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 Appointments
Audience: Department and Division staff who enter appointments.
Overarching Process: Hiring into a Zero Dollar, Back-up, or Lump Sum Payment Appointments.
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).

  • Click the My New Hire Basket button to see transactions requiring review and processing.
  • Exit out of the system

Find/Add Hire Tab

The first screen that will appear is the Find/Add Hire Tab. Use the steps below to complete this tab.


  1. Fill in one or more of the fields (Empl ID, Name, SSN#) in the top search section.
  2. Click the Search button to search the system (searching in JEMS uses information from IADS, EPM and HRS).
  3. Check the Select box next to the person you would like to use (Review HRS - UW Multiple Jobs Summary to select correct person).
  4. Add in the "Recruitment Type", No Associate PVL/Waiver
  5. Click Add Hire button.

Person Tab 

Empl IDThe 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 PersonNot 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 GroupSelect 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 NationalIf 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


 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


 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 SecurityThis 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:

  • Multiple Year
  • Rolling Horizon
 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

 Hire Type*  Hire = The person does not have an active appointment, or this job will be an concurrent position
 Empl Rcd# Leave BlankThe 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



 Rehired Annuitant

Not applicable

 Visiting from Other Institution

Not applicable

 Work Out of State Required
Not applicable
 Eligible for Full Employer ContributionNot 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.


  1. To add a contact, click the Add Contact button to open up the entry fields in the bottom portion of the screen
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
 AddressAddress 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.


 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

Related HRS Knowledge Base Documents

Related Misc

Keywords:hire,limited,back up appointment,backup appointment,zero $,0$,find/add hire tab,person tab, person contact tab,position tab,job tab,benefits tab,HR contact tab,comment tab,status history tab, JEMS hire rehire   Doc ID:17332
Owner:Sheryl F.Group:HR Communities of Practice
Created:2011-03-16 18:00 CSTUpdated:2020-07-08 07:40 CST
Sites:HR Communities of Practice, Human Resource System (HRS), UW–Shared Services
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