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JEMS Hire - Hiring Appointments with a PVL Waiver
Process for entering appointments associated with a PVL Waiver.
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Procedure At a Glance
Category: Appointments with a JEMS PVL WaiverAudience: Department and Division staff who enter appointments.
Overarching Process: Hiring appointments with a PVL or Waiver
Navigation:
Jump to Procedure Steps (below)
Jump to Additional Resources (below)
General Description
This knowledge base document provides instructions on how to complete the hiring transaction for approved JEMS PVL Waivers. Before reading this KB, you should review KB document 38920.
Procedure Steps
| Step | Instructions |
|---|---|
| 1 | Access the JEMS Hire main menu |
| 2 | Click on the Hire/Transfer button |
Find/Add Hire
The Find/Add Hire tab will appear. This page is used to search for existing employees and to indicate the PVL/Waiver.
| Step | Instructions |
|---|---|
| 1 | Search for possible existing employees by Empl ID, name, or SSN# |
| 2 | Click the Search button (this function searches IADS, EPM, and HRS). |
| 3 | Check the select box next to the person you would like to use (may need to review information in UW Multiple Jobs Summary in HRS) |
| 4 | Select the recruitment type - hire based on PVL/Waiver |
| 5 | Click the Add Hire button |
Person Information
If the Waiver had only one Hire associated with it, that person's First and Last Name and SSN will automatically get pulled into the appropriate fields on the Person tab. If more than one hire is associated with the Waiver, pressing the <Waived Person> button will present you will a list of the Hires associated with the Waiver.
- Click the Waived Person button if there is more than one person who was selected.
- Click on the select button of the person you are complete the transaction for.
| Field | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Empl ID | The 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 Person | Not Applicable for JEMS Hire with a PVL - New to System |
| 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) |
| 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 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
| 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 then click the Save/Close button.
Position Information
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Position Effective Date* | If there is a PVL, this field will automatically populate with the PVL released date If there is a waiver, this field will automatically populate with the PVL Waiver approved date |
| Position Number | Number is automatically generated when the transaction is successfully 'pushed' into HRS |
| Department * | Appointing Department (UDDS). Must be a valid UDDS If there is PVL or Waiver, it must match one of the UDDS on the PVL |
| Empl Class* | The employment type will automatically pull in from the PVL and TREMS transaction. See HRS KB 15813 for more information regarding Empl. Class. |
| Job Code* | Title Code (Select from drop-down list, if unsure which one to choose, check the PVL) |
| FTE* | Enter the appropriate FTE value if the PVL has a range. Otherwise, it will be automatically populated from the PVL |
| 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) |
| Reports To* | Enter the supervisor's Empl ID. Click on the magnifying glass to select the correct Job/Position Number of the supervisor. |
| 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 Security | This 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:
|
| 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
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Hire Type* | Hire = The person does not have an active appointment, or this job will be a concurrent position Transfer = If there is an active appointment the employee will be transferring from |
| Empl Rcd# | Leave Blank = If the employee is not a previous UW Employee in HRS. In this instance, the Empl Record will automatically generate when the appointment is successfully 'pushed' into HRS. Enter in an Empl Record# = If there is an employee record that the employee will be transferring from or there is a terminated Empl Record # in HRS (If there is more than one terminated Empl Record, enter in the lowest number). |
| Action | Defaults based on the hire type field |
| Action Reason | Defaults based on the hire type field |
| 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. Refer to the OHR HR policies for information regarding the Criminal Background Check |
| 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 | Enter Probation type, if applicable. Evaluation Period - for AS appointment CHS (Collateral Faculty) – for D02NN, D04NN, D03NN Not Required - for FA appointments Probationary Period - Used for non-FA/AS/LI appointments |
| 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 on a Lump Sum basis, enter the lump sum amount (if a lump sum amount is entered, make sure the pay basis field reflects this). |
| Pay Basis* | The Pay Basis will automatically transfer from the PVL to this screen. To learn more about Pay Basis, refer to HRS KB 29426 or Pay Group Descriptions 29890 |
| Comp Rate* | Enter the salary amount. The amount has to be within the range entered in the PVL |
Benefits
| FIELD | DESCRIPTION / INSTRUCTIONS |
|---|---|
| Rehired Annuitant |
Former state or local WRS participants that receive a WRS annuity are exempt from receiving UW benefits regardless if their position qualifies
|
| Visiting from Other Institution | Not applicable. This field is required only for Academic Staff with Visiting title |
| 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 = The employee will receive the 50% or greater (full) employer contribution towards health insurance
Part-time = The employee will receive the less than 50% employer contribution towards health insurance
|
Additional Resources
Related Policies
- UW Madison HR policies
- CBC 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)