HR - Updating HR Primary Indicator
This document reviews how to update the job indicator based on a termination or a concurrent hire.
General Description:Employees can hold multiple jobs concurrently. When this occurs, the Employee has a record identified as "Primary," and "Secondary" (or possibly Not Applicable). In cases where the Employee's Primary employee record has been terminated, a new employee record must be designated to be the Primary employee record. An HR Staff member or Campus Divisional Representative must change the Secondary record into the Primary by creating a new row and updating the Job Indicator.
Note: Updating the Job Indicator has NO impact and should not be confused with the Benefits "Primary Job" indicator. To update the Benefits Primary Job, reference KB 20455.
Process Considerations: In cases where an employee has two or more records and they are at different institutions, communication and collaboration should occur between multi-campus HR Staff/Campus Division Representatives to determine the correct Primary vs Secondary records.
Various downstream systems utilize the Primary Job Indicator:
- Info Access
- UW Madison White pages
The following logic should be followed to determine which job should be made primary:
||If multiple jobs with Empl Class = FA (Faculty) where one or more are for Summer (Pay Basis = "V" Summer Service or "S" Summer Session) and one is Academic Year (Pay Basis = "C" Academic), the Academic Year job is Primary, else|
|2.|| Pay Basis is not equal to "N" (i.e. paid position/job)
|3.||If more than one Job exists with Pay Basis not equal to "N," or all Jobs have a Pay Basis = "N," choose the Job with largest FTE.|
|4.|| If there is more than 1 job with the same "largest" FTE, assign the Primary Job based on the following order of priority in Empl Class:
|5.||If more than 1 job exists with the same FTE and Empl Class, assign Primary Job based on the earliest Job Start Date among these jobs (most current HIR, REH, XFR effective date for each Empl Record, unless
1) HIR Reason (Hire) = 999 with a Conversion Date Effective as of 2/10/11, then check the Original Start Date on the Employment Data hyperlink OR
2) REH Reason (Rehire) = 070 Rescind Term, or 072 Terminated in Error, ignore that effective date and look for the previous Reason of HIR, REH, XFR [Transfer])
|6.||If more than 1 job exists with the same FTE, Empl Class and Job Start Date, assign the Primary Job based on lowest Empl_ Record.|
|7.||Determine the effective date for the Job Indicator change, i.e., when are the jobs first concurrent?|
Procedure Steps - Termination:Navigation: Workforce Administration > Job Information > Job Data
1. Enter Name or Empl ID of Employee
2. Click Search button
3. Two Empl Records appear for Employee where Empl Rcd is Terminated
4. Select Empl Record # 0
5. Click the + button
6. Enter Effective Date equal to the Termination Date
7. Select Action of Termination
8. Select Reason that matches current row
9. Click Save button
10. Click Next in List button to move to Empl Rcd 1
11. Click the + button
12. Enter Effective Date to correspond with term date of Empl Record #0
13. Select Action of Data Change
14. Select Reason of Change Job Indicator
15. Change Primary Indicator to "Primary"
16. Click the Save button
Procedure Steps - Concurrent Position/Job:Navigation: Workforce Administration > Job Information > Job Data Description: When an employee is hired into a Concurrent Job or Position, the system automatically assigns the newest Position/Job as a Secondary Job. If the new Position/Job is meant to be the Primary Job, the HR Administrator will have to go into that employee's Job Data and update both Positions/Jobs.
1. Enter the Empl ID number for the Employee you are updating
2. If the Employee has multiple jobs (i.e. multiple Empl Rcds), click on the Empl_Rcd you will be updating.
3. Click the Add a New Row icon in the Work Location Tab
4. Enter the Effective Date of the change (Action).NOTE: Remember, the Effective Date will default to today's date, so you will need to update this to the correct date. If you are using the same Effective Date as the Current Row, a higher Sequence Number will have to be entered into the Sequence Field so the system can make the changes in order. If you do not add a Sequence Number, you will receive an error message.
5. Set the Action drop-down menu to Data Change.
6. Set the Action/Reason drop-down menu to Change Job Indicator.
7. Set the Job Indicator drop-down menu to the job you are updating, choosing either Primary Job or Secondary Job as a value.
8. Click Save.
9. You will receive a soft warning message indicating that the employee that you are updating already has a Primary Job if you need this particular job to be the Primary. Click OK, and your employee will be saved. (Note: you will then need to update the other Empl Rcd to reflect Secondary Job by adding a row to that Job Instance.)
10. Repeat these steps to update any additional Job Records that need to be modified.
Related Policies, Jobaids, and Forms:Related Policies: