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.

Procedure At–a–Glance

Category: Faculty (FA), Academic Staff (AS), Limited Appointees (LI)
Audience: Department and Division staff who enter appointments.
Overarching Process: Hiring into new FA, AS, and LI appointments.
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids/KBs (below)

General Description:

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).

Procedure Steps

Main Menu

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).

  • Click the Hire/Transfer Employee button to start a new transaction.

  • Click the My New Hire Basket button to see transactions requiring review and processing.

  • Exit out of the System

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

Tab Description/Fields
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


  1. Fill in one or more of the fields (Empl ID, Name, SSN#) in the Find Person section.
  2. Click the Search button to search the system (searching in JEMS searches IADS, EPM, and HRS).
  3. Check the Select box next to the applicable person (review HRS-UW Multiple Jobs Summary to ensure correct person is used).
  4. Add in the <Recruitment Type> (Hire based on PVL/Waiver is typically used for paid FA, AS, LI appointments).
  5. Enter PVL# if "Hire based on PVL/Waiver" is chosen in the <Recruitment Type> field.
  6. Click Add Hire button.

Person Information Tab


Field Description/Instructions
Person ID

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


Field Description/Instruction
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


Field Description/Instructions
Position Number

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 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:

  • Multiple Year
  • Rolling Horizon
Guaranteed Length 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

Field Description/Instructions
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

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 (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

Probation Type

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

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 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

Benefits Tab


Title Description

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

Field Description/Instructions
Contact 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)

Comments Tab


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).

Possible Statuses:

  • Draft
  • Entered
  • Department Approved
  • Division Approved – Sent to HRS
  • Finished – Entered In HRS

Related Policies

Related Jobaids

Related KBs

Related Misc

Keywords:add hire, Position Vacancy Listing, add appointment, new hire, enter hire, find/add hire tab, person tab, person contact tab, position tab, job tab, benefits tab, HR contact tab, comment tab, status history tab, JEMS   Doc ID:17405
Owner:Joshua S.Group:HR Communities of Practice
Created:2011-03-23 19:00 CDTUpdated:2016-09-22 08:13 CDT
Sites:HR Communities of Practice, Human Resource System (HRS)
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