Adding a Student Help Person in HRS

Overview

Add a new person to HRS as a Student Help employee.

Process Considerations:

Before creating any new person in HRS, you must search HRS to ensure the person is unique/new to the system. See Searching for Existing Person in HRS.

If a match is found in HRS, do not add the person again. You will not use this procedure document. Instead, refer to the following:

HRS security role required: HR Student Help Update (UW_UNV_HR_STUDENT_HELP_UPD)
Email addresses:

For a foreign-national employee, an email address of type Business Other must be entered as soon as possible so that Glacier third-party software can contact them to determine substantial presence and evaluate applicable tax treaties.

Any email addresses you enter and assign a "Business" type will be overwritten by the IAM interface with the email address in the institution's email system.
Any email addresses you enter and assign either a "Student" or "Student Other" type will be overwritten by a HRS nightly process of data coming in from the institutions' SIS.

Phone numbers: Preferred phone is defined as the primary phone number at which the employee wishes to be contacted for business purposes. Only phone types of "Business" and "Business Other" should be marked Preferred.

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

Instructions

Search for Existing Person in HRS

Before creating any new person in HRS, you must search HRS to ensure the person is unique/new to the system. Follow all steps in Searching for Existing Person in HRS.

NOTE: If an Empl ID was found when searching for matching persons with existing HRS data, do not use this page. Instead, follow the steps at Modifying Person Data in HRS, Rehiring a Student Help Employee in HRS, or Adding an Employment Instance (Student Help) in HRS.
If an existing Empl ID was found only in Legacy/EPM, or if no existing Empl ID was found at all, continue with the next steps.

Add a Person - Student Help page

Navigate to Workforce Administration > Personal Information > Add a Person - Student Help.

"NEW" defaults in the Person ID field.
If an Empl ID was NOT found in HRS, leave the Person ID as NEW.
OR
If an Empl ID was found in Legacy Person Search, change "NEW" to the Empl ID found in Legacy Person Search. HRS will then assign that same number as the Empl ID in HRS.
Click the Add Person button.

Biographical Details tab

In the Name section, leave the Effective Date as the current date or change it to the start date of the job, whichever is earlier.
Click the Add Name button.

Enter the legal Name values in ALL CAPS. Using all caps when entering the name provides naming consistency.
- If the person's name is a single name (e.g. CHER), use the following approach: Enter the single name into the last name field. Enter "FNU" in the first name field. "FNU" is commonly accepted to stand for First Name Unknown.
- If the person has both a primary (legal) name and preferred name, enter the preferred name using the Additional Name page. See Adding a Preferred Name in HRS .
Click Refresh Name.
Click the OK button.

In the Biographic Information section, enter the employee's Date of Birth.
In the Biographical History section, select the Gender from the drop-down list.
Optional: Select Highest Education Level from the drop-down list.
Optional: If you have the Marital Status, select it from the drop-down list. If you have it, enter the event date in the As of date field.
If you have the Social Security Number, enter it in the National ID field. If you do not have the employee's Social Security Number, leave this field blank. Additional processing will be needed after you save, but do not save yet.

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Contact Information tab

In the Current Addresses section, click the Add Address Detail hyperlink. The Home Address Type is used on the W2 tax form.
The country defaults to USA. You may select another country using the lookup icon if the employee's home address is outside the USA.
Click the Add Address link.
Enter the address. If the street address is not recognized as valid, a list of possible valid addresses will show under suggestions. Enter the correct address.
Click OK.

Click OK.
To add Business or Business Other Address:
1. Click the Plus Sign + to add an additional row.
2. Select an Address Type of Business or Business Other.
3. Click the Add Address Detail hyperlink.
4. Click the Add Address hyperlink.
5. Select the UW Institution from the drop-down list.
6. Type the location code in the Location text box or click the Location look-up icon to select it from the list. This will complete the street, city and state portion of the address for you.
7. Add a Room # and/or Mail Drop ID if required for your institution.
8. Click OK.
9. Click OK.
To add additional addresses if you have them:
1. Click the plus sign to add an additional row.
2. Select Address Type from the drop-down list.
3. Click the Add Address Detail hyperlink.
4. The country defaults to USA. You may select another country if the address is outside the USA.
5. Click the Add Address hyperlink.
6. Add the address details.
7. Click OK.
8. Click OK.
9. Repeat the steps above to add additional addresses.

