To: L&S Department Administrators and Payroll and Benefits Specialists

Please see Instructions on Spring 2024 Jobs, which outlines the process and procedures for creating Student Assistant and Short-Term Staff jobs in HRS.

Please read the instructions thoroughly and use these procedures to process your Spring 2024 Student Assistant and Short-Term Staff jobs.

Decentralized and Centralized with Delegations (C+) Departments:

We ask that all of your Spring 2024 jobs be Department-Approved in JEMS-New Hire or entered in JEMS Multi Hire by Friday, 12/01/23 to allow us sufficient time to process the large volume of new jobs by Wednesday, 01/03/24.

Centralized Departments:

Benefits

Benefits will terminate for employees whose Fall 2023 job ends Wednesday, 01/03/24 if their new Spring 2023 job is not processed into HRS before the Fall job terminates in HRS. Benefits restoration/reinstatement is not automatic. For an employee whose benefits terminate, the Spring 2024 job must first be processed into HRS, and then Madison Benefits Services (MBS) must be contacted to restore benefits. Delays in this manual process could impede an employee’s access to health care, so early and timely processing of Spring 2024 jobs to HRS is critical to ensuring continuity of benefits for employees.

Please see Benefits Restoration/Reinstatement for further information.

Reminders:

Personal Data of New Employees

Always include personal data of new employees when making JEMS Hire entries or completing a Hire form. Personal data such as gender, birth date, home address, Social Security Number, etc., is necessary for benefits enrollment and, when missing, can cause discrepancies with Employee Trust Funds (ETF) and subsequently delay the enrollment.

Foreign National Employees and Glacier

When making an entry for any Student Assistant employee who is a foreign national, check the ‘Foreign National’ box on the Person tab in JEMS. [Note: This does not apply to Permanent Residents or U.S. citizens.] The Foreign National box in JEMS triggers a process to notify the employee with instructions for creating a Glacier account. Glacier is an on-line tax-compliance system that is used to determine both the tax residency status of foreign nationals and to ensure proper taxation of salary, wage and non-service payments.

Criminal Background Check

An employee who is BRAND NEW to the university may require a criminal background check. When completing JEMS- Hire entries for any BRAND NEW employee:

1. Always include an email address for the employee;
2. In the comments section, include a note if the employee has lived outside the United States at any time during the past seven years.

This information is needed for the criminal background check process.

To ensure that we have sufficient processing time to maintain the employees’ continuity of benefits, we ask that all of your Spring 2024 jobs be Department-Approved in JEMS- Hire or entered in JEMS Multi Hire [for Decentralized and Centralized with Delegations (C+) Departments] or submitted in your Spring 2024 Jobs Excel document (for Centralized Departments) by Friday, 12/01/23.

If you have questions, please contact ChoonYee HO-JONAS.