Instructions for Setting Job Data Search Criteria

1. From the HRS Main Menu, use navigation path: Workforce Administration > Job Information > Job Data.

2. In the Job Data screen, the Find an Existing Value tab displays searchable fields. 

• Empl ID (Employee ID) is a unique 8-digit employee identification number (e.g. 00004099).

  Note: This was known as the Person ID in the legacy IADS (Integrated Appointment Data System).

• Empl Record (Employee Record Number) identifies each job. For most employees, the Empl Rcd will be 0.

Note: Employees with multiple, concurrent jobs will have a unique record number for each job, assigned sequentially based on date of hire for each job (e.g. 0, 1, 2, 3, etc.) Per UW policy, after a job ends, the employee record number will be reused for future jobs.

• Name consists of the employee's first name (given name) and last name (surname). Example: Jane Doe.

• Last Name is the employee's last name or surname (e.g. Doe)

• Middle Name is the employee's middle initial or middle name (e.g. A or Anne), if applicable.

Note: You can do a partial name search.

• Include History, when selected, allows you to display the future, current, and historical job data records for the employee.  If unselected, you only display the employee's future-dated record or current record.

3. Click the Search button to display results based on your search criteria.

• No matching values were found. 

[Solution: Verify that you entered the information correctly.  Also, try narrowing your search criteria]

• If more than one Job Data record exists for the employee, a Search Results section displays; locate the Job Data record you wish to view (e.g. Empl Rcd 0), and click on it.

Note: If you did not select Include History on the Find an Existing Value tab above, you can click the Include History button (at the bottom right area of the screen) to change the scroll area display to view historical job data records.   When the Include History button is active, it displays as "grayed out." 

• The HR Status (e.g. Active) and Payroll Status (e.g. Active) display for the employee's Future or Current job data record. 

Note: Employees who are in Active HR Status and Active Payroll Status need to have payroll funding entered on the Funding Data Entry page in HRS for their Future or Current job data record; refer to Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS 

Exception: Non-paid employees with a Pay Group code of "NON" are not paid through HRS; consequently, these non-paid employees do not need funding entered in HRS. You can find an employee's Pay Group code on the Payroll tab.

Tip: If you wish to see funding information for all employees in Active HR Status, you can run an Employee Funding Summary Report by campus, division or department; refer to Running the Employee Funding Summary Report in HRS.

• The Effective Date (e.g. 08/20/2018) represents the "as of" date of the employee's job Action (e.g. Return from Short Work Break).
• The Effective Sequence field (e.g. 0) indicates 0 for the first entry, 1 for the second entry, 2 for the third entry, etc., for multiple entries with the same job Effective Date.  The highest effective Sequence number takes precedence.
• The Action field (e.g. Return from Short Work Break) indicates what personnel action took place on the Effective Date.
• The Reason field (e.g. Start Academic Year) describes the Action.
• The Job Indicator field (located below the Reason field) displays either Primary Job or Secondary Job for the employee's Empl Rcd #.
• Underneath the Action and Reason fields, a thin line separates the top and bottom portion of the Work Location section.  Look to the right of the line to see whether the job record you are displaying is the employee's Future, Current or History job record.
• The Expected Job End Date (EJED) field will display the appointment end date for jobs with a Continuity code of 02A, 02B, 02C, 05A, 05B, 05C or N. 

Note: The Continuity code is located on the UW Custom tab.

• The Position Number field (e.g. 00003715) is formerly known as the Appointment ID. If the Position Number is blank, this means the employee (e.g. Student Help) was not hired into a Position. 

Note: To display detailed Position information, refer to Searching For an Employee's Position Number From Job Info in HRS

• The Business Unit field (e.g. UWMSN) displays the 5-character campus code identifier. 

Note: For a list of campus identifiers and institutions, refer to Campus Codes Used in Location / Appointing Department / Academic or Summer Pay Groups in HRS

• The Department field (e.g. A487400) is the employee's appointing department (Organizational Department),

Note: The appointing department in HRS always begins with the alpha code campus identifier; this was formerly known as the Major Dept in our legacy system.

Note: For a summary of campus codes used in the appointing Department field, refer to Campus Codes Used in Location / Appointing Department / Academic or Summer Pay Groups in HRS

• The Date Created field is the date the information was entered into HRS.

• When at the bottom of a page, use the tab names to quickly navigate among tabs. 

Viewing the Salary Plan Tab

1. To display Salary Administration Plan information, click the Salary Plan tab

2. After clicking the Salary Plan tab, the Salary Plan tab displays:

• The Salary Administration Plan field is coded differently for salaried and hourly employees.

Salaried employee (e.g. Paul Professor) breakdown of the code AD1C is as follows:

• First character (e.g. A) is the alpha code campus identifier; in this example, A represents Madison.
• Second and third characters (e.g. D1) equals the Title Group
• Fourth character represents either 9-months (e.g. C) or Annual (e.g. A).