To add Phone Information:
1. Select the Phone Type from the drop down menu.
2. Type the phone number in the Telephone text box.
3. If applicable, enter the extension in the Extension text box.
4. If you have additional phone numbers, click the plus sign to add an additional row, and repeat the steps above.
5. If you added more than one phone number, click the Preferred check box next to the preferred number. Only phone types of "Business" and "Business Other" should be marked Preferred.

To add Email Addresses:
1. Select Email Type from the drop-down menu.
2. Type the email address in the Email Address text box.
3. Click the plus sign to add an additional row to enter more email addresses if you have them. Then repeat the steps above.
4. If you have entered more than one email address, click the Preferred check box.

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Regional tab

In the Ethnic Group section, if the employee has checked "yes" for the question "Is your ethnicity Hispanic/Latino?", then click the magnifying glass button and select "HISPA."
If the employee has checked "no" for the question "Is your ethnicity Hispanic/Latino?", then click the magnifying glass button and select the value for the race selected on the form.
If the "Is your ethnicity Hispanic/Latino?" question is not answered and no race is checked, select "NSPEC" for Not Specified.
If more than one race is checked:
1. Click the plus sign to add an additional row.
2. Select the appropriate code.
3. Repeat steps above to add as many additional rows as needed.
4. Click the View All link to see all rows at one time if desired. This can be a good way to see that all races have been entered.
5. Do NOT click the Primary check box. This is not being used by UW.

If Veteran Information has been provided, select the Military Status from the drop-down list. Refer to Adding Disability and Veterans Information in HRS .

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UW Personal tab

If elected by the employee, click the checkbox for Release Home Information.
Under the UW Additional Fields section, click the checkbox for Foreign Nat Working Outside US ONLY if ALL four conditions are met:
1) You are certain the individual will not pass the IRS Substantial Presence Test (http://www.irs.gov/Individuals/International-Taxpayers/Substantial-Presence-Test) in the calendar years involved.
2) The individual will remain outside the U.S. throughout the time the checkbox is selected in HRS.
3) The individual has provided a Foreign Source Income Statement to their hiring department and UW Glacier Account Administrator.
4) The individual has provided an updated UW W-4 listing their work location outside the U.S.
In the Foreign Nat Working Inside the US section, click the checkbox for Applied for SSN or ITIN if the foreign national has applied for SSN or ITIN. For more information, see https://uwservice.wisc.edu/docs/publications/pay-ssn-itin-process-a.pdf.

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Organizational Relationships tab

Click the Employee checkbox to select it.
If you did not have a social security number for this person, follow these steps to add either a UW Reporting ID or an Individual Tax ID Number (ITIN) if you have that:
1. Click the Save button. Read and correct any errors as necessary.
2. Click the Biographical Details tab.
3. Under the National ID section, note that the Social Security Number defaulted to XXX-XX-XXXX. Leave this as is until you have the social security number. Click the plus sign next to the social to add another row.
4. Click the drop down arrow next to Social Security Number in the new row, and select Individual Tax ID Number or UW Reporting ID.
5. In the national ID field, enter the ITIN or UW Reporting ID. The UW reporting ID is 0 followed by the Person ID. For example, if the Person ID, found at the top of the screen below the tabs, is 00847644, the UW Reporting ID would be 000847644.
6. Click the Primary ID checkbox next to the ITIN or UW Reporting ID.
If you will add the Job Data information later or if someone else will add the job information, click the Save button now.
If you will add the Job Data information now, click the Add the Relationship button from the Organizational Relationships tab.

Read and correct any error messages that appear. Search Match automatically runs to identify potential duplicates. If the Search Results Screen appears:
1. Review the Search Results carefully to determine if the employee you are adding already exists.
2. Click Return to continue.
3. If you have determined that a match for your new employee exists, click the Cancel button.
4. If there is no match, click the OK button to continue adding your employee.
If you selected Add the Relationship above, the system navigates directly to the page where job data is entered. Continue with adding the job information according to the appropriate KB. If you selected Save above, you can add the job information later by following Adding an Employment Instance (Non-Madison) in HRS .

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Additional Resources

Related KBs:

Related Links:

Get Help

Click HERE to contact UW Shared Services or HERE for the Office of Technology Services (OTS) Helpdesk if you have any issues with these instructions.

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