UWMSN - JEMS HIRE - Appointments New to UW System
Entering FA, AS, and LI appointments (new appointments to UW System) into JEMS HIRE. These transactions require a PVL/Waiver.
- This document applies only to UW-Madison. Users from other campuses should refer to documentation intended for their campuses.
Entering FA, AS, and LI appointments (new appointments to UW System) into JEMS HIRE (If foreign national with an ITIN#, enter the ITIN# directly into HRS).
From the Main Menu screen the following functions are available. If the button is 'grayed' out it is not navigable (access is based on securities).
JEMS System Search
The first time logging into the JEMS Hire system the search tool is defaulted. The default search profile is composed of the UDDS authorization assigned to the user and a ‘Current Status’ of ‘Draft’. The search profile is loaded into the JEMS System Search - Quick Search criteria when accessing the feature.
e.g. if there are JEMS Hires in the system at the time for the assigned UDDS and in 'Draft' status, they will be listed in the 'Search Results' second of the screen. If there are no records in the UDDS with 'Draft' status, a ‘No Records Were Found’ message will appear.
Click the Change My Search Profile button to create/edit profile.
List of Tabs and Their Content
|Find/Add Hire||Used to search (IADS, EPM, HRS) to see if the person is already in the system. If the person is in the system, to select the person from the list and display the Recruitment Type and PVL/Waiver number if required.|
|Person||Effective Date, Name, DOB, Gender, Ethnic Group (if disclosed), Selective Services (if required), National ID (SSN#); Foreign National (for tax purposes) information that can be entered, updated or viewed.|
|Person Contact||Person's home/office address, home/office phone, and personal email address information that can be entered, updated or viewed.|
|Position||Position Effective Date, Position Number (automatically populated once transaction is successfully 'pushed' to HRS), Department, Empl Class, Job Code, FTE, and HR Department Location (location of where the yellow timesheets are sent) information that can be entered, updated or viewed.|
|Job||Hire Type, Empl rec# (after the appointment is successfully pushed to HRS and the status is changed to FINISHED), Action, Job Effective Date, Working Title (if applicable), Expected End Date (if applicable), Criminal Background Check date, Probation Type & Probation End date (if applicable), Pay Basis and Comp Rate (salary) that can be entered, updated or viewed.|
|Benefits||Rehire Annuitant, Visiting to/from, Work Out of State and Eligibility for full Time State Rate can be entered, updated or viewed.|
|HR Contact||Primary, Administrative and Funding contacts can be entered, updated or viewed.|
|Comment||Comments are created, updated and viewed.|
|Status History||History of statuses that a particular appointment has had in date in descending order (most recent status on top).|
Find/Add Hire Tab
- Fill in one or more of the fields (Empl ID, Name, SSN#) in the Find Person section.
- Click the Search button to search the system (searching in JEMS searches IADS, EPM, and HRS).
- Check the Select box next to the applicable person (review HRS-UW Multiple Jobs Summary to ensure correct person is used).
- Add in the <Recruitment Type> (Hire based on PVL/Waiver is typically used for paid FA, AS, LI appointments).
- Enter PVL# if "Hire based on PVL/Waiver" is chosen in the <Recruitment Type> field.
- Click Add Hire button.
Person Information Tab
Leave blank (once the transaction is approved and the information is 'pushed' into HRS, the Person ID will automatically populate in JEMS Hire transaction)
|Person Effective Date||This date must be before or equal to the hire date of the first job|
|Waived Person||Not Applicable for JEMS Hire with a PVL - New to System|
|Name, First, Middle, Last & Suffix||Enter the legal name of hire
If the person is hired on a PVL waiver click Waived Person button and select the person from the list.
|Date of Birth||Enter Date of Birth|
|Gender & Ethnic Group||Select from the dropdown list (enter ethnic group if disclosed)|
|Selective Service Registered||Not Applicable for JEMS Hire with a PVL - New to System|
|Reason||Not Applicable for JEMS Hire with a PVL - New to System|
|Signature Date||Not Applicable for JEMS Hire with a PVL - New to System
|National ID||Social Security Number
Only SSN# can be entered in this field. If the SSN# is not available when the PVL is created, the PVL needs to be updated with 999-99-9999 by OHR. Once this is updated on the PVL/Waiver, enter 999-99-9999 on the JEMS transaction. Note: if a foreign national already has an ITIN#, enter the ITIN# 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) 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 Tab
|Release Home Information||Defaults to NO (unless the employee specifically requests otherwise)|
|Home & Office Addresses||Click the Edit/View Address Detail button to add/edit the home/office address|
|Phone Information||Enter the person home/office phone number if available (check one if preferred)|
|Home Email||Enter the Home email address (NOT the office) of the employee if available|
Edit/View Address Detail Button (on the Person Contact tab)
When the Edit/View Address Detail button is clicked, the Add/Modify Address screen will popup.
Add both Home and Office address and click the Save/Close button.
