This procedure shows how to create a new Position in HRS for non-Madison campuses.
Positions will be used for all Employment Classes (Empl_Classes) except OT1 - OT6 (Other), LTE (Classified Limited), and SH (Student Hourly). Each 8-digit Position number represents a series of attributes that define location, title, salary grade, department and head count.
Special consideration should be given when assigning multiple head counts to a Position. These Special Considerations are noted below.
This user procedure gives step-by-step instructions for creating a Position in HRS, particularly for Non-Madison campuses. Positions should be created for all Employee Classes, (Empl Classes) with the exception of Classified Limited (LTE), Other (OT1 - OT6) and Student Hourly (SH) employees. Position numbers may either have a one-to-one relationship with an Employment Record Number (Empl Rcds = Jobs) and have a single incumbent, or there may be many incumbents connected to the same Position number (such as custodial staff or food service appointments).
For Positions with multiple incumbents (e.g. Position number 01376333 at UW-Madison), note that a change on the Position affects all incumbents in that Position number. For example, if there are multiple employees tied to the same Position number and one employee takes a partial leave of absence - that employee must be moved to a new Position number in order to allow the partial leave of absence to be processed correctly because the Standard Hours or FTE field resides on Position. Any change that affects only one employee will require the HR Administrator to set up a new Position and move that employee to the new Position as of the Effective Date of that change to avoid incorrectly affecting all employees tied to that Position number.
In the Add/Update Position Info screen, click the Add a New Value tab.
On the Add/Update Position Info, Add a New Value tab, click the Add button to continue.
Note: Leave the Position Number field "as is" with the eight zeroes displaying. HRS will automatically assign an 8-digit Position Number upon saving.
The Add Position Info Description tab displays default values for your campus/institution.
In the Position Information section:
a. The Effective Date field defaults to today's date, and should be changed to the appropriate date. The Effective Date of the Position must be equal to or greater than the Start Date of the employee(s) being hired into the Position.
b. The Reason field defaults to NEW. Do not change this value.
In the Job Information section:
a. The Business Unit field defaults to your campus/institution.
Note: You can select a different campus/institution, if your HRS Security access allows you to do so.
b. In the Job Code field, enter the appropriate 5-character Job Code, if known. If unknown, click on the data lookup icon and search for the Job Code you need and click on the appropriate value in the drop down list.
Note: Job Codes for Classified Hourly Employees are all numeric, while Salaried, Unclassified Employees have alphanumeric Job Codes.
(1) Job Codes beginning with the letter "C" are for Faculty;
(2) Job Codes beginning with the letter "D" are for Instructional Staff;
(3) Job Codes beginning with the letter "E" are for Research Staff.
c. After selecting the Job Code, HRS fills in the following fields: Reg/Temp, Title, Empl Class, Union Code, Short Title.
d. In the Continuity field, click on the drop-down arrow and select the appropriate Continuity Code for the selected Job Code. The Continuity Code is set based on the duration of the job.
Note: For some employment classes such as: CP (Classified Permanent), the only option for the Continuity field will be “01-Ongoing”; Continuity for FA (Faculty) will be “01-Ongoing”. For Summer Service (e.g. research/administrative) or Summer Session (e.g. Teaching) jobs, the Continuity should be “02A-Fixed Terminal < than 6 months." The Continuity code for Academic Staff Fixed Terminal appointments is set based on the length of the job, as specified in the employee's contract.
Refer to the following Table of Continuity Codes and Appointment Descriptions/Duration below for help in selecting the appropriate Continuity Code.
|Remember: The Continuity Code must be set based on the duration of the employee's appointment, as specified in the employee's contract. Continuity should not be set to manipulate a specific benefits outcome.|
|Continuity Code||Appointment Description and Duration||Expected Job
|01||Ongoing||Not Allowed||Yes - provided WRS Eligibility met||Only if WRS eligibility not met|
|Required||Yes – provided WRS eligibility met||Only if WRS eligibility not met|
|03||Fixed renewable||Not allowed||Yes – provided WRS eligibility met||Only if WRS eligibility not met|
|04||Limited||Not allowed||Yes – provided WRS eligibility met||Only if WRS eligibility not met|
|Optional||Yes – provided WRS eligibility met||Only if WRS eligibility not met|
|None**||No Continuity (typically used for Student Help appointments)||No||No|
Note: The Continuity Code of *02C may be used for Graduate Assistants – they are not WRS (Wisconsin Retirement System) eligible; however, this Continuity Status may be used for their duration. Only the 02C Continuity Code will trigger a fixed terminal appointment to be WRS (Wisconsin Retirement System) eligible in HRS.
In the Salary Plan Information section:
a. The values for the Standard Hours, Work Period, and FTE (full time equivalent) fields will automatically populate, based on Business Unit, Job Code, Empl Class, and Pay Basis previously entered above.
b. If the Standard Hours field needs to be changed, enter the appropriate number for the Position.
(1) If a Position, such as department chair, does not have Standard Hours, enter the value of “0.01”.
(2) If this Position will be used for multiple incumbents, the number of Standard Hours will apply to each and every employee hired into the Position.
c. The values for the FTE (full time equivalent) field will automatically populate, based on the number in Standard Hours.
Note: If Standard Hours is 0.01, the value of the FTE field will correctly default to "0.000250."
Below the Salary Plan Information section, locate the icon for the USA flag . Click on the black triangle next to the USA flag to expand the section. When expanded, the section displays fields for FLSA Status and Bargaining Unit. (See screenshot below).
a. In the FLSA (Fair Labor Standard Act) Status field, the value will automatically populate, based on previous information entered for the Position. The FLSA Status field indicates whether the Position is exempt from overtime pay or nonexempt.
b. To change the FLSA Status, click on the drop-down arrow to select either Exempt or Nonexempt, as required.
For informational purposes only, you can select the Budget and Incumbents tab.
Note: There is no data entry nor review action needed on the Budget and Incumbents tab.
|Keywords:||add position info, number, classified, unclassified, grad, LTE, OT, SH, Student Hourly, multiple incumbents, head count, headcount, empl, class, exempt, non-exempt, nonexempt, continuity, continuity code, incumbent, title change, LOA, partial leave of absence, standard hours, FTE, FLSA, Max Head Count||Doc ID:||16273|
|Owner:||Tami E.||Group:||Human Resource System (HRS)|
|Created:||2010-12-11 18:00 CST||Updated:||2014-12-03 15:18 CST|
|Sites:||Human Resource System (HRS)|
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