Entering a Transfer from University Staff to Academic Staff / Limited to HRS

Overview

This document describes the high level activities required in order to administer a transfer from University Staff to an Academic Staff or Limited appointment.

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

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Instructions

1. University Staff employee accepts new position as Academic Staff or Limited appointee

2. Institution Human Resources enters the transfer:

• Institution HR adds the E40 FA/AS/LI employee work schedule using Assign Work Schedule in HRS; see Assigning a Work Schedule (Payroll Coordinator) in HRS

• Institution HR adds new Appointment-level funding in HRS; see Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS

• Institution HR notifies the institution Payroll unit of the employee transfer

3. Institution Payroll reviews active general deductions

• Some deductions, such as garnishments, TASC parking/transit, van pool, and certain ongoing voluntary deductions, should not be manually updated or may require consulting with the employee prior to updating.

4. Institution Benefits administrator reviews the employee's benefit enrollments

• UWSS Service Ops is notified of pending benefits eligibility change via the Miscellaneous Event Evaluation report.  When required, Institutions will be notified to complete any required counseling.

• If the employee is enrolled in ICI, they will need to complete an ICI enrollment form to change plans.

5. Institution Absence Management unit reviews the employee's future-dated absence takes

• Institution Absence Management unit removes all future-dated (equal to or after the effective date of new appointment) absence takes for the former University Staff job

• Institution Absence Management unit completes the Absence Management Movement from University Staff to Academic Staff or Limited Appointee form

• Select the New Position check box
• Send an email, with the form attached, to UW Shared Services - Service Ops to create a WiscIT
• UWSS Service Ops - AM Team will process all leave balance transfers as needed

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Additional Resources

Related KBs:

• HR Report List for HRS
• Assigning a Work Schedule (Payroll Coordinator) in HRS
• Adding or Changing Appointment Level Funding for Employee's Salary Expense in HRS
• Maintaining Employee General Deductions in HRS 
• Viewing Absence Management Results by Calendar in HRS 

Related Links:

• UW Shared Services - HR
• Absence Management Movement from University Staff to Academic Staff or Limited Appointee form