UWMSN - JEMS HIRE - Appointment without PVL/Waiver

This knowledge base document provides instructions on how to complete hiring transactions in JEMS HIRE for appointments that do not require open recruitment or waivers (e.g., SA, ET, OT).

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
Navigation: Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

General Description:

This knowledgebase document provides instructions on how to complete hiring transactions in JEMS HIRE for appointments that do not require open recruitment or waivers (e.g., SA, ET, OT).

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


Procedure Steps

Main Menu

 Step  Instructions
 1  Access the JEMS Hire main menu 
 2  Click on the Hire/Transfer tab 

Find/Add Hire Tab


 Step  Instructions
 1  Use the Search function to verify if the person being hired already has and HRS record using the Empl ID, employee's name, or SSN#
 2  Click search (the search function will search the IADS, EPM, and HRS databases)
 3  Select the box next to the person you would like to use (you may need to review information in HRS > UW Multiple Jobs Summary) 
 4  Select the recruitment type - No Associated PVL/Waiver
 5  Click the add hire button 

Person Information

unclassified_no_pvl_prsn_tab

 Field DESCRIPTION / INSTRUCTIONS
Empl IDThe 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 PersonNot Applicable for appointments without PVL or Waivers
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 GroupSelect the ethnic group (optional)
National ID/Social Security Number (SSN)Enter 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 NationalIf the 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

unclassified_no_pvl_prsn_contact_tab

 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

Add/Modify Addresses

unclassified_no_pvl_home_addrunclassified_no_pvl_work_addr

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

Position Information Tab

unclassified_no_pvl_position_tab

 FIELD DESCRIPTION / INSTRUCTIONS
 Position Effective Date* Number is automatically generated when the transaction is successfully 'pushed' into HRS
 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*Enter in the appropriate employment classification. 

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

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

OT4 = Z90NN, Z99NN, Z89NN, Z97NN

 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 SecurityNot Applicable
 Guaranteed LengthNot Applicable


Job Tab

unclassified_no_pvl_job_tab


 FIELD DESCRIPTION / INSTRUCTIONS
 Hire Type*  Hire = The person does not have an active appointment, or this job will be a concurrent position
 Empl Rcd# Leave Blank The Empl Record will be automatically generated when the appointment is successfully 'pushed' into HRS
 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 Not Applicable
 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 on a Lump Sum basis, enter the lump sum amount
 Pay Basis* Select the Pay Basis. 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

unclassified_no_pvl_benefits_tab

 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

This is only applicable 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 exists 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 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

Related Policies

Related Job Aids

Related HRS Knowledge Base Documents

Related Misc


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:2018-03-27 14:12 CDT
Sites:HR Communities of Practice, Human Resource System (HRS)
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