HR - Student Template Hire - HR Approval (Manage Hires)

HR Staff Approval of Student Template Hires

Procedure At-a-Glance

Category: Student Worker Template Hire
Audience: HR Staff
Overarching Process: HRS – HR Student Template Hire.
Navigation: Workforce Administration > Personal Information > Manage Hires
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

General Instructions:

HR Representatives will receive potential Student Worker hire information through the Student Template Hire workflow from Campus Department Representatives. Prior to the hire approval, HR Staff will need to check EPM and HRS for potential matches before adding the person and hiring them into a Job. Depending on if the person is new or currently in EPM or in HRS determines if the action of the HR Representative is Add New Person / Hire OR Add an Employment Instance OR Rehire.

HR Staff will also review all Personal and Hiring/Job Data and correct, if necessary. HR Staff will have the ability to deny/reject hires. These will appear on the Student Template Hire Status that the Campus Department Representatives will be monitoring.

Process Inputs:

  • Submission of Template Hire from Campus Department Representatives
  • Student Payroll Forms (I-9, W-4, Direct Deposit, Selective Service)

Process Outputs:

  • Student Worker Hired
  • Add Funding in Commit Accounting
  • Add Supervisor and Supervisor Backup
  • Add time entry

Process Considerations:

Access the Manage Hire pages will require a separate security role. If the hiring forms are available, search EPM for an existing employee ID first. HR - Search for Existing Person in EPM. If a matching employee ID is found go to HR - Student Help - Add an Employment Instance to add a concurrent job.


If a Student Worker is processed in Manage Hires and a MATCH  is found you should CANCEL the transaction in Manage Hires and go to Job Data and evaluate if Empl Record(s) exist and determine steps to either:

  1. Use the Emp Record available (if HR Status = Inactive due to Termination row); and REHIRE OR
  2. Add an Employment Instance to create a new Emp Record

Based on your Security Access the following Job Aid may be helpful:

HR - Student Help - Add an Employment Instance   

Procedure Steps

To perform this procedure, please follow these steps:

Navigation: Workforce Administration > Personal Information > Manage Hires

  1. Enter a date range into the two date fields

    Enter date range

  2. Click the Refresh button
  3. A list of students submitted to HR for approval will appear.

    Hire Transactions are ready to be processed

  4. To begin approval process click on the name of the student
  5. Click the Search for Matching Persons link

    Search for Matching Persons

  6. A list of possible matches will appear. If no match is found click the link Not a Match – Continue with Hire

    Select Not a Match-Continue with Hire if no match is found

  7. If no match is found, click the Add Person button.

    Click Add Person if no match is found

  8. Using the forms submitted by the Campus Department Representative, verify the data fields in PS for Personal Data:

    1. Verify Biographical Details Tab

      Biographical Detail

    2. Verify Contact Information Tab

      Contact Information

    3. Verify Regional Tab

      Regional Information

    4. Verify UW Personal Tab

      UW Personal

  9. On the Organizational Relationship Tab, click the check box for Employee.

    Select Employee and click Add the Relationship button

  10. Click the Add the Relationship button
  11. Verify the data fields submitted by the Campus Department Representative in PS for Job:

    1. Work Location Tab

      Work Location Information

    2. Job Information Tab

      Job Information

    3. Payroll Tab

      Payroll Information

    4. Salary Plan Tab

      Salary Plan

    5. Compensation Tab

      Compensation Information

    6. UW Custom Tab

      UW Custom

    7. UW Benefits Tab

      UW Benefits

  12. Click the OK button to Save
  13. Review the Manage Hire page to see if person hired has been removed from the waiting for approval page

  14. To REJECT a submitted Person, click the check box on the Manage Hire page
  15. Click the Cancel Selected Transaction button

    Click Cancel Selected Transaction

  16. To review Manage Hires errors, click the drop down for *Select Transactions Where: and select Status

    Manage Hire Errors

  17. Then select Error from the *Equals: drop down list to only view transactions with the status of “Error”. Click the Refresh button.

    Manage Hire Errors

  18. Click on the Select All button at the bottom of the screen. This will enter a check in all the check boxes shown.

    Manage Hire Errors

  19. Then click the Cancel Selected Transactions Button. You will receive the message shown below:

    Manage Hire Errors

  20. Click the OK button to return back to the Manage Hires page. The records in error are removed from Manage Hire.

    Manage Hire Errors

  21. To limit the selection further to delete a single transaction, change the effective date so that it is unique from the other transactions.

  22. The date range selected below, 08/08/2011 to 08/08/2011 lists two transactions. Only one transaction, Daniella Jump, is to be canceled.

    Manage Hire CleanUp

  23. Click on the name Daniella Jump to open the Manage Hire Details page

    Manage Hire CleanUp

  24. Select a date that is unique so that only this record will show up when you filter by date. In this case, 08/07/2011 is selected. Tab out of the field.

    Manage Hire CleanUp

  25. Click on the View/Edit Person link.

    Manage Hire CleanUp

  26. No changes are made to the person record. Click on the Return to Manage Hires link at the bottom of this page.

    Manage Hire CleanUp

  27. Notice that the effective date (Start Date) on the Manage Hire Details is now 08/07/2011. Click on the Return to Manage Hires.

    Manage Hire CleanUp

  28. The Manage Hires page returns to the default view.

    Manage Hire CleanUp

  29. Select the date range for the transactions to be canceled. In this example, 08/07/2011 to 08/07/2011 is selected.

    Manage Hire CleanUp

  30. Click Select All and then click Cancel Selected Transactions to remove these from the Manage Hires list.

  31. To correct a transaction with a status of error, go to Manage Hires and click on the erroneous transaction 

  32. Click 'View Errors' and you will then be taken to the list of errors.

  33. In this case the signature date is missing for the selective service. Click on 'Return to Manage Hires Details'.

  34. After returning to the Manage Hires page then click 'Add a Person'

  35. Go to the UW Personal Page and toggle between 'N/A' and 'Yes' under the 'Registered' drop down to unlock 'Signature Date' 

  36. Enter a signature date for Selective Service and click 'Save'

  37. Return to the 'Manage Hire' page and click 'Add a Job' button

  38. Add a job and then complete the hire

  39. Navigate back to the 'Manage Hires' page and the employee should no longer appear.


End of Procedure

Related Policies

  • N/A

Related Jobaids:

Related Forms:

Keywords:Student Hire Template Approval for HR representatives hourly workers error errors   Doc ID:16778
Owner:Tami E.Group:Human Resource System (HRS)
Created:2011-02-04 18:00 CSTUpdated:2016-11-21 14:53 CST
Sites:Human Resource System (HRS)
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