UWMSN - JEMS HIRE - Appointments with Prior UW System Appointment, but Not Currently in HRS

Process to enter appointments for employees who have previously worked for UW System but the prior appointment is not in HRS.

  • 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), Student Assistants (SA), Post Degree Training (ET), Other (OT)
Audience: Department and Division staff who enter appointments.
Overarching Process: Hiring into FA, AS, LI. SA. ET, OT positions.
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

General Description:

Hire Transactions in JEMS - Prior UW System Appointment not currently in HRS for FA, AS, LI, SA, ET, OT appointments.

Procedure Steps

Main Menu Screen

From this screen the following functions are available:

  • Click Hire/Transfer button to start a new hire or transfer transaction.
  • Click My New Hire Basket button to see the Hire/Transfer employee records requiring attention
  • Click Exit System button to exit out of the JEMS Hire System

JEMS System Search


The first time logging into the JEMS Hire system a default Search profile appears. The default search profile is composed of the assigned UDDS authorization and a ‘Current Status’ of ‘Draft’. The Search Profile is loaded into the Search JEMS Hire Quick Search Criteria when you access the screen. If there are JEMS Hires in the system at the time for the assigned UDDS and in 'Draft' status, they will listed in the 'Results' in the second portion of the screen. If there are no records in that status and UDDS, ‘No Records Were Found’ message will appear.

Press the Change My Search Profile button and create a different defaulted profile.

List of Tabs and Their Content

Title Description
Find/Add Hire Search to see if the person is in the system. Enter Recruitment Type and PVL/Waiver (if required).
Person Person Effective Date, name, DOB, Gender, Ethnic Group, Selective Services, National ID; Foreign National (for tax purposes) is created, updated and viewed.
Person Contact Person's home and office address, home and office phone and the employee personal (Not Official) email address is created, updated and viewed.
Position Position Effective Date, Position Number (after the appointment is successfully pushed to HRS and the status is changed to FINISHED), Department, Empl Class, Job Code, FTE & HR Department Location are 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, Expected End Date, Criminal Background Check date, Probation Type & Probation End date (if applicable), Pay Basis and Comp Rate (salary) are entered, updated or viewed.
Benefits Rehire Annuitant, Visiting to/from, Work Out of State and Eligibility for full Time State Rate are entered, updated or viewed.
HR Contact Primary, Administrative and Funding contact is 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


  1. Fill in one or more of the fields (Empl ID, Name, SSN#) in the Find a Person section.
  2. Click the Search button to search the system (searching in JEMS uses information from EPM, IADS, and HRS).
  3. Check the Select box next to the person being hired (Review HRS-UW Multiple Jobs Summary to make sure the correct person is being used).
  4. Add in the "Recruitment Type"
    • Hire based on PVL/Waiver is typically used for paid FA, AS, LI
    • No Associated PVL/Wavier for ET, SA, OT, $0, Lump-Sum and back-up appointments.
  5. Enter PVL# if "Hire based on PVL/Waiver" is chosen in the Recruitment field.
  6. Click Add Hire button.

Person Information


Title Description
Person ID The Person ID will automatically populate from the Person Search screen.
Person Effective Date Start Date of the Job
Name, First, Middle, Last & Suffix Automatically populate
Date of Birth Automatically populate
Gender & Ethnic Group Automatically populate. If not select from the dropdown list.
Selective Service Registered

Only Required for Student Assistant Appointments

Reason Only Required for Student Assistant Appointments
Signature Date Only Required for Student Assistant Appointments

National ID

Automatically populate (if person is an international employee and does not have SSN#, enter in XXX-999-9999)
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 Screen

The below screen will appear when the Edit/View Address Detail button is clicked on the "Person" tab.


  • Add both Home and Office address and click the Save/Close button.
  • Use the Search for Location Using feature if unsure of the location information.

Position Information


Title Description
Position Number

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

Position Effective Date

If there is a PVL this will automatically populate with the PVL released date.

If there is a Waiver, this will automatically populate with the waiver approved date.


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

LI = Limited Appointee

AS = Academic Staff

Job Code Title Code (Select from dropdown list)
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 be pulled from PVL)

03 = Fixed Renewable (will be pulled from PVL)

For Fixed term terminal appointment, select from the following:

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

A2B = Fixed Term for a period greater than or equal to 1 semester or 6 month but less than one academic year of 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 or 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 of 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 Information


Title Description
Hire Type Hire = The person does not have an active appointment, or this job is a concurrent job to his/her current active job.
Empl rec # Employee Record Number – No entry is required.

For employee with prior UW System employment: The number will be selected from the Person Add/Select tab.

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 Enter the date the Criminal Background check is completed.
Probation Type Enter Probation type, if applicable.

Evaluation Period - for AS appointment

CHS (Collateral Faculty) – for D02NN, D04NN, D03NN

Probation - used for non-FA/AS/LI appointments

Not Required - for FA 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 Enter one of the following. This is defaulted for Waiver.

Choose the appropriate pay basis.

Comp Rate Enter the salary amount. This is defaulted for Wavier.

Benefits Tab


Title Description

WRS = The employer believes that the employee should be eligible for the Wisconsin Retirement System (WRS) group of benefits.

Rehired Annuitant Former state or local WRS participants that receive a WRS annuity are exempt from receiving UW benefits regardless if their position qualifies.
  • Not a Rehired Annuitant
  • Rehired Annuitant Without WRS
  • Rehired Annuitant with WRS
Visiting from Other Institution Not Applicable
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-state 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


This tab stores information about one or more person whom may be contacted about the appointment.

Press 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. You may have any number of Additional Contacts listed.

Title Description
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 the creator may update a comment entered here. 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.

Details on Comments:

 Create a Comment  Click the Add Comment button and type the comment into the detail box.
 Update a Comment  Place the cursor on the Comment record you wish to change in the first half of the screen (the background color of the record will be dark red) and click the Edit/View button.
 Delete a Comment  place the cursor on the Comment record you wish to change in the first half of the screen (the background color of the record will be dark red) and click the Delete Comment button.

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

  • N/A

Related Jobaids

  • N/A

Related Forms:

  • N/A

Keywords: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:17406
Owner:Joshua S.Group:HR Communities of Practice
Created:2011-03-23 19:00 CDTUpdated:2016-09-13 15:26 CDT
Sites:HR Communities of Practice, Human Resource System (HRS)
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