Note: For policy information regarding compensation for salaried employees, refer to UW System Compensation.

Hourly employee: the Salary Administration Plan is a two digit number representing the pay schedule to which the classification is assigned.

• The Grade field is coded differently for salaried and hourly employees.

Salaried employee: breakdown of the code I01 is as follows:

• First character is one of three values: I (Institution), S (System), or a numeric value (e.g. 0) to indicate whether the salary range is set at the System level, approved to be unique to the Institution (e.g. campus) level, or is Extraordinary.

• Second and third characters (e.g. 01) are the salary range which defines the minimum and maximum.

Hourly employee: the Grade field represents the pay range within the pay schedule.

1. To display compensation information, click the Compensation tab

2. After clicking the Compensation tab, the Compensation tab displays:

• In the Compensation section, the *Frequency field is the compensation frequency of either H, M or 9M.

Note: For more information on Comp Rate Frequency, refer to Comp Rate Frequency in HRS 

• In the expanded Pay Rates section, the calculated dollar amounts are shown for Hourly, Biweekly, 9 Month Biweekly, and Annual. 
• In the Pay Components section, in the Amounts mini-tab:

• The Rate Code field is different for salaried and hourly employees.

• The Comp Rate field is the compensation rate.

• The Frequency column shows the compensation rate frequency of the salaried or hourly employee. 

1. To display UW customized information, click the UW Custom tab

2. After clicking the UW Custom tab, the UW Custom tab displays:

• The Continuity Status Information section displays information about the employee's continuation of employment.

Note: For a list of Continuity codes, refer to Continuity Status in HRS

• The Rate Exceptions section shows indicators for rates under the minimum or over the maximum, if applicable.
• The External Systems section identifies the recruitment system which initiated recruitment for this job; the Source System field displays the name of the recruitment system, if applicable.

• CHRIS = Classified Human Resource Information System
• PVL = Position Vacancy Listing
• Other = blank records converted to HRS; or graduate student at UW-Madison
• TAM = Talent Acquisition Management
• blank = the new job record was created within HRS

Note:  The Number field displays the relevant Source System reference number, if applicable.

• The Non-Resident Alien Info section displays the Income Code for U.S. Internal Revenue Service tax form 1042-S, "Foreign Person's U.S. Source Income Subject to Withholding."
• The Encumbrances section shows salary encumbrance setup information for the employee; the encumbrance setup is different for employees whose Pay Basis is either Annual, Academic, or Hourly.

Note:  If the Encumbrance Override field (from the Job Information tab) has a checkmark   , HRS will ignore all encumbrance setup information in this Encumbrances section on the UW Custom tab.

1. To display Benefits eligibility information, click the UW Benefits tab.

2. After clicking on the UW Benefits tab, the UW Benefits tab displays:

• The Previous WRS State and Local Service fields display a numeric value, depending upon whether or not there is prior Wisconsin Retirement System (WRS) service.

• 0  (e.g. zero) =  employee has no prior WRS service
• 1 through 11 = number of months of employee's prior WRS service
• 12 = employee has one year or more of previous WRS service

Note: The number 12 is the highest value that can be used in the Previous WRS State Service field.

• The Benefit Service Date field allows all or part of the employee's waiting periods for State Group Health and/or Income Continuation Insurance to be waived if they had prior WRS State Service.  If the employee had prior service indicated in the Previous WRS State Service field, the default value of the Date of Hire will be rolled back up to 12 months to account for that service.

• If the Elig Fld 1 (Eligibility Field 1) field = Y, the employee is eligible for WRS benefits; deductions are taken. 
• If the Elig Fld 1 field = N, the employee is not eligible for WRS benefits.

Note: The value of the Elig Fld 1 field for employee WRS eligibility displays on the Payroll Edit Report during a payroll processing week; refer to Running the Payroll Edit Report in HRS

Additional Resources

Related KBs:

• Comp Rate Frequency in HRS
• Continuity Status in HRS 
  
• Employee Classifications (Empl Class) in HRS
• FTE to Standard Hours Conversion Table for HRS 
• HR Report List for HRS
• Searching For an Employee's Position Number From Job Info in HRS
• Campus Codes Used in Location / Appointing Department / Academic or Summer Pay Groups in HRS
• Entering Tenure Tracking in HRS
• Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS
• Finance Report List in HRS 
• Review of the Nightly Encumbrance Process in HRS
• Running the Employee Funding Summary Report in HRS
• Pay Basis Descriptions in HRS
• Pay Group Descriptions in HRS
  
• Running the Payroll Edit Report in HRS
• Overview of Benefits Eligibility Fields in HRS 
  

Related Links:

• Academic Payroll Calendars for 9-month Employees
• Summer Pay Calendars (for all campuses)
• UW Payroll Calendar
• UWSS Service Operations - HR