Position Information Tab
Number is automatically generated when the transaction is successfully 'pushed' into HRS
|Position Effective Date||If there is a PVL, this field will automatically populate with the PVL released date
If there is a Waiver, this field will automatically populate with the waiver approved date.
|Department||Appointing Department (UDDS). Must be a valid UDDS.
If there is PVL or Wavier, must match one of the UDDS on the PVL.
|Empl Class (Appointment Type)||The appointment type will be pulled from the PVL system.
FA = Faculty
AS = Academic Staff
LI = Limited Appointee
|Job Code||Title Code (Select from dropdown list, if unsure which one to choose check the PVL)|
|FTE||Enter the appropriate FTE value if the PVL has a range. Otherwise it will be automatically populated from the PVL.|
|HR Department Location||The building location of the appointing department HR office|
|Back–up or Concurrent Position||Not applicable|
Continuity status of the appointment:
01 = Ongoing (will automatically pull from PVL)
03 = Fixed Renewable (will automatically pull from PVL)
For Fixed term terminal appointment, please select from the following:
02A = Fixed Term for less than one semester - 6 months
A2B = Fixed Term for a period greater than or equal to 1 semester or 6 months but less than one academic year or 12 months
A2C = Fixed Term for a period greater or equal to one academic year or 12 months
05A = Acting/Interim for less than one semester - 6 month.
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 or 12 months
|Job Security||This field is used only for Fixed Term Renewable Academic Staff appointment 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:
This field is used only for 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.
Job Data Tab
|Hire Type||Hire = The person does not have an active appointment, or this job is an concurrent position|
|Empl rec #||
Leave Blank - The Empl ID will be automatically generated when the appointment is successfully 'pushed' into HRS
Defaults to "HIRE". No entry is needed
Defaults to "Original/New Hire". No entry is needed
Start Date of the Job
Enter the working title of the position (if applicable)
|Expected End Date||
For a Fixed-Term terminal and Acting/Interim positions an EJED is required
|Criminal Background Check||
Enter the date the Criminal Background check is completed
|Position of Trust||
Enter Value that is appropriate for the position
Enter Probation type, if applicable.
Evaluation Period - for AS appointment
CHS (Collateral Faculty) – for D02NN, D04NN, D03NN
Not Required - for FA appointments
Probationary Period - Used for non-FA/AS/LI appointments
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||The Pay Basis will automatically transfer from the PVL to this screen|
|Comp Rate||Enter the salary amount. The amount has to be within the range entered in the PVL|
|Rehired Annuitant||Former state or local WRS participants that receive a WRS annuity are exempt from receiving UW benefits regardless if their position qualifies
|Visiting from Other Institution||Not applicable. This field is required only for Academic Staff with Visiting title|
Work Out of State Required
|Yes = The employee is eligible for the standard out-of-state rate because the job REQUIRES living out of state
No = The employee is NOT eligible for the standard out-of-sate rate because the job DOES NOT require living out of state
|Eligible for Full Time State Rate||This field will drive the full or part time health insurance rate
Full-time = The employee will receive the 50% or greater (full) employer contribution towards health insurance
Part-time = The employee will receive the less than 50% employer contribution towards health insurance
HR Contact Tab
This tab stores information about one or more person whom may be contacted about the appointment (can have multiple Additional Contacts listed)
Click the Add Contact button to open up the entry fields in the bottom portion of the screen
For paid position, one Primary and one Funding contact are required. For zero dollar position funding contact is not required
Primary Contact: The primary person to be contacted regarding the appointment is required
Funding Contact: The person who enters the funding information to be contacted when the appointment is successfully entered in HRS
Additional Contact: Name of a secondary contact (optional)
|Last & First Name*||Last & First name|
|Address||Address is not a required field|
|Phone*||Area code defaults to 608. Manually enter a dash between the third and the fourth number e.g. 263–2511.|
|Email Address*||Email address of the Primary Contact (required)|
This tab is for comments associated with the individual position. These comments are created by staff that are authorized for hire. Only users with the proper UDDS authorization are able to access this tab. Those who have access to the tab can view all comments.
Also listed on this tab are reports from the HRS Processing Log
Existing comments are displayed in order by Create Date with the most recent Comment on top
- To Add Comment: Click the Add Comment button
- To Edit/View Comment: Click on the comment to update and click the Edit/View button
- To Delete Comment: Click on the comment to delete and click the Delete Comment button (only the person who created the comment may update/delete his/her comment)
Status History Tab
The data on this tab is not modifiable. It displays the history of statuses that a particular hire has had. Anyone with update or view access can view the status history of the appointment. The statuses are displayed with the most recent status on the top line by status effective date (MM/DD/YYYY).
- Department Approved
- Division Approved – Sent to HRS
- Finished – Entered In HRS
- HR -View UW Multiple Jobs Summary for an Employee (KB-29424)
- HR - FTE to Standard Hours Conversion Table (KB 18202)
- PY - Pay Basis Descriptions (KB 29426)
- HR - Empl Class Overview (KB 15813)
- HR - Add Visa Data (KB 16745)
- HR - UW Personal - Selective Service (KB 16728)
- HR Continuity Status Overview (KB 16903)
- HR - Entering/Change Expected Job End Date