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HRS HR - Create a Position in HRS

This procedure shows how to create a new Position in HRS, specifically for non-Madison campuses.

NOTE: UW-Madison uses a partner system called JEMS (Job and Employee Management System) which interfaces with HRS to create a position.

Positions will be used for all employment classes (Empl Class) within the UW, with the exception of the Empl Classes: Other (OT), Classified Limited (LTE,) and Student Hourly (SH). 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.

A Table of Continuity Codes and Appointment Descriptions/Duration is listed within this procedure.

Procedure At-a-Glance

Category: HR User Procedure Position
Audience: UW HR Professional staff who will create and maintain Position information in HRS.
Overarching Process: HR 5.01 Create Position
Navigation: Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info 
Jump to Create a Position in HRS (below)
Jump to Table of Continuity Codes and Appointment Descriptions/Duration (below)
Jump to Related Job Aids/HR Forms (below)

General Description:

This user procedure gives step-by-step instructions for creating a Position in HRS, particularly for non-Madison campuses. Note: UW-Madison uses a partner system called JEMS (Job and Employee Management System) which interfaces with HRS to create a new Position. 

Positions should be created for all employee classes, with the exception of Classified Limited (LTE), Other (OT) or Student Hourly (SH).  Position numbers may either have a one-to-one relationship with an employment record number or there may be many employment records connected to one Position number.

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Warning!
NOTE: All employment classes EXCEPT for  LTE (Limited Term Employment), OT (Other) and SH (Student Hourly) require an 8-digit Position number, regardless of Pay Basis type (e.g. Academic, Annual, Hourly, Lump, Summer Service, Summer Session).

Process Inputs

Process Outputs:

  • 8-digit Position number (automatically generated by HRS)
  • Delivered reports
  • Position data fields (link to Talent Acquisition Management - TAM)

Special Considerations:

Multiple Incumbents
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.

Partial Leave of Absence
If an employee takes a partial leave of absence, the Standard Hours field on the Create a Position screen needs to be adjusted to reflect the correct FTE (full time equivalent) that remains in pay status.

Partial Leave of Absence (multiple incumbents)
If there are multiple incumbents in a Position number, and a partial leave of absence occurs for just one employee, that particular employee must be moved to a new Position number, in order for the partial leave of absence to be processed correctly.

Title Change (multiple incumbents)
If there are multiple incumbents in a Position number, and a title change occurs for just one employee, that particular employee must be moved to a new Position number, in order for the title change to be processed correctly.

Exceptions (including first-year considerations):

When the UW went "live" with HRS in April 2011, all active employees, including OT (Other), SH (Student Hourly), and LTEs (Limited Term Employment), had an 8-digit Position number which equated to the appointment ID in the legacy payroll system. 


Create a Position in HRS

  1. From the HRS main Menu, use navigation path: Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info.
    Image of the Add/Update Position Info page
  2. In the Add/Update Position Info screen, click the Add a New Value tab.

  3. 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.

  4. The Add Position InfoDescription tab displays default values for your campus.

  5. In the Position Information section:

    a. The *Effective Date field defaults to the current date, but can be changed.  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.  Leave "as is."  Do not change.

  6. In the Job Information section:

    a. The *Business Unit field defaults to your campus. 
        Note: You can select a different campus, 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.
     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.  

        (1) Verify the title description matches the selected job code.
        Note: You may change the title description field to a working title. However, working titles should not reflect existing titles within the job code structure. For more information, contact your division's HR office or the UW Service Center.

        (2) Verify the Empl Class (e.g. FA) matches the selected job code. If the Empl Class field is blank, click on the drop-down arrow, and select the appropriate Empl Class code.  For  a list of Empl Class definitions, refer to HRS KnowledgeBase document 15813, HRS HR - Empl Class Job Aid .

    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 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.

