HR - Backup Zero Dollar Jobs

GENERAL DESCRIPTION:

Employees can be appointed to many different types of jobs throughout a career. This document will detail the steps how a person is entered in HRS with a:

  1. Interim / Acting Limited Job, with a back up job
  2. Recruited Limited Job, with a back up job

warning  NOTE: This document applies to all campuses EXCEPT UW-MADISON. UW Madison should refer to documentation intended for their campus.


PROCESS CONSIDERATIONS:
  • When putting an active job to 'On Leave' status and entering a new job for the Interim / Acting Position, you will need to work closely with your Payroll/Benefits staff. They will need to coordinate switching the Benefits Primary Job flag to the new job and possibly contacting the Benefits Team at the Service Center to create an eligibility exception if the Interim / Acting Job has continuity of 05A or 05B. The Absence Management team, at the Service Center, will need to be contacted to transfer leave balances to the new job and return it to the permanent job when the interim/acting job ends.
  • Any person hired into a limited position with no prior academic staff or University Staff Ongoing (classified permanent) job can hold a back-up/concurrent job, where a tenured faculty backup typically accompanies a limited job (i.e. Chancellor, Provost, Dean).



PROCEDURE STEPS:

New Interim / Acting Limited Job, with a Backup job

  1. Identify the position

    1. Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Information
    2. Create Interim / Acting position

    3. Empl Class = LI

    The Continuity code must be 05A, 05B, or 05C

    92position2.jpg

  2. Preparing to transition an employee to a Backup position

    1. Workforce Administration> Job Information> Job Data
    2. Click the plus button to Add a row.

    3. Put the current Primary Job on Leave of Absence, Action Reason "Other Work" effective the beginning of the Interim / Acting Job.
      • Remember to click the button to calculate status/dates

    4. Change the Job Indicator to Secondary

    5. Click OK to the warning indicating the employee doesn't have a Primary Job. You will be adding that in the next step.
    6. Click the SAVE button. You may need to click OK to another warning indicating the employee doesn't have a Primary Job.

    92JOBONLOA.jpg
  3. Using Multiple Jobs Summary or in EPM, EPM Reports > UW Person NS Lookup, determine if a terminated record can be reused. If so, Process Rehire. HR - Rehiring an Employee

  4. If you cannot process a rehire from an inactive / terminated Empl Record, you will need to use Add New Employment Instance. 
  5. HR - Add Employment Instance (Non-Madison)
    1. Ensure the Job Indicator of the new Empl Record is set to Primary.

    2. If this is an 05A or 05B continuity, it will require an expected job end date.
    3. Work with your Payroll/Benefits staff to switch over the Benefits Primary Job Flag.

    4. If new position is 05A or 05B and the employee has had WRS, your Payroll/Benefits staff should contact the Service Center to have the Benefits Team create a benefits eligibility exception.
    5. Contact the Service Center to have the Absence Management team ensure the leave balances transfer over.

    6. Enter data on all tabs as needed.
    7. Remember to click the Calculate status/dates button

    8. Click SAVE.

    92JOB2.jpg

  6. Upon the completion of the Limited Interim / Acting job terminate the Interim / Acting job.

    1. Workforce Administration> Job Information> Job Data
    2. Can track via the Expected Job End Date (EJED) report

    3. Can allow job to end via the EJED process
    4. Can manually end by clicking plus button and adding a row.

    5. Click the SAVE button.
    6. You may need to click OK to another warning indicating the employee doesn't have a Primary Job.

  7. Reactivate the Original / Permanent Job

    1. Workforce Administration> Job Information> Job Data
    2. Click the plus button to Add a Row

    3. Click Calculate Status/Dates button
    4. Action ‐ Return from Leave of Absence; Reason ‐ Return from Leave

    5. Set Job Indicator back to Primary
    6. Click SAVE button

    7. Your Payroll/Benefits staff should contact the Service Center to have the Benefits Team create a benefits eligibility exception.
    8. Contact the Service Center to have the Absence Management team ensure the leave balances transfer over.

92RETURNFROMLOA.jpg



Procedure Steps - New Recruited Limited Job, with a Backup job

warning  NOTE: Any person hired into a limited position with no prior academic staff or University Staff Ongoing (classified permanent) job can hold a back-up/concurrent job where a tenured faculty backup typically accompanies a limited job (i.e. Chancellor, Provost, Dean).

  1. Identify the position

    92provostposition.jpg

    1. Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Information
    2. Use current campus position or create new position

    3. Empl Class = LI
    4. Continuity = 04

  2. Transfer of the active / current job to the new limited job (no changes for Job Indicator or Benefits Flag)

    1. Workforce Administration> Job Information> Job Data
      HR - Maintain Workforce - Transfers
    2. Update the information on the Job Data Tabs as appropriate.

  3. Add Backup Job

    1. Identify the position:

      1. Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Information
      2. Create new position

      • If Faculty, use their current title
      • If Academic Staff Backup, use Z99NN

      • If University Staff (Classified) Backup, use Z89NN
      • Set this position to a No Pay Basis.

  4. In Job Data (Workforce Administration> Job Information> Job Data), determine if a terminated record can be reused. If so, Process Rehire.

    HR - Rehiring an Employee
  5. If you cannot process a rehire from an inactive / terminated Empl Record, you will need to Process Add New Employment Instance.
    HR - Add Employment Instance (Non-Madison)

  6. Returning to a Backup Job = End (Terminate) the secondary Backup Job.
    1. Identify the position:

      1. Organizational Development> Maintain Positions/Budgets> Add/Update Position Information
      2. Reuse the previous campus position

        • If the Backup job requires a different Empl Class or Department, than original previous position, create a new Position
    2. Create new position

  7. Transfer Employee to from Limited job to Backup job (no changes for Job Indicator or Benefits Flag).

    1. Workforce Administration> Job Information> Job Data

    2. HR - Maintain Workforce - Transfers
    3. Update the information on the Job Data Tabs as appropriate.

    4. Click SAVE button.



ADDITIONAL RESOURCES:

Related KBs:

Related Links:
  • NA



Keywords:Interim / Acting Limited job Recruited Limited job Faculty Back up Academic Staff Back up Classified Back up Department Chair Back-up Appointment Back up Appointment Back Up Job Other Work Leave of Absence   Doc ID:70555
Owner:Tami E.Group:Human Resource System (HRS)
Created:2017-02-09 08:59 CDTUpdated:2017-03-06 12:04 CDT
Sites:Human Resource System (HRS)
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