UWMSN - JEMS HIRE - Appointment with PVL Waiver
Process for entering appointments associated with a PVL Waiver.
- This document applies only to UW-Madison. Users from other campuses should refer to documentation intended for their campuses.
Appointment with PVL Waiver
General instructions and introductory remarks for JEMS Hire can be found in KB-38920. Please refer to KB-38920 for information which applies to all Unclassified Hiring (with one exception: EMPL CLASS Student Assistants - SA).
To perform this procedure, please follow these steps:
- Fill in one or more of the fields (Empl ID, Name, SSN#) in the top search section.
- Click the Search button to search the system (searching in JEMS uses information from IADS, EPM and HRS).
- 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).
- Choose Recruitment Type - Hire based on PVL/Waiver (For paid FA, LI and AS (with very few exceptions) ).
- Click Add Hire button.
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.
- Click the Waived Person button and follow the screen below:
- Make a selection of the waived person from the list.
If you select a person that has a prior appointment in UW System from the previous "FIND PERSON" tab, 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|
|Name, First, Middle, Last & Suffix||When you select the person, the First and Last name will automatically transfer to the Person Screen.|
|Date of Birth||Enter Date of Birth|
|Gender||Select from the dropdown list|
Select from the dropdown list
|Selective Service ||Fields Are Not Applicable
|National ID||Social Security Number - Automatically populated if selection is made from the Waived Person Screen or if there is only one Waived Person associated with the Waiver.
The value in the field must match the value on the Waived Person record.
Only SSN can be entered in this field and if a foreign national already has an ITIN, it must be entered directly into HRS.
If the Employee's SSN was unknown at the time the Waiver was created, the Waiver's SSN field would have been populated with 'N/A'. For Hires that were assigned 'N/A' on the Waiver, at the time of hire the department must contact APO to update the field on the Waived Person record so the hire can push through. APO will update the field with the correct SSN, if known, or the value 'XXX-99-9999' if indeed the person does not have a Social Security Number.
|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
|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 update 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 both Home and Office address and then click the Save/Close button.
This number is automatically generated when the appointment is successfully pushed into HRS.
|Position Effective Date||
As this hire is based on a Waiver, the field value will automatically populate with the date the waiver was approved.
As this hire is based upon a Waiver, the field value must match one of the Department ID's on the PVL Waiver.
|Empl Class (Appointment Type)||The appropriate appointment type will be pulled from the PVL waiver.
FA = Faculty
LI = Limited Appointee
AS = Academic Staff
|Job Code||Title Code (Automatically populated if there is only one jobcode listed on the Waiver, otherwise select from dropdown list)|
|FTE||Enter the appropriate FTE value if the PVL waiver has a range. Otherwise it will be automatically populated from the PVL waiver.|
|HR Department Location||The building location of the appointing department HR office|
|Back–up or Concurrent Position||Not Applicable|
Continuity status of the appointment (drop down list selection is limited by the terms of the Waiver):
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||This field is used only for Fixed Term Renewable Academic Staff appointments with job security.
Leave BLANK if no Job security.
In order to grant Job security, the Continuity Status must be 03 = Fixed Renewable. Then select one of the two:
|Guaranteed Length||This field is used only for Fixed Term Renewable Academic Staff appointment with Job Security.
If Job Security is selected, then choose Guaranteed Length. Guaranteed Length must reflect the length of the Rolling Horizon or the Multiple years.
|Hire Type||Hire = The person does not have an active appointment or when this is an additional job to his/her current active job.|
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: Select the appropriate number from the drop down list.
|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.|
|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||Enter Probation type, if applicable. Select -
|Seasonal Status||Enter data, if applicable.
Select 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 waiver to this screen.|
|Comp Rate||The Comp Rate will automatically transfer from the PVL waiver to this screen|
|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 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.
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.