    Table of Continuity Codes and Appointment Descriptions/Duration

    Continuity Code Appointment Description and Duration Expected Job
    End Date
    WRS Eligible Graduate/Short-Term
    Benefits Eligibile
    01 Ongoing Not Allowed Yes - provided WRS Eligibility met Only if WRS eligibility not met
    02A

    Fixed Terminal;

    • If academic (C-basis) appointment: 
      less than 1 semester
    • If annual (A or H-basis) appointment: less than 6 months
    Required No No
    02B

    Fixed Terminal;

    • If academic (C-basis) appointment:
      greater than or equal to 1 semester, but less than or equal to academic year (with no expectation of renewal)
    • If annual (A or H-basis) appointment: greater than or equal to 6 months, but less than 12 months (with no expectation of renewal)
    Required No Yes
    02C*

    Fixed Terminal;

    • If academic (C-basis) appointment:
      greater than or equal to academic year with expectation of renewal the following semester**;
    • If annual (A or H-basis) appointment: greater than or equal to 12 months**
    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
    05A

    Acting/Interim;

    • If academic(C-basis) appointment:
      less than 1 semester
    • If annual (A or H-basis) appointment: less than 6 months
    Required No No
    05B

    Acting/Interim;

    • If academic(C-basis) appointment:
      greater than or equal to 1 semester, but less than or equal to academic year (with no expectation of renewal)
    • If annual (A or H-basis) appointment: greater than or equal to 6 months, but less than 12 months (with no expectation of renewal)
    Required No Yes
    05C

    Acting/Interim;

    • If academic(C-basis) appointment: ≥ academic year w/ expectation of renewal the following semester**
    • If annual (A or H-basis) appointment: ≥ 12 months**
    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.

    e. In the Full/Part Time field, verify that the selection (e.g. Full-Time) matches the FTE (full time equivalent) for the position. To change to Part-Time, click on the drop-down arrow, and select.

    f. In the *Pay Basis field, click on the drop-down arrow, and select one from the list of available choices (e.g. Academic, Annual, Hourly, Lump, No Pay Basis, Summer Service, Summer Session). The Pay Basis determines the condition, method, and frequency of compensation for the position, if any. For a description of the seven types of pay bases used at UW, refer to HRS KnowledgeBase document 29426, HRS Training - Pay Basis Descriptions .
     
  7. In the Work Location section:

    a. In the Department field, enter the 7-character appointing Department which begins with your alpha campus code identifer (e.g. B483300).
    Note: After entering the Department, HRS displays the department description.

    b. In the Location field, enter the 5-character location code which begins with your alpha campus code identifier (e.g. B1921). If unknown, click on the data lookup icon   and search.
    Note: After entering the Location, HRS displays the location description.
  8. 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, a value must still be entered, and should be entered as “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.

  9. 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.

     

  10. Select the Specific Information tab. Default values are shown in the screenshot below.



    a. In the Max Head Count field, HRS shows the default value of one.  If there will be multiple incumbents (which is rare for budgeted positions), enter the appropriate maximum number (greater than one) in the Max Head Count field.

    b. Verify that the Budgeted Position indicator displays a checkmark.

    c. In the collapsed Education and Government section, click on the triangle   to expand the section. When expanded, several fields display.  (See screenshot below).



         (1) Verify that the Pre-Encumbrance Indicator field is set to None.
         (2) Verify that the Classified Indicator field is set to Classified.
  11. 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.

     

  12. To save the new Position information, click Save.
  13. After saving, HRS automatically assigns an 8-digit Position Number (e.g. 02059336).  Make note of the 8-digit Position Number assigned by HRS.

    a. On the Description tab, Position Information section, HRS increments the Head Count field from its default "0 out of 0".

    b. In the Salary Plan Information section, HRS automatically populates the fields for Salary Admin Plan and Grade.

  

 After this Procedure:

  • To hire a person into a Position, refer to HRS KnowledgeBase document 15604, Document 15604 is unavailable at this time. .
  • To copy an existing Position, refer to HRS KnowledgeBase document 17345, HRS Training - Copy a Position .

Related Job Aids:

Related HR Forms:




Keywords: add position info,Position, number, classified, unclassified, multiple, incumbents, head count, headcount,empl, class, exempt, non-exempt, nonexempt,continuity,continuity codes, incumbent, title change, partial leave of absence, standard hours, FTE, FLSA, Max Head Count, training   Doc ID: 16273
Owner: Tara B.Group: Human Resource System (HRS)
Created: 2010-12-11 19:00 CDTUpdated: 2014-01-03 15:52 CDT
Sites: Human Resource System (HRS)