UWMSN - JEMS HIRE - Hiring Appointments with a PVL or Waiver

Process for entering appointments associated with a PVL Waiver.


Procedure At–a–Glance

Category: Appointments with a JEMS PVL or Wavier
Audience: Department and Division staff who enter appointments.
Overarching Process: Hiring appointments with a PVL or Waiver
Navigation:
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

General Description:

This knowledge base document provides instructions on how to complete the hiring transaction for approved JEMS PVL Waivers. Before reading this KB, you should review KB document 38920


Procedure Steps



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

Find/Add Hire

The find/add hire tab will appear. This page is used to search for existing employees, and to indicate the PVL/Waiver. 

waiver_hire_find_tab


 Step  Instructions 
 1  Search for possible existing employees by Empl ID, name, or SSN# 
 2  Click the Search button (this function searches 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)
 4  Select the recruitment type - hire based on PVL/Waiver 
 5  Click the Add Hire button 


Person Information

waiver_hire_person_tab

If the Waiver had only one Hire associated with it, that person's First and Last Name and SSN will automatically get pulled into the appropriate fields on the Person tab. If more than one hire is associated with the Waiver, pressing the <Waived Person> button will present you will a list of the Hires associated with the Waiver.

waiver_hire_waiver_list_screen

  1. Click the Waived Person button if there is more than one person who was selected.
  2. Click on the select button of the person you are complete the transaction for.

    waiver_hire_person_tab_completed


 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 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 GroupSelect 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 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

waiver_hire_person_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

waiver_hire_home_address waiver_hire_office_address

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

Position Information

waiver_hire_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* 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 Tab

waiver_hire_job_tab

 FIELD DESCRIPTION / INSTRUCTIONS
 Hire Type*  Hire = The person does not have an active appointment, or this job will be a concurrent position
 Transfer = If there is an active appointment the employee will be transferring from
 Empl Rcd# Leave Blank = If the employee is not a previous UW Employee in HRS. In this instance, the Empl Record will automatically generate when the appointment is successfully 'pushed' into HRS. 
Enter in an Empl Record# = If there is an employee record that the employee will be transferring from or there is a terminated Empl Record # in HRS (If there is more than one terminated Empl Record, enter in the lowest number). 
 Action Defaults based on the hire type field
 Action Reason Defaults based on the hire type field
 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 on a Lump Sum basis, enter the lump sum amount (if a lump sum amount is entered, make sure the pay basis field reflects this).
 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

waiver_hire_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 InstitutionNot 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-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





Keywords:Emergency,Referral Priority,Acting,Temporary,Annuitant,Sole Source,Spousal hire,Conversion,LOA,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:17700
Owner:Joshua S.Group:HR Communities of Practice
Created:2011-03-29 19:00 CDTUpdated:2018-03-27 16:41 CDT
Sites:HR Communities of Practice, Human Resource System (HRS)
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