HR - Create a Position - Job Aid

This document provides you with information about the Position Information fields and what to enter when creating a position.

  • 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.

* However, UW-Madison users could review this document to gain a better understanding of the fields that are housed on the Position pages, that flowed over from the hire in JEMS.

Description tab

Description tab of the Add/Update Position Info screen

Position Information

(grayed out fields default and/or require no data entry)
Position Number Will appear as all zeros until you Save, and then it will automatically be assigned a unique number.
Headcount Status / Current Head Count Indicates if the position is open or filled; number of employees in the position.
Effective Date This is the date the position is effective (an employee may be hired into this position as of this date). Must be before or equal to the date an employee will be placed into the position.
Status Defaults to "active" (must be "active"; we will not inactivate positions when they are vacant since there is no budget impact)
Initialize button initialize-button.png This button allows you to copy a position from another existing position. Not used when you are creating a new position by entering the data manually. (See Knowledge Base document on Copy a Position)
Reason Defaults to New. (Note: there are many other Reasons that are used for changing a Position.)
Action Date The date the position is being created (or changed).
Position Status Defaults to "Approved"
Status Date Defaults to the original effective date.
Key Position Not required/not used

Job Information

(grayed out fields default and/ or require no data entry)
Business Unit Choose the campus identifier, for example UWSUP for UW Superior
Career Executive This is for limited use with positions that meet the OSER definition.
Job Code Choose the Official OSER or UPG 1 title code, for example 00101 for a Financial Specialist 1. TAB out of the field and other information related to the Job Code defaults on the position.
Manager Level We are not using this field.
Reg/Temp Always set to "Regular" (this defaults).
Full/Part Time Choose the appropriate indicator. If someone averages less than 40 hours/week, Part-Time should be entered in this field.  Full-Time should be entered in this field for anyone working 40 hours per week or more.
Regular Shift We are not using this field.
Union Code Although Union codes are not being used in most instances, the coding still remains in HRS and will default to the value based on Job Code prior to Acts 10/32.
Title This defaults from the Job Code field. Any changes made to the Title field will be reflected on the Working Title field on Job Data.
Short Title This defaults from the Job Code field
Detailed Position Description Links to another page where you can enter some information about the position (not the full position description). (Optional)
Empl Class Choose the appropriate class based on Job Code, for example FA for faculty. (see KB 15813)
Continuity Choose the appropriate continuity code based on the duration of the appointment. (see KB 16903)
Pay Basis Choose the correct pay basis for this position, for example Hourly. (see KB 29426)

Work Location

(grayed out fields default and/ or require no data entry)
Reg Region Defaults to USA.
Department Choose the appropriate Organizational Department.
Company Defaults to UW System (after you select the Department)
Location Choose the work location of the job. This is the Alpha character plus the building code, for example, H0095

Reports To
Optional: enter the position number of the supervisory position that this position reports to. (Note: there is a different location in Time and Labor and Absence Management for setting up time and absence approvers.

Not using these fields, leave blank

Supervisor Lvl
Security Clearance

Salary Plan Information

(grayed out fields default and/ or require no data entry)
SalaryAdmin Plan Information defaults in from the Job Code and Business Unit.
Step Defaults in based on Job Code and Business Unit.
Standard Hours Defaults to 40 hours when you enter the Job Code; change the Standard Hours as needed for accurate reflection of Standard Hours on the Position. For example, if you enter 12.80 for Standard Hours, and then TAB out of the field, the FTE will automatically calculate to 32%

For a University Staff Temporary (limited term employee) (LTE) or an employee without a regular schedule or hours, 0.01 is the lowest Standard Hours that HRS allows; it will calculate to .00025 FTE.
Work Period WUWS defaults (and should not ever be changed).
FTE This is correlated to the Standard Hours; see notes above.
USA_flag_expanded.png Expand the flag to see additional fields, below.
FLSA Status (under the USA flag) Defaults in from Job Code: Nonexempt or Exempt. (Note: For mixed FLSA job codes and AS Hourly this field may require manual manipulation)
Bargaining Unit (under the USA flag) Not used; refer to the Job Information.

Specific Information tab


(grayed out fields default and/ or require no data entry)
Max Head Count This defaults to 1. Change this to reflect the number of Incumbents that may be hired into the Position. Remember that changes on the position affect everyone connected to the position.
Update Incumbents When you create a position, it will be unchecked. After you hire a person into the position, it will automatically be checked. When you make a change to the position you should verify that it is checked, so the changes will flow from the position to the job.
Include Salary Plan/Grade Not used - leave unchecked.
Mail Drop ID This field is not being used.
Work Phone Leave blank - information will be on the person record
Health Certificate Not used.
Signature Authority Not used.
Budgeted Position This defaults to checked. (Must be checked for commit accounting to work
Confidential Position Not used - leave blank.
Job Sharing Permitted Not used - leave blank.
Available for Telework Not used - leave blank.
Position Pool ID Not used - leave blank.
Pre-Encumbrance Indicator Defaults to None
Academic Rank Not used - leave blank.
Calc Group (Flex Service) Not used - leave blank.
Encumber Salary Option Defaults in; do not change.
Classified Indicator IGNORE this field. This is a PeopleSoft default field and has nothing to do with UWSA classified or unclassified jobs. It defaults to Classified for all positions; just ignore it.
FTE Do not update. Defaults from Standard Hours
Adds to FTE Actual Count Not used - leave blank.

Budget and Incumbents tab

Budget and Incumbents

(grayed out fields default and/ or require no data entry)
Save After you Save the Position, a unique Position number will appear at the top of the page.
Link to Job Data You can link to the job data for incumbents (after you hire a person into this Position).

See Also:

Keywords:Create Position, Training, Position Information, Specific Information, Budget and Incumbents, copy a position, initialize, training hire rehire   Doc ID:17357
Owner:Tami E.Group:Human Resource System (HRS)
Created:2011-03-20 19:00 CDTUpdated:2016-06-24 09:36 CDT
Sites:Human Resource System (HRS)
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