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Rehiring an Employee in HRS


This guide lists the steps for rehiring an employee in HRS. A Rehire action is used when an employee has a termination row on Job Data and is being hired into the same or a different job anywhere in the UW System.

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Process Considerations:

You may click on the links below to navigate directly to a section:


  1. HRS Navigation: Workforce Administration > Job Information > Job Data
  2. Click in the Empl ID field and enter the Empl ID number.
  3. Click the Search button.
  4. Select the lowest terminated Employment Record (Empl Rcd).
  5. Click the plus sign button to add a new row.
  6. Enter the start date in the Effective Date field.
  7. Click the Calculate Status and Dates button if it appears.

    Image of calculate status and dates button

  8. From the Action list, choose Rehire.
  9. From the Reason list, choose the reason for the rehire. (For example, Original/New Hire.)
  10. Enter the Position Number if applicable. Note: If you are hiring into a Job without a Position, you may need to update the Company, Business Unit, Department and Location.

    NOTE: If the Position number is being reused for the employee's Rehire, click the Override Position Data button and then click the Use Position Data button to refresh any information that may have changed on the position in between termination and rehire. (For example, if a department change occurred on the Position while the employee was Terminated, the change from Position may not flow to the Job, and it can cause issues downstream if the wrong department is used.)

  11. Enter the Expected Job End Date if required. This field is required for Continuity of 02 or 05. See Continuity Status in HRS.

    Image of expected job end date field

  12. Click the Job Information tab.
  13. If you are using a position, verify that the fields listed below have populated correctly. If you are not using a position, these fields may need to be updated.
    • Job Code
    • Reports To
    • Empl Class
    • Full/Part
    • Pay Basis
    • Standard Hours/FTE
  14. Other fields on this tab that may be used are:
  15. Click the Job Labor tab. The values will populate based on the position or values entered on the Work Location and Job Information tabs.
  16. Click the Payroll tab. The data will populated based on the previously entered data.
  17. Click the Salary Plan tab. The values will populate based on the position or values entered on the Work Location and Job Information tabs.
  18. Click the Compensation tab.
  19. Important: Click the Default Pay Components button.
  20. Verify the Rate Code. Comp Rate Frequency in HRS
  21. Leave the Seq at 0.
  22. Enter the Comp Rate. If this is a lump sum job, leave this field blank.
  23. Verify the bottom Frequency. Comp Rate Frequency in HRS
  24. Verify the top Frequency is H, B, or 9B. See Comp Rate Frequency in HRS.
  25. Click the Calculate Compensation button.
  26. Verify the Compensation Rate (in the top Compensation section) is correct.

    Rehire Compensation Tab Image

  27. Click the UW Custom tab.
  28. Select or verify Continuity. See  Continuity Status in HRS.
  29. If a probation is required, select the Probation Type. If no probation is required, you must choose Not Required. See Employee Probation Types in HRS.
  30. Enter the Probation End Date, if applicable.
  31. Click one of the Rate Exceptions checkboxes if appropriate.
  32. Edit the Working Title, if necessary.
  33. Choose the proper FLSA Threshold Exemption field if necessary.

    Image of FLSA drop down and continuity fields

  34. Click the UW Benefits tab.
  35. Leave the Previous WRS State Service and Previous WRS Local Service fields blank.
  36. Do not change Benefits Service Date.
  37. If known, select the value for the WRS Before July 1, 2011 field. If unknown, leave as the default value of No.
  38. Enter the correct value for the Rehired Annuitant field, if known. If unknown, leave as the default value of No.
  39. Leave the Visiting from Other Institution field blank.
  40. If the employee is required to work out of state for their job, select Yes from the drop-down for the Work Out of State Required field.
  41. If the employee is expected to work less than 20 hours per week, select Less than Half Time Rate in the Health Rate field.
  42. If this is a Faculty hire that is eligible for tenure:
    • Click the Employment Data link at the bottom of the page.
    • Click the flag icon.
    • Click the Accrue Tenure Services checkbox. See Entering Tenure Tracking in HRS
  43. Click Save.

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KeywordsHR Human Resources Rehire Position Job training SH AS Grad Grad Student CP CJ LTE LI FA Student Help Academic Staff Classified Project Permanent Faculty Limited Job Data Hire hire rehire   Doc ID16659
OwnerJessica R.GroupUW–Shared Services
Created2011-01-25 19:00:00Updated2024-05-14 10:51:46
SitesUW–Shared Services
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