HR - Student Help - Hire a Person/Create an Empl Record

After a Person has been identified to fill a Job and the person record is created or already exists in HRS, the user must complete the hire process. This will include an action of Hire, Add Employment Instance, Transfer, or Rehire.

Procedure At-a-Glance

Category: HRS HR – Student Help – Hire a Person/Create an Empl Record
Audience: HR staff, Divisional HR representatives, Campus Department Users hiring student workers
Overarching Process: HRS HR Student Help
Navigation: Workforce Administration > Job Information > Job Data – Student Help ONLY
Jump to Procedure Steps (below)
Hire a Student Steps (below)
Add an Employment Instance – Student Help Only Steps (below)
Transfer a Student (Rare) Steps (below)
Jump to Related Policies/Job Aids (below)

General Description:

There are different ways to activate a Student Worker appointment. Depending on security roles, using either HR Update or SH Update, the following activation actions can occur:

  1. Hire a Student
  2. Add an Employment Instance
  3. Transfer a Student
The Job data for a hire contains the specific details of the hire into a position including the effective date, action/action reason, compensation. An employee may have multiple concurrent jobs and would involve adding additional employment instances for additional jobs.

Process Inputs:

  1. Student Hire form
  2. Student Payroll Forms: I-9, W-4, Direct Deposit
  3. Selective Service Forms (if applicable)
  4. International Tax Forms (if applicable)

Process Outputs:

  1. Student Hired
  2. Additional Employment Record Added
  3. Student Transferred

Process Considerations:

  • Multiple jobs
  • Primary vs. Secondary Job
  • Expected End date

Procedure Steps

To perform this procedure, please follow these steps:

Hire a Student

If a Student Hire is new to HRS and is not found in Search / Match, follow the steps in HR - Student Help - Add a Person to add them.

  1. Click Employee check box on the Organizational Relationship page

  2. Click Add the Relationship button.

    SH-Hire1.png

  3. Complete fields on Work Location Tab.
    • Effective Date (This is the first day of employment)
    • Action should be of Hire
    • Select Action Reason of Original/New Hire
    • Expected Job end Date (if applicable)
    • Click magnifyingglass.png to list the Company and select "UWS"
    • Click magnifyingglass.png to list the Business Unit and select the appropriate Campus.
    • Click magnifyingglass.png to list the Department
    • Click magnifyingglass.png to list the Location
    • The Establishment ID will default based on the selected location.
    1. CompleteJobDataPages1.png

  4. Complete fields on Job Information Tab.
    • Click magnifyingglass.png to list the Job Codes. Select appropriate Student Help Job code (only 94870, 94871, 94872, 94873, 94874 are valid. Check with your HR department to confirm which value(s) your campus is using.)


    • Empl class defaults to SH. This is the only valid option that can be used on this page.
    • Full/Part time field as PT
    • Click the drop down on the Pay Basis field and select Hourly or Lump
    • Standard Hours should default to 0.01
    • FTE should default to 0.000250

    CompleteJobDataPages4.png

  5. Complete fields on Compensation Tab. (see KB 25233)
    • Click the Default Pay Components button. The Frequency (top) will default to H, Rate Code will default to NAHRLY and Frequency (bottom) to H
    • Click Calculate Compensation button
    • Enter compensation amount in Comp Rate field. If this is Lump pay basis, leave this field blank.

    SH-Hire6.png

  6. Complete fields on UW Custom Tab.
    • Continuity select "N" for None
    • Probation select Not Required
    • Working Title – update as appropriate – this value will be displayed for Time Entry.
      • NOTE: Make the working title descriptive enough so the student can select the correct job when entering time. The working title is the title that is displayed in Time and Labor so the student can select the correct job to record time.
    • Encumbrances data is not needed for Student Help and may be left blank.

    UW Custom tab

  7. Click OK button.


End of Procedure.

Add an Employment Instance – Student Help Only

If the person already exists in HRS with no Empl Record (without any Job Information) OR if a concurrent Job is being added see:

HR - Student Help - Add an Employment Instance

Transfer a Student (rare)

If the action is to transfer to a new job navigate to: Workforce Administration > Job Information > Job Data Student Help ONLY

  1. Select the Empl ID, click on SEARCH

    SH-Transfer1.png

  2. Select the correct EmplID and empl record to transfer
  3. On the Work Location tab, add a row and enter the Effective Date field based on the employee's start date.

  4. Select an action of Transfer and an appropriate Action Reason.

    SH-Transfer2.png

  5. If the employee has no other active Job and has a termination row, select an action of "REHIRE" and the appropriate action/reason.
  6. When the new row is added, the values from the previous row are carried forward. Review and update the pages in order to complete the hire.

  7. Complete fields on Job Information Tab.
    1. Click magnifyingglass.png to list the Job Codes. Select appropriate Student Help Job code (only 94870, 94871, and 94872 are valid. Check with your HR department to confirm which value(s) your campus is using.)

      SH-Hire3.png

    2. Empl class defaults to SH. This is the only valid option that can be used on this page.
    3. Full/Part Time field as PT
    4. Click the drop down on the Pay Basis field and select Hourly
    5. Standard Hours should default to 0.01
    6. FTE should default to 0.000250

      CompleteJobDataPages4.png

  8. Complete fields on Compensation Tab. (see KB 25233)
    1. Click the Default Pay Components button. The Frequency (top) will default to H, Rate Code will default to NAHRLY and Frequency (bottom) to H
    2. Enter compensation amount in Comp Rate field
    3. Click Calculate Compensation button

      SH-Hire6.png

  9. Complete fields on UW Custom Tab.
    1. Continuity select "N" for None
    2. Probation select Not Required
    3. Working Title – update as appropriate – this value will be displayed for Time Entry.
      • NOTE: Make the working title descriptive enough so the student can select the correct job when entering time. The working title is the title that is displayed in Time and Labor so the student can select the correct job to record time.
    4. Encumbrances data is not needed for Student Help and may be left blank.
    UW Custom tab
    1. Click OK button.


    End of Procedure.

    Related Policies

    Related Jobaids:

    Related Forms:




    Keywords:hire student worker expected end date search match action visa Add Employment Instance SH Only transfer rehire lump sum   Doc ID:17069
    Owner:Tami E.Group:Human Resource System (HRS)
    Created:2011-02-25 18:00 CSTUpdated:2016-12-30 14:07 CST
    Sites:Human Resource System (HRS)
    Feedback:  0   0