UWMSN - JEMS HIRE - Appointment without PVL or Waiver

Process for entering appointments not associated with a PVL or a Waiver, for example a Student Assistant or an Employee-In-Training.

  • This document applies only to UW-Madison. Users from other campuses should refer to documentation intended for their campuses.

Procedure At–a–Glance

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

General Description:

Hire Transaction in JEMS - Appointments without PVL or Waiver (SA, ET, OT)

(Excludes Zero Dollar and Back-up Appointments and Lump Sum Payments)

Procedure Steps

General instructions and introductory remarks for JEMS Hire transactions can be found in KB-38920 (Exception: EMPL CLASS Student Assistants - SA).

To perform this procedure, please follow these steps:

Find/Add Hire

  1. Fill in one or more of the fields (Empl ID, Name, SSN#) in the top search section.
  2. Click the Search button to search the system (searching in JEMS uses information from IADS, EPM and HRS).
  3. Check the Select box next to the person you would like to use (May need to review information in HRS>UW Multiple Jobs Summary to know which person to use).
  4. Select Recruitment Type - No Associated PVL/Waiver.
  5. Click Add Hire button.

Person Information


Title Description

If you select a person that has a prior appointment in UW System from the previous "FIND PERSON" screen, the Emplid will automatically populate.

If person is new to UW System, the Emplid will be filled once the appointment is successfully pushed into HRS.

Person Effective Date Start Date of the Job
Waived Person Not Applicable.

If you are adding a person for whom you have a PVL Waiver, click the Waiver Person button.

Name, First, Middle, Last & Suffix Enter the Person name

If the person is hired on a PVL waiver press <Waived Person> button and select the person from the list.

Date of Birth Enter Date of Birth
Gender Select from the dropdown list
Ethnic Group Select from the dropdown list
Selective Service Registered This information is required for all males age 18–25 hired as Student Assistant except appointment type SA1 (Y21NN, Y22NN, Y23NN & Y26NN).

Yes – If yes, enter date of registration in "Signature Date" space.

No – If no, see the box below.

Reason If NO, Select the reason from the dropdown list.
Signature Date Date of Registration
National ID Social Security Number

Only SSN can be entered in this field and if a foreign national already has an ITIN, it must be entered 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) 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


Add both Home and Office address and click the Save/Close button.

Position Information


Title Description
Position Number

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

Position Effective Date Start Date of the Job
Department Enter Appointing Department (UDDS). Must be a valid UDDS.
Empl Class (Appointment Type) Enter the appropriate appointment type.

AS = Academic Staff *

ET1= X01NN Research Associate

ET2 = X10NN, X30NN

ET3 = X7–0NN, X50NN, and X61NN to X67NN

ET4 = X75NN Grad Intern

SA1 = Y21NN, Y22NN, Y26NN

SA2 = Y41NN – Research Assistant (RA)

SA3 = Y32NN, Y33NN, Y33DN – Teaching Assistant (TA)

SA4 = Y51NN Undergrad Intern

SA5 = Y42NN, Y43NN, Y42ND, Y43ND Program/Project Assistants

OT1 = Z91NN Ad Hoc Program Specialist

OT2 = Z50NN Teaching Supervisor

OT3 = Z95NN, Z94NN

OT4 = Z90NN, Z99NN, Z89NN, Z97NN

*AS = Academic Staff – the titles should be one of the following:

  • Visiting title
  • IF D41NN,D42NN,D43NN,D44NN & >= 50%
  • Zero–dollar appointment
  • Emeritus with title D21NN, D22NN, D23NN, D24NN
  • With L/I title
Job Code Title Code (Select from dropdown list)
FTE Enter the appropriate FTE value
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

03 = Fixed Renewable

For Fixed term terminal appointment, please select from the following:

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

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 Not applicable
Guaranteed Length Not applicable



Title Description
Hire Type Hire = Select 'Hire' if this person does not have an active appointment or if this job is an additional job.
Empl Rcd#

For new employee without prior UW System employment: the number will be generated when the appointment is successfully pushed into HRS.

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 Date the criminal background check is ordered. Divisions are expected to complete background checks prior to making an offer of employment. With the dean or director approval the background check must be completed and decisions made no later than 60 days after the start of employment.
Position of Trust 

If there is a CBC date, then you have to select from the drop down list. These fields will track employees with access to vulnerable populations. http://www.ohr.wisc.edu/CriminalBackgroundCheck/CBCpolicywithattachments120213.pdf

Yes (UWMSN only-2 year review) = Employee has access to minors in a precollege camp*.

Yes (vulnerable-4 year review)  = Employee holds position of trust with access to vulnerable population**.

Yes = But this position does not have access to vulnerable populations.

No = If there is no CBC status date mark it as "No".

*These employees will have a Criminal Background Check executed every two years.

**These employees will have a Criminal Background Check executed every four years.

Probation Type Not applicable
Seasonal Status Blank or select 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.
  • Academic
  • Annual
  • Hourly
  • Lump
  • No Pay Basis
  • Summer Service
  • Summer Session
Comp Rate Enter the salary amount.



Title Description
Rehired Annuitant
  • 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 This is applicable only to the following six job titles. Employees in these positions are eligible for WRS if they are not on LOA from another institution while the opposite exist for employees that are on LOA
  • Visiting Assist/Associate/Professor (D11NN, D12NN, D13NN)
  • Visiting Instructor (D14NN)
  • Visiting Senior/Associate/ Lecturer (D81BN, D81DN, D81FN)
  • Visiting Assistant/Associate/Senior Scientist (E11BN, E11FN, E11LN)
  • No = not on LOA from another institution – eligible for WRS
  • Yes = on formal LOA from another institution – not eligible for WRS
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 Employer
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.

See KB-38920 for instructions on how to complete the HR Contact Tab and for information regarding the Comments and Status History Tabs.

KB-38920 also contains information on the steps needed to submit the Hire data to HRS. 

Related Policies

  • N/A

Related Jobaids

  • N/A

Related Forms:

  • N/A

Keywords:Teaching Assistant,Research Assistant,Project Assistant,Program Assistant,Research Associate,Employee-In-Training,EIT,Student hourly,find/add hire tab,person tab, person contact tab,position tab,job tab,benefits tab,HR contact tab,comment tab,status history tab, JEMS hire rehire   Doc ID:17487
Owner:Joshua S.Group:HR Communities of Practice
Created:2011-03-27 19:00 CDTUpdated:2017-03-30 13:31 CDT
Sites:HR Communities of Practice, Human Resource System (HRS)
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