UWMSN - JEMS HIRE - Transfer Appointments

Process to enter appointments for employees who are ending one appointment and starting another with no break in service.

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

Procedure At–a–Glance

Category: Transfer Appointments
Audience: Department and Division staff who enter appointments.
Overarching Process: Hiring into an Transfer Appointment with a PVL Waiver
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

General Description:

Transfer Appointment

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. Choose Recruitment Type - Hire based on PVL/Waiver (for paid FA, LI, and AS (with very few exceptions).
  5. Click Add Hire button.

Person Information


Title Description
Emplid The Emplid will automatically populate from the Person Search screen.
Person Effective Date Start Date of the Job
Name, First, Middle, Last & Suffix Automatically populated; changes must be made directly in HRS.
Date of Birth Automatically populated; changes must be made directly in HRS.
Gender & Ethnic Code Automatically populated
Selective Service Registered ONLY for all males age 18–25 hired as Student Assistant except for 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 Automatically populated.
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 Please make sure this information is current and up–to–date.
Phone Information Please make sure this information is current and up–to–date.
Home Email Please make sure this information is current and up–to–date.

Add/Modify Addresses

unclassified_xfr_add_modify_address unclassified_xfr_work_address

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 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.

If no PVL or Waiver, then enter the start date of the job.

Department Appointing Department (UDDS). Must be a valid UDDS.

If there is PVL or Wavier, must match one of the UDDS's on the PVL.

Empl Class (Appointment Type) The Empl Class will be pulled from the PVL.

FA = Faculty

LI = Limited Appointee

AS = Academic Staff

Job Code Title Code (Select from dropdown list); defaulted if only one jobcode appears on the PVL/Waiver
FTE Enter the appropriate FTE value if PVL has a range. Otherwise it will automatically populate 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 (drop down list selection is limited by the terms of the PVL or 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 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 Guaranteed Length. Guaranteed Length must reflect the length of the Rolling Horizon or the Multiple years.



Title Description
Hire Type Select Transfer = When an employee leaves one job to take a different job but there is no break in service or ending of an employment status.
Empl Rcd# Employee Record Number – Entry is required for transfer appointments.

Select the Employee Record number (currently active job) from which the person will be transferred.

Action Defaults to "Transfer", 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-2year 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 Backgound Check executed every four years.

Probation Type Enter Probation type, if applicable. Select -
  • Unclassified Evaluation Period = for AS appointment
  • CHS (Collateral Faculty) – for D02NN, D04NN, D03NN
  • Probation Leading to Indefinite = for AS with Continuity of 01
Seasonal Status 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 to this screen.

If the hire does not require a PVL or waiver, enter one of the following:

  • Academic
  • Annual
  • Hourly
  • Lump
  • No Pay Basis
  • Summer Service
  • Summer Session
Comp Rate Enter the salary amount.

If there is a PVL, the amount must be within the range entered in the PVL. This is defaulted for a Waiver.



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 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.

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:new job,existing,no break,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:17702
Owner:Joshua S.Group:HR Communities of Practice
Created:2011-03-29 19:00 CDTUpdated:2016-09-13 15:26 CDT
Sites:HR Communities of Practice, Human Resource System (HRS)
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