HR - Rehiring an Employee

This guide will walk you through the steps of rehiring an employee in HRS for all campuses, except UW-Madison (JEMS). A rehire is used when an employee has a termination row on Job Data and is being rehired into the same or different job throughout the UW System.

  • This document does not apply to UW-Madison and is intended for users from other UW campuses. UW-Madison users should refer to documentation intended for their campus.

Consideration: If the rehire is University Staff Ongoing (Classified Permanent CP) or University Staff Project - FT Finite (Classified Project CJ) with previous CP service you may have to update the Adjusted Continuous Service Date (ACSD)> The ACSD is updated on Modify a Person. (KB 19961 - UW Personal - Adjust Continuous Service Date)

Before you begin, note that, depending upon the Empl Class of the rehire, you may have to review the Adjusted Continuous Service Date, determine the correct date and enter if it needs to be changed on Person Data. ACSD is required for all University Staff Ongoing (Classified Permanent CP) and some University Staff Project - FT Finite (Classified Project CJ) (if they have previous CP service).

NOTE: If the employee has a terminated Empl Record, users should rehire the employee on the lowest Empl Record instead of adding new Employment Instances.

Upon logging into HRS:

  1. Go to Workforce Administration > Job Data
  2. Click in the Empl_ID field and enter the Employee ID Number.
  3. Click the Search button.

    Job data search screen

  4. Search Result list

  5. On the lowest terminated Employment Record (Empl_Rcd) Click the plus sign next to Go To Row to Add a new row.
  6. Click in the Effective Date field. The date will default to today's date - change the Effective Date to the Date of Rehire.

    Work location tab 1

  7. From the Action list, choose the Action of  Rehire.

    Work location tab 2

  8. From the Reason list, choose the Reason for the Rehire. (For example, select Original/New Hire.)  Note: If the employee is not being hired into an ongoing appointment, you will need to enter an Expected Job End Date. (This data is required for some Continuities: 02A, 02B, 02C, 05A, 05B).

    Work location tab 3

  9. Enter or Look up the Position number if applicable. Note: If you are hiring into a Job (without a Position), you will need to complete the Company, Business Unit, Department and Location.

NOTE: If the Position number is being reused for the employee's Rehire, click the Override Position Data button to refresh any information  that may have changed on the position in between termination and rehire. Lastly, click the Use Position Data button to re-link the Position to the Job. (For example, if a department change occurred on the Position while the employee was Terminated, the change from Position may not flow to the Job; and it can cause issues downstream if an old department (for example) has since been inactivated.)

     9. Click on the Job Information tab. On the Job Information tab verify the Job Information has auto-populated correctly from the selected Position number.  

NOTE: If you are not hiring using a position the process is a bit different, refer to KB 16800 - HR - Hire Employee into a Job

     10. Job Data: Job Labor Tab

  • All fields default if applicable. Verify that all values have defaulted correctly based on the job code entered.

     11. Job Data: Payroll Tab

     12. Job Data: Salary Plan Tab

  • All fields default if applicable. Verify that all values have defaulted correctly based on the Job Code selected.

     13. Job Data: Compensation Tab (See Screenshot Below)

a)  Click the Default Pay Components button. This will default the Rate Code and the bottom Frequency, when the employee is initially hired.  For monthly employees, this also calculates the top compensation rate correctly based on FTE. 

b)  Verify the correct Rate Code populated based upon the employee's Pay Basis, reference HR - Comp Rate Frequency Overview .

c)  Enter the Comp Rate.

d)  Verify that the bottom Frequency populated correctly (reference HR - Comp Rate Frequency Overview).

e)  Verify or edit the top Frequency. The top Frequency will populate correctly for employees with a Rate Code of NAHRLY, however all employees with a Rate Code of NAANNL will need to be changed to either 9M or M based upon the employee's pay basis. (reference HR - Comp Rate Frequency Overview).

f)  Click the Calculate Compensation button.

g)  Verify the Compensation Rate (in the top Compensation section) is correct.

Comp tab

          14. Click on the UW Custom tab. 

    NOTE: If you are not hiring using a position the process is a bit different, refer to KB 16800 - HR - Hire Employee into a Job

    • Review Continuity Status information defaulted correctly from Position. For a list of Continuity Code definitions refer to KB 16903
    • Probation: Probation Type and Probation End Date: Choose the correct probation type and fill in the probation end date. If there is not probation for the employee, you must choose "Not Required" as the value.
    • Under the Min: If the employee is an LTE and they are being hired under minimum for their salary range, check the Under Min box.
    • Working Title: Official title will default, however a working title should be entered if applicable. The working Title is often used for student positions to help them choose the correct job when completing their timesheet.
    • Position of Trust and Last Date Checked: If this job is a position of trust choose 'yes' and enter the date of the most recent criminal background check. KB 29841

    UW Custom Tab

          15. Click on the UW Benefits tab.

    • Enter the WRS State Service and Local Service if known.  If not known, you may leave blank and a batch process that runs nightly will make a call to the ETF One Net system to determine if the employee exists in their system.  If the employee has prior service, they will be written to the New Hire Hold Report.  Review HR - WED - UW_HR_NEW_HIRE_HOLD for information on how to remove an employee from this report.
    • Enter the Benefit Service Date - this is the date the employee first became eligible for the WRS.  Please note that this date will default to the date of Hire or Rehire.
    • Enter Yes or No value in the Service Prior to July 1, 2011 field.
    • If the employee is a Rehired Annuitant, choose the appropriate value from the drop down menu on the Rehired Annuitant field based on if the employee retired pre or post 7/1/2013, and whether the employee is required to re-enroll in the WRS or has another option.
    • If the employee is a professor in their first year of Visiting From Another Institution, indicate this with a Yes value in this field.
    • Employees who are required to work out of state for their employment should have a Yes value indicated in the Work Out of State Required field.
    • In the Health Rate field, indicate if the employee should get the Full Employer Share of the premium for health insurance or pay the Less Than Half Time Rate.

    16. Click the Employment Data link.

    Employment Info tab - CBC

    • If applicable, enter the Criminal Background Check Date. Click the Criminal Background Check Date field. See KB 29841

          17. Click Save.

    Keywords:HR, Human Resources, Rehire, Position, Job, training, SH, AS, Grad, Grad Student, CP, CJ, LTE, LI, FA, Student Help, Academic Staff, Classified, Project, Permanent, Faculty, Limited, Job Data, Hire, hire rehire   Doc ID:16659
    Owner:Tami E.Group:Human Resource System (HRS)
    Created:2011-01-25 19:00 CDTUpdated:2016-10-04 07:24 CDT
    Sites:Human Resource System (HRS)
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