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JEMS Hire - Appointment without PVL/Waiver
This knowledge base document provides instructions on how to complete hiring transactions in JEMS Hire for appointments that do not require open recruitment or a PVL waiver (e.g., SA, ET, OT).
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Procedure At–a–Glance
Category: Student Assistants (SA), Post Degree Training (ET), Other (OT) AppointmentsAudience: Department and Division staff who enter appointments.
Overarching Process: Hiring into SA, ET, OT appointments
Navigation: Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)
General Description:
This knowledgebase document provides instructions on how to complete hiring transactions in JEMS Hire for appointments that do not require open recruitment or a PVL waiver (e.g., SA, ET, OT).
Procedure Steps
Main Menu
| Step | Instructions |
|---|---|
| 1 | Access the JEMS Hire main menu |
| 2 | Click on the Hire/Transfer button |
Find/Add Hire Tab
| Step | Instructions |
|---|---|
| 1 | Use the Search function to verify if the person being hired already has an HRS record using the Empl ID, employee's name, or SSN# |
| 2 | Click Search (the search function will search the EPM and HRS databases) |
| 3 | If the person is found, select the box next to the person you would like to use (you may need to review information in HRS > UW Multiple Jobs Summary) |
| 4 | Select the Recruitment Type - No Associated PVL/Waiver |
| 5 | Click the Add Hire button |
Person Information
| Field | Description/Instructions |
|---|---|
| Empl ID | The Empl ID will automatically populate if the person was found (HRS, EPM). |
| Person Effective Date* | This date must be before or equal to the hire date of the first job |
| Waived Person | Not Applicable for appointments without PVL or Waiver |
| 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 Group | Select the ethnic group (optional) |
| Adj Cont Service Date | Enter the adjusted continuous service date. Refer to the Continuous Service policy for more details: Continuous Service policy. |
| National ID/Social Security Number (SSN) | Enter 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 33384 |
| Foreign National | If the person is a foreign national, review their visa page in HRS (KB 16745). If the visa type is not entered in HRS, check the “Foreign National” box during JEMS hire. This will populate the HRS visa page and prompt the creation of a Glacier account. Foreign nationals on UW payroll must have a Glacier account and enter their immigration information. A higher tax rate will be applied if the relevant information is not added to HRS, and the Glacier account completed by the employee. If the HRS visa page is already populated with a visa type, leave the “Foreign National” box unchecked. |
| 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 Information Tab
| Field | Description/Instructions |
|---|---|
| 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 click the Save/Close button.
Position Information Tab
| Field | Description/Instructions |
|---|---|
| Position Effective Date* | This date should be on or before the Hire Date. |
| 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* | Enter in the appropriate employment classification. AS = Academic Staff – the titles should be one of the following:
ET1= Research Associate ET2 = Misc No Withholding ET3 = Misc With Withholding ET4 = Grad Intern/Trainee SA1 = Fellow, Scholar, Trainee SA2 = Research Assistant (RA) SA3 = Teaching Assistant (TA) SA4 = Undergrad Asst SA5 = Program/Project/Grad Assistant OT1 = Ad Hoc Program Specialist OT2 = Zero Dollar Conc/Teaching Supervisor OT4 = Honorary Assoc/Fellow Please refer to HRS KB 15813 for more information regarding Employee Classifications (Empl Class). |
| Job Code* | Title Code (Select from drop-down list) |
| FTE* | Enter the appropriate FTE value. |
| HR Dept Location* | The building location of the appointing department HR office. |
| Back-Up for Limited Appointee | Only change to YES if this is a concurrent backup appointment to accompany a Limited Appointee hire. |
| FLSA Status | Select exempt or non-exempt for paid appointments |
| Reports To* | Enter the supervisor's Empl ID. Click on the magnifying glass to select the correct Job/Position Number of the supervisor. |
| Continuity* | Select the correct continuity based on the appointment start/end dates. Please see KB 16903 for more information. |
| Job Security | Not Applicable |
| Guaranteed Length | Not Applicable |
Job Tab
| Field | Description/Instructions |
|---|---|
| Hire Type* | A review of HRS > UW Multiple Jobs Summary is necessary to select the correct hiring action: Hire - The person does not have an active appointment, or this job will be a concurrent position Transfer - The person has an active appointment in HRS that will end when this appointment begins |
| Empl Rcd# | If the hire type is 'Hire,' leave this field blank and the Empl Record will be automatically generated when the appointment is successfully 'pushed' into HRS. If the hire type is 'Transfer,' click the magnifying glass to select the correct Empl Record # for this hire to be entered on in HRS |
| Action | Defaults to "HIRE". No entry is needed |
| Action Reason | Click the magnifying glass to select the appropriate Action Reason. |
| Effective Date* | Start Date of the Job |
| Business Title | Enter the Business Title of the position (if applicable) |
| Expected Job End Date | Required for Fixed-Term terminal appointment |
| Criminal Background Check (CBC Date) | Enter the date the Criminal Background Check is completed. Refer to the Criminal Background Check policy for more information. |
| Position of Trust | Enter Value that is appropriate for the position. Refer to the Criminal Background Check policy for information about Positions of Trust. |
| Probation Type | Not Applicable |
| Probation End Date | Leave blank |
| Seasonal Status | Blank or from 5 months to 11 months |
| Additional Pay / Lump Sum | If this appointment is paid on a Lump Sum basis, enter the lump sum amount |
| Salary Threshold Exemption | If applicable, select the correct FLSA salary threshold exemption |
| Pay Basis* | Select the Pay Basis. To learn more about Pay Basis, refer to HRS KB 29426 or Pay Group Descriptions KB 29890 |
| Comp Rate* | Enter the salary amount. |
Benefits Tab
| Field | Description/Instructions |
|---|---|
| Rehired Annuitant |
Select the appropriate option
|
| Visiting from Other Institution |
This is only applicable to the following six job titles. Employees in these positions are eligible for WRS if they are not on LOA from another institution while the opposite exists for employees that are on LOA.
|
| Work Out of State Required |
Yes = The employee is eligible for the standard out-of-state rate because the job REQUIRES living out of state
No = The employee is NOT eligible for the standard out-of-state rate because the job DOES NOT require living out of state
|
| Eligible for Full Employer Contribution |
This field will drive the full or part-time health insurance rate
Full-time = Employee is .5 or greater FTE. The employee will receive the 50% or greater (full) employer contribution towards health insurance
Part-time = Employee is less than .5 FTE. The employee will receive the less than 50% employer contribution towards health insurance
|
Once complete, click <Submit>, then <Approve> from the Actions menu. The division-level approver must review the transaction and click <send to HRS>. Data is sent from JEMS to HRS every 30 minutes on the hour and half hour.
Related Policies
- UW Madison HR polices
- Criminal Background Checks HR Policy
- University Staff Probation Policy
- Academic Staff Probation Policy
- Academic Staff Job Security
Related Job Aids
- Talent Acquisition Toolkits
- How to Determine the Effective Date for a Hire
- Recruitment Waiver Reasons
Related HRS Knowledge Base Documents
- HR -View UW Multiple Jobs Summary for an Employee (KB 29424)
- HR - FTE to Standard Hours Conversion Table (KB 18202)
- PY - Pay Basis Descriptions (KB 29426)
- HR - Empl Class Overview (KB 15813)
- HR - Add Visa Data (KB 16745)
- HR Continuity Status Overview (KB 16903)