UWMSN - JEMS HIRE - Zero Dollar, Back-up Appointments or Lump Sum Payment

Process to enter zero dollar or back-up appointments, or lump sum payment.

  • This document applies only to UW-Madison. Users from other campuses should refer to documentation intended for their campuses.

Procedure At–a–Glance

Category: Zero Dollar, Back-up, or Lump Sum Payment Appointments
Audience: Department and Division staff who enter appointments.
Overarching Process: Hiring into a Zero Dollar, Back-up, or Lump Sum Payment Appointments.
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

General Description:

Hire Transaction in JEMS (Zero Dollar, Back–up Appointment or Lump Sum Payment)

Procedure Steps

General instructions and introductory remarks for JEMS Hire transactions can be found in KB-38920 (Exception: EMPL CLASS Student Assistants - SA).

To perform this procedure, please follow these steps:

Find/Add Hire


  1. Fill in one or more of the fields (Empl ID, Name, SSN#) in the top search section.
  2. Click the Search button to search the system (searching in JEMS uses information from IADS, EPM and HRS).
  3. Check the Select box next to the person you would like to use (May need to review information in HRS>UW Multiple Jobs Summary to know which person to use).
  4. Choose Recruitment Type - No Associated PVL/Waiver (for appt type ET, SA, OT, $0, Lump Sum and back–up appointments)
  5. Click Add Hire button.

Person Information


Title Description

If you select a person that has a prior appointment in UW System from the previous "FIND PERSON" tab, the Emplid will automatically populate.

If the person is new to UW System, the Emplid will be filled once the appointment is successfully pushed into HRS.

Person Effective Date Start Date of the Job
Waived Person Not Applicable
Name, First, Middle, Last & Suffix Enter the Person name


Date of Birth Enter Date of Birth
Gender Select from the dropdown list
Ethnic Group Select from the dropdown list
Selective Service Fields are Not Applicable 
National ID Social Security Number

Only SSN can be entered in this field and if a foreign national already has an ITIN, it must be entered directly into HRS.

Foreign National If person is a foreign national, review their visa page in HRS (KB 16745). If row(s) contain actual or dummy FNL visa types, do not change the default Foreign National checkbox setting in JEMS. However, if there is NO actual or dummy visa type in HRS, check “Foreign National” box during JEMS hire. This will populate the HRS visa screen and prompt the creation of a Glacier account. Foreign nationals on UW payroll must have a Glacier account and enter their immigration information into it so the UW can determine the correct amount and type of tax to withhold.
Foreign National Working Outside of US Click this box ONLY if all four conditions are met:  1) You are 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


Title Description
Release Home Information Release Home Information will default to NO unless the employee specifically requested otherwise.
Home & Office Addresses Click the Edit/View Address Detail button to add or edit the home and office address
Phone Information Enter the Person home and office phone number if available and check one as preferred.
Home Email Enter the Home email (NOT the office) address of the employee if available

Add/Modify Addresses


Add both Home and Office address and then click the Save/Close button.

Position Information


Title Description
Position Number

This number is automatically generated when the appointment is successfully pushed into HRS.

Position Effective Date Start Date of the Job
Department Select the Appointing Department (UDDS) from the dropdown list. Must be a valid UDDS.
Empl Class (Appointment Type) Select the appropriate Empl Class.
Job Code Title code (Select from dropdown list)
FTE Enter 0
HR Department Location The building location of the appointing department HR office
Back–up or Concurrent Position Only applies to a Back–up appointment to a Limited Position
Continuity Continuity status of the appointment:

01 = Ongoing

03 = Fixed Renewable

For Fixed term terminal appointment, please select from the following:

02A = Fixed Term for less than one semester or 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 or 6 months.

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 of 12 months

Job Security This field is used only for Fixed Term Renewable Academic Staff appointments with Job Security.

Leave BLANK if no Job Security.

In order to grant Job security the Continuity Status has to be 03 = Fixed Renewable. Then select one of the two:

  • Multiple Year
  • Rolling Horizon
Guaranteed Length This field is used only for a 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.



Title Description
Hire Type Hire = The person does not have an active appointment or when this job is an additional job to his/her current active job.
Empl rec #

For new employee without prior UW System employment: the number will be generated when the appointment is successfully pushed into HRS.

Action Defaults to "HIRE". No entry is needed.
Action Reason Defaults to "Original/New Hire". No entry is needed.
Effective Date Start Date of the Job
Working Title Enter the working title of the position.
Expected End Date For a fixed–term terminal and acting/interim position, enter the expected end date of the appointment.
Criminal Background Check Not Applicable
Position of Trust 

If there is a CBC date, then you have to select from the drop down list. These fields will track employees with access to vulnerable populations. http://www.ohr.wisc.edu/CriminalBackgroundCheck/CBCpolicywithattachments120213.pdf

Yes (UWMSN only-2 year review) = Employee has access to minors in a precollege camp*.

Yes (vulnerable-4 year review) = Employee holds position of trust with access to vulnerable population**.

Yes = But this position does not have access to vulnerable populations.

No = If there is no CBC status date mark it as "No".

*These employees will have a Criminal Background Check executed every two years.

**These employees will have a Criminal Background Check executed every four years. 

Probation Type Not applicable
Seasonal Status Blank or from 5 months to 11 months.
Additional Pay/Lump Sum If this appointment is paid in a Lump Sum basis, enter the lump sum amount.
Pay Basis Enter one of the following.

No Pay Basis

Comp Rate Not applicable



Title Description
Rehired Annuitant Not Applicable
Visiting from Other Institution Not Applicable
Work Out of State Required Not Applicable
Eligible for Full Time State Rate Not Applicable

See KB-38920 for instructions on how to complete the HR Contact Tab and for information regarding the Comments and Status History Tabs.

KB-38920 also contains information on the steps needed to submit the Hire data to HRS. 

Related Policies

  • N/A

Related Jobaids

  • N/A

Related Forms:

  • N/A

Keywords:hire,limited,back up appointment,backup appointment,zero $,0$,find/add hire tab,person tab, person contact tab,position tab,job tab,benefits tab,HR contact tab,comment tab,status history tab, JEMS hire rehire   Doc ID:17332
Owner:Joshua S.Group:HR Communities of Practice
Created:2011-03-16 19:00 CDTUpdated:2017-03-30 13:30 CDT
Sites:HR Communities of Practice, Human Resource System (HRS)
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