Instructions for Hiring a Student

1. Complete fields on Work Location Tab:
   1. Effective Date: This is the first day of employment
   2. Click the Calculate Status and Dates button
   3. Action should be Hire
   4. Select Reason of Original/New Hire
   5. Click to list the Company and select "UWS"
   6. Click to list the Business Unit and select the appropriate Campus.
   7. Click to list the Department
   8. Click to list the Location
   9. The Establishment ID will default based on the selected location.
   10. Expected Job end Date (if applicable)
   
2. Complete fields on Job Information Tab.
   1. Click to list the Job Codes. Select appropriate Student Help Job code (only SH001, SH002, SH003, SH004, SH005 are valid. Check with your HR department to confirm which value(s) your campus is using.)
   2. Empl class defaults to SH. This is the only valid option that can be used on this page.
   3. Full/Part Time field as Part-Time
   4. Click the drop down on the Pay Basis field and select Hourly or Lump
   5. Standard Hours should default to 0.01
   6. FTE should default to 0.000250
      
   
3. Complete fields on Compensation Tab. (see The Compensation Tab in HRS)
   1. Click the Default Pay Components button. The Frequency (top) will default to H, Rate Code will default to NAHRLY and Frequency (bottom) to H
   2. Enter compensation amount in Comp Rate field. If this is Lump pay basis, leave this field blank.
   3. Click Calculate Compensation button
   
4. Complete fields on UW Custom Tab.
   1. Continuity select "N" for None
   2. Probation select Not Required
   3. Working Title – update as appropriate – this value will be displayed for Time Entry.
      NOTE: Make the working title descriptive enough so the student can select the correct job when entering time. The working title is the title that is displayed in Time and Labor so the student can select the correct job to record time.
   
5. Click OK or Save button.

Instructions for Adding an Employment Instance – Student Help Only

1. If the person already exists in HRS with no Empl Record (without any Job Information) OR if a concurrent Job is being added see:

Adding an Employment Instance (Student Help) in HRS

Instructions for Transfering a Student

1. Navigate to: Workforce Administration > Job Information > Job Data Student Help ONLY
2. Select the Empl ID, click on SEARCH
3. Select the correct EmplID and empl record to transfer
4. On the Work Location tab, add a row and
   1. Enter the Effective Date field based on the employee's start date.
   2. Click the Calculate Status and Dates button.
   3. Select an action of Transfer
   4. Select an appropriate Action Reason.
   5. When the new row is added, the values from the previous row are carried forward. Review and update the Business Unit, Department, Location and Expected Job End Date fields.
   
5. Complete fields on Job Information Tab.
   1. Click to list the Job Codes. Select appropriate Student Help Job code (only SH001, SH002, SH003, SH004 and SH005 are valid. Check with your HR department to confirm which value(s) your campus is using.)
   2. Empl class defaults to SH. This is the only valid option that can be used on this page.
   3. Full/Part Time field as Part-Time
   4. Click the drop down on the Pay Basis field and select Hourly or Lump
      
   5. Standard Hours should default to 0.01
   6. FTE should default to 0.000250
      
   
6. Complete fields on Compensation Tab. (see The Compensation Tab in HRS)
   1. Click the Default Pay Components button. The Frequency (top) will default to H, Rate Code will default to NAHRLY and Frequency (bottom) to H
   2. Enter compensation amount in Comp Rate field. If this is Lump pay basis, leave this field blank.
   3. Click Calculate Compensation button
   
7. Complete fields on UW Custom Tab.
   1. Continuity select "N" for None
   2. Probation select Not Required
   3. Working Title – update as appropriate – this value will be displayed for Time Entry.
      NOTE: Make the working title descriptive enough so the student can select the correct job when entering time. The working title is the title that is displayed in Time and Labor so the student can select the correct job to record time.
   
8. Click Save button.

Additional Resources

Related KBs:

• Action/Action Reason Codes Used in HRS
• Adding Visa Data (Cross reference to International Tax) in HRS
• The Compensation Tab in HRS
• Hiring an Employee into a Job without a Position (Non-Madison) in HRS
• HR Report List for HRS
• Maintaining the Expected Job End Date in HRS
• Adding a Student Help Person in HRS
• Adding an Employment Instance (Student Help) in HRS
• Maintaining Workforce Data (Student Help) in HRS
• Rehiring a Student Help Employee in HRS
  
• Creating and Maintaining Time and Labor Security in HRS

Related Links:

• UWSS Service Operations - HR