The Rate Code field is different for salaried and hourly employees.
• NAANNL = North America Annual (for salaried employees)
• NAHRLY = North America Hourly (for hourly employees)
(2) The Comp Rate field is the compensation rate.
(3) The Frequency column shows the compensation rate frequency of the salaried or hourly employee.
• A = Annual for salaried employees
• H = Hourly for hourly employees.
Example for a Salaried, 9-Month Employee
Example for an Hourly Employee
12. To display UW customized information, click the UW Custom tab. On the UW Custom page (see screenshots below):
a. The Continuity Status Information section displays information about the employee's continuation of employment.
Note: For a list of Continuity codes, refer to the Table of Continuity Codes and Appointment Descriptions/Duration within HRS KnowledgeBase document 16273, HR - Create a Position in HRS (Non-Madison) .
b. The Rate Exceptions section shows indicators for rates under the minimum or over the maximum, if applicable.
c. The External Systems section identifies the recruitment system which initiated recruitment for this job.
(1) The Source System field displays the name of the recruitment system, if applicable.
Note: The default value is blank, if the new job record was created within HRS.
• CHRIS = Classified Human Resource Information System
• PVL = Position Vacancy Listing
• Other = (Blank records converted to HRS; or Graduate student at UW-Madison)
• TAM = Talent Acquisition Management
(2) The Number field displays the relevant Source System reference number, if applicable.
d. The Non-Resident Alien Info section displays the Income Code for U.S. Internal Revenue Service tax form 1042-S, "Foreign Person's U.S. Source Income Subject to Withholding."
e.The Encumbrances section shows salary encumbrance setup information for the employee. The encumbrance setup is different for employees whose Pay Basis is either Annual, Academic, or Hourly.
Note: If the Encumbrance Override field (from the Job Information tab) has a checkmark , HRS will ignore all encumbrance setup information in this Encumbrances section on the UW Custom tab.
Example for Employee with Pay Basis of Annual
Example for Employee with Pay Basis of Academic
Example for Employee with Pay Basis of Hourly
12. To display Benefits eligibility information, click the UW Benefits tab. (See screenshot below).
a. The Previous WRS State Service field displays a numeric value, depending upon whether or not there is prior Wisconsin Retirement System (WRS) service. This field determines what eligibilty an employee has for enrollments.
• 0 (e.g. zero) = employee has no prior WRS service.
• 1 through 11 = number of months of employee's prior WRS service.
• 12 = employee has one year or more of previous WRS service.
Note: The number 12 is the highest value that can be used in the Previous WRS State Service field.
b. To display the results of HRS processing for an employee's WRS eligibility, click on the Benefits Program Participation hyperlink. (See screenshot examples below).
On the Benefit Program Participation tab:
(1) If the Elig Fld 1 (Eligibility Field 1) field = Y, the employee is eligible for WRS benefits; deductions are taken.
(2) If the Elig Fld 1 field = N, the employee is not eligible for WRS benefits.
Note: The value of the Elig Fld 1 field for employee WRS eligibility displays on the Payroll Edit Report during a payroll processing week. (Refer to HRS KnowledgeBase document 19809, PY - Run the Payroll Edit Report Query in HRS ).
c. From the Benefit Program Participation tab, click the Job Data hyperlink to return to the employee's Job Data page.
13. To return to the Job Data search screen, click the Return to Search button, , located at the bottom of the screen.
14. To return to the HRS Main Menu, click the Home hyperlink, , located at the top, right-hand portion of the HRS screen.
HR - Search For an Employee's Position Number From Job Info
Table of Continuity Codes and Appointment Descriptions/Duration
HR - Tenure Tracking
HR - Empl Class Overview
PY - Pay Basis Descriptions
PY - Pay Group Descriptions
UW Payroll Calendar
Summer Pay Calendars (for all campuses)
Academic Payroll Calendars for 9-month Employees