UWMSN - JEMS HIRE - Appointments New to UW System

This knowledge base document provides instructions on how to hire FA, AS, and LI open recruitment appointments (new appointments to UW System) into JEMS HIRE. These transactions require a PVL/Waiver. It is recommended to review KB 38920 prior to reviewing this document.

Procedure At–a–Glance

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

General Description:

This knowledge base document provides instructions on how to hire FA, AS, and LI open recruitment appointments (new appointments to UW System) into JEMS HIRE.


Procedure Steps


Main Menu Screen

From this screen the following functions are available

  • Click the My New Hire Basket button to see the Hire/Transfer employee records requiring review or completing hire transactions that require open recruitment.
  • Exit out of the System



JEMS Search

When completing a hiring transaction. make sure you have the JEMS PVL or TREMS number. This number allows for information to pull from JEMS PVL and TREMS, it decreases the amount of information that will need to be entered. 

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  1. Start with clicking on the My New Hire Basket button. 
  2. The Quick Search page will appear, click on the Advanced Search tab. The first time logging into the JEMS Hire portal the search tool is defaulted. The default search profile is composed of the Department 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. Click the Change My Search Profile button to create/edit profile.
  3. Enter in the PVL or TREMS number.
  4. Click the search button.
  5. The results should show the selected applicant(s) that were offered the appointment in the applicant tracking system (TREMS). Select the person you are hiring by clicking on the persons name. 
  6. Click the modify button to complete the hiring transaction.


Person Information Tab

Once you have clicked on Modify, the Person Information tab will appear. All of the fields with an asterisk are required. The majority of the fields will automatically populate.


 Field  DESCRIPTION / INSTRUCTIONS
Empl ID The Empl ID will automatically populate if there is a person found (HRS, EPM, IADS). A review of HRS > UW Multiple Jobs Summary is necessary to select the correct hiring action.
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 
Date of Birth* Enter the date of birth mm/dd/yyyy
Gender* Select the gender option
Ethnic Group Select the ethnic group (optional)
National ID/Social Security Number (SSN) Enter in the social security number. Leave blank if you do not have the SSN#, this will add the record to the WED in HRS. For more information regarding this, see HRS KB 16907 or 33384 
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 United States (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

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 FIELD  DESCRIPTION / INSTRUCTIONS
 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 address  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 automatically appear. Add both Home and Office address and click the Save/Close button.

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Position Information Tab

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 FIELD  DESCRIPTION / INSTRUCTIONS
 Position Effective Date*  Start date of the job
 Position Number 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 PVL Waiver approved date
 Department *  Appointing Department (UDDS). Must be a valid UDDS

 If there is PVL or Wavier, it must match one of the UDDS on the PVL
 Empl Class*  The employment type will automatically pull in from the PVL and TREMS transaction. See HRS KB 15813 for more information regarding Empl. Class.
 Job Code*  Title Code (Select from drop down 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 Dept Location*  The building location of the appointing department HR office. This is where the paper yellow leave statements are sent
 Back-Up for Limited Appointee  Not applicable
 FLSA Status  Select exempt or non-exempt (optional)
 Continuity*  01 = Ongoing
 03 = Fixed Renewable
 02A = Fixed Term for less than one semester - 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 - 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 month
 Job Security  This field is used only for Fixed Term Renewable Academic Staff appointment with job security

 Leave BLANK if no Job security. 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 will be an concurrent position
Empl Rcd# Leave Blank The Empl Record will be automatically generated when the appointment is successfully 'pushed' into HRS
election is required when hire type is transfer.
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 (if applicable)
Expected Job End Date For a Fixed-Term terminal and Acting/Interim positions an EJED is required
Criminal Background Check (CBC Date) Enter the date the Criminal Background Check is completed. Refer to the OHR HR policies for information regarding the Criminal Background Check
Position of Trust Enter Value that is appropriate for the position. Refer to the OHR HR policies for information regarding the Criminal Background Check
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
Probation End Date Probationary End Date
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. To learn more about Pay Basis, refer to HRS KB 29426 or Pay Group Descriptions 29890
Comp Rate* Enter the salary amount. The amount has to be within the range entered in the PVL


Benefits Tab

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 FIELD  DESCRIPTION / INSTRUCTIONS
Rehired Annuitant

Former state or local WRS participants that receive a WRS annuity are exempt from receiving UW benefits regardless if their position qualifies 

  • No
  • Retire Post 7-1-13 elect WRS
  • Retire Post 7-1-13 no WRS
  • Retire Post 7-1-13 require WRS
  • Retire Pre 7-2-13 elect WRS
  • Retire Pre 7-2-13 no WRS
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 Employer Contribution
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

The HR Contact Tab stores information about one or more individuals whom may be contacted about the appointment. You can have multiple additional contacts listed. Paid appointments require primary and funding contact(s). Zero dollar appointments only require a primary contact.

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To add a contact, click the Add Contact button to open up the entry fields in the bottom portion of the screen


 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 and First Name*Enter in the contacts first and last name
 AddressAddress is not required
 Phone Number*Enter in the phone# for the contact, e,g., 608-263-2511 
 Email Address*Enter in the contact email address (email is required for the primary contact)


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 Department 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. Comments are listed in descending order.

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 FUNCTION  DESCRIPTION / INSTRUCTION
 To Add Comment  Click the Add Comment button
 To Edit/View  Click the comment to update and click the Edit/View button
 To Delete Comment  Click the comment to delete and click the Delete Comment button (can only delete comments you created)

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 in descending order.

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Possible Statuses:

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

Related Policies

Related Job Aids

Related HRS Knowledge Base Documents

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:2017-10-07 12:51 CDT
Sites:HR Communities of Practice, Human Resource System (HRS)
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