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Enter COVID Vaccine record on behalf of an employee in HRS

Overview:

HRS administrators with proper security will be able to enter COVID Vaccine records on behalf of an employee.

Process Considerations:

  • Employees at UW-Milwaukee, UW-Stevens Point and UW-Whitewater are unable to enter their own COVID vaccine records and they must be submitted by HRS administrators
  • When accessing the form to enter on behalf of an employee, the HRS administrator will sign into my.wisconsin.edu as themselves.
Click on the links below to skip directly to a section:

Enter COVID Vaccine Form

  1. Navigation: my.wisconsin.edu > Forms Tile > Immunization Record Form > Add a Vaccine eForm
  2. Enter employee's empl ID or name.
    NOTE: Records are entered per person not for each empl record number
  3. Click Search.
  4. Verify that the correct employee's name and empl ID is listed at the top of the page.
  5. Enter the date of the employee's final COVID vaccine shot (date of second dose for Moderna and Pfizer and date of single dose for Johnson & Johnson)
  6. To enter proof of vaccination, click Upload, in the File Attachments section.
    NOTE: Proof of vaccination is required.
  7. Click My Device.
  8. Search for and select the file.
    NOTE: The document must have a file extension of PDF, IMG, JPG, PNG or TIFF.
  9. Click Upload.
  10. Click Done.
  11. A green check mark will appear in the Status column for your document.
  12. To enter comments, click the arrow next to comments to open the field.
  13. Click Submit.
  14. A page will open with a successful submission message, and an email will be sent to your business email.
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View Completed COVID Vaccine Forms

  1. Navigation: my.wisconsin.edu > Forms Tile > Immunization Record Form > View a Vaccine eForm
  2. Enter employee's empl ID or name.
    NOTE: Records are entered per person not for each empl record number
  3. Click Search.
  4. Review the submitted form.
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Immunization Form Query

  1. Navigation: Reporting Tools > Query > Query Viewer
  2. Enter the query name: UW_ HR_IMMUNIZ_VACCINE
  3. Select the desired Query output.
  4. Enter optional Search parameters, Business Unit or Dept ID.
    NOTE: The wildcard (%) can be used.
  5. Click View Results.
    NOTE:
    • If an employee has more than one job, the employee will be listed multiple times based upon search criteria used.
    • If an employee has entered more than one form, only the more recent form will appear in the query.
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Additional Resources

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