Hiring an Employee into a Job without a Position (Non-Madison) in HRS

Overview

This document is used for hiring employees into Jobs that do not require a Position. Empl Classes CL, OT1-6, and SH do not require the use of positions, but a campus may choose to use positions for these.

Process Considerations:

Before Hiring a Person into a Job, you should Search for the Person in HRS by following Searching for Existing Person in HRS.
If the Person does not already exist, follow the steps in Adding a Person in HRS to Add the Person record.
If this job is a position of trust you will need to add that after you save; see Using the Person Assignment Checklist to record Criminal Background Check, Position of Trust, and Sexual Harassment Reference Checks in HRS.
If hiring using a position, see Hiring Employees Using a Position in HRS.
Criminal Background Check date, Sexual Harassment Reference Check date and Position of Trust type will need to be added after all steps have been completed; see Using the Person Assignment Checklist to record Criminal Background Check, Position of Trust, and Sexual Harassment Reference Checks in HRS

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

Instructions

If you have just added the person information and selected employee, add relationship on the Organizational Relationships tab, skip to Job Data: Work Location Tab.

Navigate to: Workforce Administration > Personal Information > Organizational Relationships > New Employment Instance
Enter Empl ID
Click Add Relationship

Job Data: Work Location Tab

Enter the start date of the job in the Effective Date field.
Click the Calculate Status and Dates button.
The Action defaults to Hire, which is correct.
Enter the Reason for the Hire (example: Original/New Hire)
The Job Indicator will default to "Secondary Job." If the employee has multiple jobs, please review which Job should be marked as HR Primary; see Updating the HR Primary Indicator in HRS.
The Regulatory region will default to USA
Enter "UWS" in the Company field
Enter the appropriate value in Business Unit (institution)
Enter the appropriate value in Department
Enter the appropriate value in Location
Establishment ID will then default to match the Business Unit.
Enter the Expected Job End Date, if applicable (Jobs with Continuity Codes of 02A, 02B, 02C, 05A and 05B require an Expected Job End Date).

Job Data: Job Information Tab

Job Code: Enter the appropriate Job Code, if known. If unknown, click on the data lookup icon and search for the job Code and click on the appropriate value in the list.
Reports to: Enter the Position number for the Supervisor.
Empl Class: Matches the selected Job Code. If the Empl Class field is blank, click on the drop-down arrow, and select the appropriate Empl Class code. For a list of Empl Class definitions, see Employee Classifications (Empl Class) in HRS.
Seasonal?: Indicate if the employee is Seasonal; see Maintaining Workforce - Seasonal Employees in HRS.
Full/Part Time: 1.0 FTE is Full-Time and < 1.0 FTE is Part-Time
Officer Code: Verify that the Officer Code has defaulted the correct value based on Job Code; see Officer Code Listing Job Aid for HRS.
Pay Basis: Click on the drop-down arrow and select the appropriate Pay Basis. For a list of Pay Basis definitions, see Pay Basis Descriptions in HRS.
Standard Hours: Enter the number of hours the employee will work under the Standard Hours field. All Jobs in HRS are required to have a Standard Hours value of at least 0.01. Standard Hours of 0.01 is used for Students and LTEs and for Lump Sum pay basis appointments.
Verify that the FTE has calculated correctly based on Standard Hours. All Jobs in HRS are required to have an FTE of at least 0.00025. FTE of 0.00025 are used for Students and LTEs and for Lump Sum pay basis appointments.
Contract number: Optional - enter the contract number for this job. For more information on Contract Administration, see Entering Contract Administration in HRS.

Job Data: Job Labor Tab

a. All fields default if applicable. Verify that all values have defaulted correctly based on the Job Code entered.

Job Data: Payroll Tab

a. All fields default if applicable. Verify that values for Pay Group and Holiday Schedule have defaulted correctly based on Work Location and Job Information entered; see Pay Group Descriptions in HRS and Campus Codes Used in Location / Appointing Department / Academic or Summer Pay Groups in HRS.

Job Data: Salary Plan Tab

a. All fields default if applicable. Verify that all values have defaulted in based on Job Code selected.

Job Data: Compensation Tab

Click the Default Pay Components button. This will default the Rate Code and the bottom Frequency when the employee is initially hired.
Verify the correct Rate Code populated based upon the employee's Pay Basis; see Comp Rate Frequency in HRS.
Enter the Comp Rate. (Hourly rates must have no more than two digits past the decimal.)
Verify that the bottom Frequency populated correctly; see Comp Rate Frequency in HRS.
Verify or edit the top Frequency. The top Frequency will populate correctly to 'H' for employees with a Rate Code of NAHRLY, however the top Frequency for all employees with a Rate Code of NAANNL will default to 'A' and needs to be changed to either 9B or B based upon the employee's Pay Basis; see Comp Rate Frequency in HRS.
Click the Calculate Compensation button.
Verify the Compensation Rate (in the top Compensation section) is correct.

Job Data: UW Custom Tab

Continuity: The Continuity Code is set based on the duration of the job as specified in the employee's contract. Click on the drop-down arrow and select the appropriate Continuity Code. For a list of Continuity Code definitions, see Continuity Status in HRS.
Probation Type and Probation End Date: choose the correct probation type and fill in the probation end date. If there is no probation for the employee, you must choose "Not Required" as the value.
Under the Min: if the employee is an LTE and is being hired under the minimum for the salary range, check the Under Min box.
Working Title: Official title will populate based on Job Code; however, a working title should be entered if applicable. The Working Title is often used for student positions to help them choose the correct job when completing their timesheet.
FLSA Threshold Exemption: Evaluate to determine if one of the FLSA Threshold Exemptions must be utilized for the employee's position.

Job Data: UW Benefits Tab

Leave the Previous WRS State Service and Previous WRS Local Service fields blank.
If known, select the value for the WRS Before July 1, 2011 field. If unknown, leave as the default value of No.
Enter the correct value for the Rehired Annuitant Field if known. If unknown, leave as the default value of No.
Leave the Visiting from Other Institution field blank.
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.
If the employee is expected to work less than 20 hours per week, select Less than Half Time Rate in the Health Rate field.

After entering all data, click the SAVE or OK button; this will save the employee's Job Record.

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Additional Resources

Related KBs:

Related Links:

UWSS Service Operations - HR

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