HR - Add a Concurrent Job (Non-Madison)

This document describes how to add an a Concurrent Job by creating an Employment Instance.

  • 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.
Procedure At-A-Glance
Category: HR - Maintain Workforce
Audience: Campus HR Administrators
Overarching Process: Hire/Rehire
Navigation:  Workforce Administration > Personal Information > Organizational Relationship > New Employment Instance
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General Description:

Employees can hold multiple jobs within the UW system. For hires that do not require Positions (such as Classified LTEs, Student Hourlies and OT1-OT6 Employee Classes) the Job Data tabs require more detailed information to be included before the hire may be considered complete.

Process Considerations

  • If the employee has an Empl Rcd that is terminated, you will rehire the employee into the lowest inactive Employee Record for their concurrent job (HR - Rehiring an Employee)
    • If rehiring, the process below will be the same starting from the Work Location tab in Job Data
  • The HR Indicator must be reflected accurately on each job (HR - Updating HR Primary Indicator )
  • If the Health Rate changes because of the second job (due to accumulated FTE), the value must also be reflected on the first job
  • Consult with a Benefits Administrator to determine if the employee's second job has an impact on Benefits Eligibility

Procedure Steps:  Adding Multiple / Concurrent Jobs for an Employee

Workforce Administration>Personal Information> Organizational Relationship> New Employment Instance

Workforce Administration>Job Information> Add Employment Instance

1. Enter Empl ID
2. Click the tab key; note the Empl Rcd Nbr advances to the next available number.
3. Click the  Add Relationship link. 
Add Emp Inst 6

4. Continue with completion of Job Data pages by following KB HR - Hire Employee into a Job without a Position (Non-Madison); if hiring into a Position you may need to create the Position by following HR - Create a Position in HRS (Non-Madison) .

    5. On the Work location Tab, enter an Effective Date, click the Calculate Status and Dates Button if the button appears, then choose the appropriate Action and Action Reason codes.  Verify that the Job Indicator is set to the appropriate setting (Primary or Secondary).  Enter an Expected Job End Date (EJED), if applicable (required on continuities 02A, 02B, 02C, 05A, 05B).

    • Enter the Position Number if applicable.

    Note: When you tab out of the Position Number field, the job attributes associated to the position will automatically populate. 

    Add Emp Inst 5

    6. On the Job Information Tab, verify and update Job Information that has been auto-populated by the entry of a Position number; or, if there is no Position, enter the Job Code, Empl Class, Pay Basis, Standard Hours, FLSA Status (click on the USA Flag to reveal section on the page) and other data as appropriate.

    7. On the Job Labor Tab, values will default from either the Position number or the values entered on Work Location and Job Information tabs.

    8. On the Payroll Tab, values will default from Position or the values entered on the Work Location and Job Information tabs.

    9. On the Salary Plan Tab, values will default from Position or the values entered on the Work Location and Job Information tabs.

    10. On the Compensation Tab, select the appropriate Comp Rate Code, Hourly or Salary amount and Pay Frequency. Then click on the "Calculate Compensation" button.  Review to ensure the calculated amounts and the Top Frequency are accurate.

    11. On the UW Custom Tab, review the employee's Continuity Code, enter a Probation Type and Probation End Date if appropriate, verify Rate Exceptions, enter the Working Title, External Systems, Encumbrances, and update any other information as appropriate.

    12. On the UW Benefits Tab, complete:

    • Prior WRS State and Prior Local Service: This data can be found by looking up the person in the ETF One Net system.  If left blank, an overnight processes will populate zeros for any employee who is not in the ETF One Net system.  If the employee exists in ETF's system, they will fall to the New Hire Hold Report requiring a manual look-up and entry.  For more information on these fields, reference 17694.
    • Benefit Service Date: This data can be found by looking up the person in the ETF One Net system.  This should be equal to the date the employee became eligible for the WRS regardless of employer. 
    • Rehired Annuitant Status: Indicate whether this employee is a rehired annuitant (would be indicated accurately on their other active Empl Rcd).
    • Visiting from Other Institution: Indicate whether the employee is visiting from another institution that is outside the UW. If they are not visiting from another institution, leave the field blank. If they are visiting from another institution (e.g., Ohio State) select the yes value.
    • Work Out of State Required: Indicate whether the employee is obligated to work out of state, otherwise, leave the default value of No. 
    • Health Rate: Indicate whether the employee is subject to the Less Than Half Time Rate or is eligible to receive the Full Employer Share of the Health Insurance premium (it will default to Full Share Rate) based on accumulated FTE

    13. Via the Employment data link, add the Criminal Background Check data as appropriate and verify that all other dates are accurate.

    14. Click Save to save the new Job Record.

    15. Be sure to update any Person Data information if necessary by following HR - Maintain Employee Data - Biographical Details .

    16. After adding the second job to the employee, ensure to follow-up on any process considerations on the first job which include:

    • Updating the HR Job Indicator (job aid below)
    • Updating the Health Rate field
    • Consulting with a Benefits Administrator

    Related Policies, Job Aids and Forms

    Related Policies

    • FTE Policy (BN Eligibility - Health Rate)

    Related Job Aids

    Related Forms

    • N/A

    Keywords:Employment Instance, Concurrent Job, Concurrent Position, POI, Hire, Person of Interest, Multiple Jobs   Doc ID:17121
    Owner:Tami E.Group:Human Resource System (HRS)
    Created:2011-02-28 19:00 CDTUpdated:2016-06-24 09:36 CDT
    Sites:Human Resource System (HRS)
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