Topics Map > Human Resource System (HRS) > HRS Human Resources Administration > HR Learning Path
Rehiring an Employee in HRS
Overview
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.
Process Considerations:
- If the employee has an active Empl Record, will not be continuing in that job, and there will be no break-in-service between jobs, this should be a Transfer. See Maintaining Workforce - Transfers in HRS.
- If the rehire is University Staff Ongoing (CP) or University Staff Project (CJ), you may need to update the Adjusted Continuous Service Date (ACSD). The ACSD is updated on the Modify a Person page. See Entering an Adjusted Continuous Service Date in HRS.
- Criminal Background Check date, Sexual Harassment Reference Check date and Position of Trust type will need to be added/updated after all steps have been completed; see Using the Person Assignment Checklist to record Criminal Background Check, Position of Trust, and Misconduct Reference Checks in HRS
- Time and Labor Security will need to be updated after all steps have been completed; see Creating and Maintaining Time and Labor Security in HRS
You may click on the links below to navigate directly to a section:
Related KBs:
To the top
Instructions
- HRS Navigation: Workforce Administration > Job Information > Job Data
- Click in the Empl ID field and enter the Empl ID number.
- Click the Search button.
- Select the lowest terminated Employment Record (Empl Rcd).
- Click the plus sign button to add a new row.
- Enter the start date in the Effective Date field.
- Click the Calculate Status and Dates button if it appears.
- From the Action list, choose Rehire.
- From the Reason list, choose the reason for the rehire. (For example, Original/New Hire.)
- 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.)
- Enter the Expected Job End Date if required. This field is required for Continuity of 02 or 05. See Continuity Status in HRS.
- Click the Job Information tab.
- 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
- Other fields on this tab that may be used are:
- Seasonal. Maintaining Workforce - Seasonal Employees in HRS
- Officer Code. See Officer Code Listing Job Aid for HRS
- Contract Number button. See Entering Contract Administration in HRS
- Click the Job Labor tab. The values will populate based on the position or values entered on the Work Location and Job Information tabs.
- Click the Payroll tab. The data will populated based on the previously entered data.
- Click the Salary Plan tab. The values will populate based on the position or values entered on the Work Location and Job Information tabs.
- Click the Compensation tab.
- Important: Click the Default Pay Components button.
- Verify the Rate Code. Comp Rate Frequency in HRS
- Leave the Seq at 0.
- Enter the Comp Rate. If this is a lump sum job, leave this field blank.
- Verify the bottom Frequency. Comp Rate Frequency in HRS
- Verify the top Frequency is H, B, or 9B. See Comp Rate Frequency in HRS.
- Click the Calculate Compensation button.
- Verify the Compensation Rate (in the top Compensation section) is correct.
- Click the UW Custom tab.
- Select or verify Continuity. See Continuity Status in HRS.
- 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.
- Enter the Probation End Date, if applicable.
- Click one of the Rate Exceptions checkboxes if appropriate.
- Edit the Working Title, if necessary.
- Choose the proper FLSA Threshold Exemption field if necessary.
- Click the UW Benefits tab.
- Leave the Previous WRS State Service and Previous WRS Local Service fields blank.
- Do not change Benefits Service Date.
- If known, select the value for the WRS Before July 1, 2011 field. If unknown, leave as the default value of No.
- Enter the correct value for the Rehired Annuitant field, if known. If unknown, leave as the default value of No.
- Leave the Visiting from Other Institution field blank.
- 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.
- If the employee is expected to work less than 20 hours per week, select Less than Half Time Rate in the Health Rate field.
- 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
- Click Save.
Additional Resources
Related KBs:
- Comp Rate Frequency in HRS
- Continuity Status in HRS
- Entering Contract Administration in HRS
- Using the Person Assignment Checklist to record Criminal Background Check, Position of Trust, and Misconduct Reference Checks in HRS
- HR Report List for HRS
- Maintaining Workforce - Seasonal Employees in HRS
- Officer Code Listing Job Aid for HRS
- Managing Position Data in HRS
- Employee Probation Types in HRS
- Entering Tenure Tracking in HRS
- Entering an Adjusted Continuous Service Date in HRS
- Using the Person Assignment Checklist to record Criminal Background Check, Position of Trust, and Misconduct Reference Checks in HRS
- Creating and Maintaining Time and Labor Security in HRS