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

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Instructions

If you have just added the person information and selected Employee and Add Relationship on the Organizational Relationships tab, skip to step 4.

1. Navigate to Workforce Administration > Personal Information > Organizational Relationships > New Employment Instance
   
2. Enter the employee's Empl ID.
3. Click Add Relationship.
4. Enter the employee's start date in the Effective Date field.
5. Click the Calculate Status and Dates button.
6. Verify the Action is Hire.
7. From the Reason list, select the appropriate reason for the Hire (example: Original/New Hire).
8. Enter the Position number and tab out of the field.  Verify that Company, Business Unit, Department, Location and Establishment ID auto-populated correctly based on the Position Number.
9. Enter the Expected Job End Date if required. This field is required for Continuity of 02 or 05; see Continuity Status in HRS
   
   
   
10. Click on the Job Information tab.
11. Verify that Job Code, Reports To, Empl Class, Full/Part, Pay Basis and Standard Hours/FTE were auto-populated correctly.
    Other fields on this tab that may be used are:
    • Seasonal; see  Maintaining Workforce - Seasonal Employees in HRS
    • Officer Code; see Officer Code Listing Job Aid for HRS
    • Contract Number; see Entering Contract Administration in HRS
    • Encumbrance Override: Click this checkbox if the department chooses not to encumber the earnings.
      NOTE: HRS automatically places a checkmark in the Encumbrance Override indicator field if the employee's Standard Hours are 4.0 or less hours per week; this cannot be changed. See Review of the Nightly Encumbrance Process in HRS  and Running the Department Setup Verification Report in HRS
      
      
12. Click the Job Labor tab. The values will populate based on the position or values entered on the Work Location and Job Information tabs.
13. Click the Payroll tab. The data will populated based on the position data.
14. Click the Salary Plan tab. The values will populate based on the position or values entered on the Work Location and Job Information tabs.
15. Click the Compensation tab.
16. Click the Default Pay Components button. This will default the Rate Code and the bottom Frequency.
17. Verify the Rate Code; see Comp Rate Frequency in HRS
18. Enter the Comp Rate. If this is a lump sum job, leave this field blank.
19. Verify the bottom Frequency; see Comp Rate Frequency in HRS
20. Verify the top Frequency is H, B, or 9B; see Comp Rate Frequency in HRS
21. Click the Calculate Compensation button.
22. Verify the Compensation Rate (in the top Compensation section) is correct.
    
    
    
23. Click the UW Custom tab.
24. Verify Continuity has populated correctly based on Position; see  Continuity Status in HRS
25. 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
26. Enter the Probation End Date, if applicable.
27. If the salary is not within the range, click the appropriate rate exception checkbox.
    
    Note: The Encumbrances Section will automatically fill after save.
    
    
28. Click the UW Benefits tab.
29. Leave the Previous WRS State Service and Previous WRS Local Service fields blank.
30. If known, select the value for the WRS Before July 1, 2011 field. If unknown, leave as the default value of No.
31. Enter the correct value for the Rehired Annuitant Field if known. If unknown, leave as the default value of No.
32. Leave the Visiting from Other Institution field blank.
33. 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.
34. If the employee is expected to work less than 20 hours per week, select Less than Half Time Rate in the Health Rate field.
35. If this is a Faculty hire that is eligible for tenure, click the Employment Data hyperlink at the bottom of the page and click the flag icon.
    a. Click the Accrue Tenure Services checkbox; see Entering Tenure Tracking in HRS
    b. Click on the Employment Data Link at the bottom of this page.
    
    
    
    
    
36. Click OK.

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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
• Hiring an Employee into a Job without a Position (Non-Madison) 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
• Entering Tenure Tracking in HRS 
• Entering an Adjusted Continuous Service Date in HRS
• Review of the Nightly Encumbrance Process in HRS
• Running the Department Setup Verification Report in HRS